Ten city vehicles in the car and light truck class are scheduled for replacement in the City's Equipment Replacement Program and were approved by City Council during the FY13-14 budget process. The bids are for the following types of vehicles: • One ¾ ton 4x4 extended cab pickup (Animal Shelter) • One mid-size utility vehicle (Planning) • One ½ ton full size 2wd pickup (Engineering) • Two mid-size 4 door sedans (PW Belknap & Solid Waste) • One 1 ton 4x4 crew cab with utility body (Fire) • One 1 ton 2wd regular cab pickup with service body (PW Belknap) • One ½ ton 4x4 regular cab pickup with plow (Parks) • One ¾ ton 4x4 regular cab pickup (PW Solid Waste) • One 1 ton 4x4 regular cab pickup (Airport). Staff advertised for sealed bids for city vehicles on August 15 and August 22, 2013, with a bid opening on August 27, 2013.

The City Council may

• Approve the bid awards for city vehicles; or,
• Reject all bids.

The City received 4 bids, with one rejected for non-compliance, on the vehicles as outlined on the attached “Vehicle Bid Results.”

Staff recommends awarding all Bid Schedules to the lowest bidder, as follows. Bid Schedules 1, 3, 5, 6, 8, and 9 without trades and Bid Schedule 4 with trade to Archie Cochrane Ford in Billings, MT for the bid amount of $206,905.00; and Bid Schedule 2 without trade and Bid Schedule 7 with trade to Denny Menholt Chevrolet in Billings, MT for the bid amount of $52,301.00. Staff recommends retaining three of the six vehicles offered for trade and selling them at auction because the dealer trade allowance for these three vehicles was only $3,500 while the trade-in book value is $7,017. Staff recommends trading three of the trade vehicles because the dealer trade allowance was $7,000 while the trade-in book value was $6,018 for the three vehicles.