Consent 1.A.1.
Regular City Council Meeting
- Meeting Date:
- 10/13/2009
- TITLE
- City Vehicles
- PRESENTED BY:
- Larry Deschene
- Department:
- City Hall Administration
Presentation:
PROBLEM/ISSUE STATEMENT
Eight 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 FY 09/10 budget process. The Fleet Services Division advertised for sealed bids for City Vehicles on September 3 and 10, 2009, with a bid opening on September 29, 2009.
The bids are for the following types of vehicles:
• One full size 4x4 SUV (Airport),
• One 1 ton regular cab 4x4 pickup (Airport),
• One 1/2 ton 2wd ext cab pickup (Engineering),
• One mid-size sedan (Police),
• One ¾ ton 2wd ext cab pickup with service body (PWD),
• Two ¾ ton 2wd regular cab pickups with service bodies (PWD),
• One 3/4 ton 2wd regular cab pickup (Street/Traffic).
The bids are for the following types of vehicles:
• One full size 4x4 SUV (Airport),
• One 1 ton regular cab 4x4 pickup (Airport),
• One 1/2 ton 2wd ext cab pickup (Engineering),
• One mid-size sedan (Police),
• One ¾ ton 2wd ext cab pickup with service body (PWD),
• Two ¾ ton 2wd regular cab pickups with service bodies (PWD),
• One 3/4 ton 2wd regular cab pickup (Street/Traffic).
ALTERNATIVES ANALYZED
Council may:
- Approve retaining trade vehicles for sale at next year's City auction and the current purchase of the eight new vehicles as recommended below; or
- Not approve retaining trade vehicles for sale at next year's City Auction or the current purchase of the eight new vehicles as recommended below.
FINANCIAL IMPACT
The City received bids on the vehicles as outlined below:
BID SCHEDULE I - ONE (1) NEW CURRENT MODEL 2010, 4-WHEEL DRIVE, 4-DOOR SPORT UTILITY VEHICLE
BID SCHEDULE II - ONE (1) NEW CURRENT MODEL 2010 ONE-TON, 4 X 4 REGULAR CAB, LONG BOX PICKUP
BID SCHEDULE III - ONE (1) NEW 2010 CURRENT MODEL HALF-TON FULL SIZE EXTENDED CAB PICKUP
BID SCHEDULE IV - ONE (1) NEW 2010 CURRENT MODEL, 4-DOOR MID-SIZE SEDAN
BID SCHEDULE VII - ONE (1) NEW 2010 CURRENT MODEL 3/4-TON, FULL SIZE REGULAR CAB, LONG BOX PICKUP
BID SCHEDULE I - ONE (1) NEW CURRENT MODEL 2010, 4-WHEEL DRIVE, 4-DOOR SPORT UTILITY VEHICLE
| Vendor | Total Bid | Trade In | Net Bid |
| Archie Cochrane Ford | $28,806.00 | N/A | $28,806.00 |
| Rimrock Auto Group | $34,127.93 | N/A | $34,127.93 |
| Fremont Motor Co. | $31,567.36 | N/A | $31,567.36 |
| Bison Ford | $30,127.93 | N/A | $30,127.93 |
BID SCHEDULE II - ONE (1) NEW CURRENT MODEL 2010 ONE-TON, 4 X 4 REGULAR CAB, LONG BOX PICKUP
| Vendor | Total Bid | Trade In | Net Bid |
| Archie Cochrane Ford | $26,099.00 | $1,300.00 | $24,799.00 |
| Rimrock Auto Group | $28,028.25 | $1,000.00 | $27,028.25 |
| Fremont Motor Co. | $24,321.71 | $ 500.00 | $23,821.71 |
| Bison Ford | $24,474.71 | $ 700.00 | $23,774.71 |
BID SCHEDULE III - ONE (1) NEW 2010 CURRENT MODEL HALF-TON FULL SIZE EXTENDED CAB PICKUP
| Vendor | Total Bid | Trade In | Net Bid |
| Archie Cochrane Ford | $22,161.00 | $ 800.00 | $21,361.00 |
| Rimrock Auto Group | $23,507.18 | $ 700.00 | $22,804.18 |
| Fremont Motor Co. | $20,341.35 | $1,250.00 | $19,091.35 |
| Bison Ford | $22,411.35 | $ 500.00 | $21,911.35 |
BID SCHEDULE IV - ONE (1) NEW 2010 CURRENT MODEL, 4-DOOR MID-SIZE SEDAN
| Vendor | Total Bid | Trade In | Net Bid |
| Archie Cochrane Ford | $15,270.00 | $600.00 | $14,670.00 |
| Rimrock Auto Group | No Bid | No Bid | No Bid |
| Fremont Motor Co. | $20,652.35 | $700.00 | $19,952.35 |
| Bison Ford | $15,242.01 | $100.00 | $15,142.01 |
BID SCHEDULE V - ONE (1) NEW 2010 MODEL, 3/4-TON, 2-WHEEL DRIVE EXTENDED CAB LONG WHEEL BASE PICKUP WITH SERVICE BODY
| Vendor | Total Bid | Trade In | Net Bid |
| Archie Cochrane Ford | $25,786.00 | $800.00 | $24,986.00 |
| Rimrock Auto Group | $29,354.65 | $300.00 | $29,054.65 |
| Fremont Motor Co. | $26,217.71 | $350.00 | $25,867.71 |
| Bison Ford | $26,371.71 | $400.00 | $25,971.71 |
BID SCHEDULE VI - TWO (2) NEW 2010 MODEL, 3/4-TON, 2-WHEEL DRIVE LONG WHEEL BASE PICKUPS WITH SERVICE BODIES
| Vendor | Total Bid | Trade-In | Net Bid |
| Archie Cochrane Ford | $23,768.00 each | N/A | $47,536.00 |
| Rimrock Auto Group | $29,354.65 each | N/A | $58,709.30 |
| Fremont Motor Co. | $21,976.71 each | N/A | $43,953.42 |
| Bison Ford | $24,562.71 each | N/A | $49,125.42 |
BID SCHEDULE VII - ONE (1) NEW 2010 CURRENT MODEL 3/4-TON, FULL SIZE REGULAR CAB, LONG BOX PICKUP
| Vendor | Total Bid | Trade In | Net Bid |
| Archie Cochrane Ford | $19,128.00 | $1,000.00 | $18,128.00 |
| Rimrock Auto Group | $21,879.68 | $ 600.00 | $21,279.68 |
| Fremont Motor Co. | $17,271.71 | $ 850.00 | $16,421.71 |
| Bison Ford | $20,294.71 | $ 400.00 | $19,894.71 |
RECOMMENDATION
Staff recommends retaining trade vehicles for sale at the next City auction because the auction prices will likely exceed the offered trade-in prices. The total trade-in price for the low net bid offered for the 5 vehicles is $4,200. By comparison, 5 similar vehicles sold for a total price of $5,250 at the September 26, 2009, City auction. Therefore, staff is confident that the auction prices will be higher than the proposed trade-in values.
Staff recommends awarding Bid Schedules I & V without trades to Archie Cochrane Ford in Billings, Montana, for the bid amount of $54,592.00; awarding Bid Schedules II, III, VI & VII without trades to Fremont Motor Co. in Lander, Wyoming, for the bid amount of $105,888.19; and awarding Bid Schedule IV without trade to Bison Ford in Great Falls, Montana, for the bid amount of $15,242.01.
APPROVED BY CITY ADMINISTRATOR
Attachments
No file(s) attached.