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AGENDA ITEM REVIEW FORM |
7.A.
Regular City Council Meeting
- Meeting Date:
- 10/11/2023
- Department Head:
- Jose L. Cisneros
- Submitted By:
- Crystal Ochoa, Administrative Coordinator, Parks & Recreation Department
Action Requested:
ITEM:
Discussion and possible action on any and all matters regarding the purchase of a 2024 Ram 5500 Chassis Cab for the Parks Grounds Division. (Jose Luis Cisneros, Acting Director of Parks and Recreation)
SUMMARY:
During the budgeting planning for Fiscal Year 2024, Parks Grounds staff analyzed the division's needs, concentrating on the equipment and vehicles they held. Staff requested a 2023 Ram 5500 Chassis Cab to add to their vehicle inventory. Currently, the Parks Grounds Division does not have a chassis cab, also known as a dump truck. This type of vehicle is essential for hauling heavy loads or towing other equipment. This vehicle can be used to accomplish various everyday tasks such as removing and transporting soil and demolished concrete. As the division is tasked with completing more projects, they must reach out to Public Works to borrow their dump truck. Public Works has been very helpful in these cases, but before staff can commit to a project, they must ensure the dump truck is available. When requesting quotes, staff asked for 2024 models since they are more readily available than 2022 or 2023 models.
Staff contacted dealerships that have been used in the past but were advised that they no longer hold state contracts. The dealerships that provided staff with quotes were:
(1) Chapman Dodge Chrysler Jeep Ram in Yuma, AZ, provided a written quote of $103,501.86
(2) Chapman DCJR in Scottsdale, AZ, provided a written quote of $90,047.96.
(3) Bill Luke CJDJ in Phoenix, AZ, provided a written quote of $82,709.76.
Per the quotes received, staff would like to proceed with the lowest bid from Bill Luke CJDJ in the amount of $82,709.76.
Since the quotes presented are from vendors who do not have state contracts but are reliable vendors that the city has purchased vehicles in the past, and going out to bid will not be cost-efficient since written quotes have already been obtained by these vendors that would most likely also be the ones to bid for this request, staff would like to request Mayor and City Council waive formal procedures as allowed under Procurement Code 3.05.010 (F).
Parks staff is seeking approval to purchase a 2024 Ram 5500 Chassis Cab from Bill Luke Chrysler-Jeep & Dodge for the amount of $82,709.76.
Staff contacted dealerships that have been used in the past but were advised that they no longer hold state contracts. The dealerships that provided staff with quotes were:
(1) Chapman Dodge Chrysler Jeep Ram in Yuma, AZ, provided a written quote of $103,501.86
(2) Chapman DCJR in Scottsdale, AZ, provided a written quote of $90,047.96.
(3) Bill Luke CJDJ in Phoenix, AZ, provided a written quote of $82,709.76.
Per the quotes received, staff would like to proceed with the lowest bid from Bill Luke CJDJ in the amount of $82,709.76.
Since the quotes presented are from vendors who do not have state contracts but are reliable vendors that the city has purchased vehicles in the past, and going out to bid will not be cost-efficient since written quotes have already been obtained by these vendors that would most likely also be the ones to bid for this request, staff would like to request Mayor and City Council waive formal procedures as allowed under Procurement Code 3.05.010 (F).
Parks staff is seeking approval to purchase a 2024 Ram 5500 Chassis Cab from Bill Luke Chrysler-Jeep & Dodge for the amount of $82,709.76.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE PURCHASE OF A 2024 RAM 5500 CHASSIS NOT TO EXCEED $89,710.00 AND WAIVE FORMAL PURCHASING PROCEDURES FOR THE REASONS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $82,709.76
- BUDGETED AMOUNT:
- $103,502.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- CAPITAL OUTLAY - EQUIPMENT - 100-999-90000 / $103,502.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The purchase of a 2022 RAM 5500 Chassis Cab was approved for Fiscal Year 2023-2024. At the moment, most dealerships are selling 2024 models due to the year almost ending and manufacturers ordering newer models. Staff reached out to car dealerships from who we have purchased vehicles in the past, and upon requesting quotes staff was advised that they do not hold state contracts. To avoid any delays and to take advantage of the vehicle availability, staff is requesting City Council to waive formal procedures of City Code 3.05.010 (D) and award the purchase to Bill Luke Chrysler-Jeep & Dodge who submitted the lowest bid of $82,709.76 for the 2024 Ram 5500 Chassis Cab. This purchase would be under budget since the Parks Grounds Department was approved $103,502.00 for the purchase of such vehicle.
Attachments
- Quote #1 - Chapman Dodge Chrysler Jeep Ram Yuma
- Quote #2 - Chapman DCJR Scottsdale
- Quote #3 - Bill Luke Chrysler-Jeep&Dodge Phoenix