HomeMy WebLinkAbout08/21/2007, C8 - 2007-08 GENERAL PURPOSE SEDAN PROCUREMENT I /
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council August 21, 2007
j agenda REpom "°. C �
CITY OF SAN LUIS OBISPO
FROM: Department Head: Jay Walter, Public Works Directo Q
Prepared By: Dave Smith, PW Administrative S ices Manager
SUBJECT: 2007-08 GENERAL PURPOSE SEDAN PROCUREMENT
CAO RECOMMENDATION
1. Approve a purchase order in the amount of $75,034.70 to Toyota of San Luis Obispo for
procurement of three Prius Hybrid sedans.
2. Approve transfer of$8,278 from Water Fund working capital and $14,256 from Sewer Fund
working capital to fund additional purchase costs.
DISCUSSION
The proposed procurements were approved in the 2007-09 Financial Plan. (See Appendix B
pages 3-122, 3-163, and 3-172.) One sedan is a fleet addition, and the other two are fleet
replacements.
In recent years the City has typically made bulk annual vehicle procurements through California
Multiple Award Schedule (CMAS) contracts. Based on recent.successful experiences using a
cooperative purchasing arrangement through local agency contracts, Public Works explored the
possibility of using this procedure for the general purpose sedan procurements in 2007-08. One
advantage of this approach is that it often involves a local vendor rather than the out-of-county
vendors associated with the CMAS contracts.
All three of these sedans are for the Utilities Department. In an effort to improve fuel economy and
vehicle emissions, Public Works conferred with the Utilities Department about possibly buying
sedans with alternative fuel technology rather than the conventional engine technology in the units
originally specified. As a result of these discussions, the Utilities Department agreed to order
Toyota Prius hybrid vehicles.
A cooperative purchasing contract is available through the Economic Opportunity Commission of
San Luis Obispo, which recently bought Prius' Hybrids from Toyota of San Luis Obispo after
soliciting competitive bids.
CONCURRENCE
The Fleet CIP Review committee reviewed alternatives for these sedans. The committee, which
included representation from the Utilities department, was in agreement with a recommendation
to purchase hybrid replacement vehicles, specifically targeting the Toyota Prius because of
highest potential mileage gain, reputation for quality, and appropriateness of intended use.
C
2007-08 General Purpose Sedan Procurement Page 2
FISCAL IMPACT
Fleet policy allows an additional 20% premium in purchase price for alternative fuel beyond the
cost of the conventional fuel comparable. Although the up front purchase price of the Hybrid is
46% higher than a comparable sedan, when fuel savings over the projected replacement cycle
established in Fleet policy is factored.in, the cost difference is only 3% (see attached comparison
chart).
Purchase Price(unit price of$22,937.87) 68,813.61
Doc fee($55 per unit) 165.00
Subtotal $68,978.61
Sales Tax (7.75%) 5,345.84
Subtotal $74,324.45
License ($228 per unit) 684.00
California Tire fee($8.75 per unit) 26.25
Purchase order amount 75,034.70
Accessories to be installed by Fleet Staff 2.600.00
77,634.70
Less Available budget 55,100.00
Supplemental funding needed 22,534.70.
This will require supplemental funding from the water and sewer fund working capital to cover the
additional purchase cost. Requested funding is currently available from working capital in the
water and sewer funds. Both the water and sewer funds will be above the policy minimum even
after the supplemental appropriation.
Project Funding Water Fund Sewer Fund Combined
Bud-et Budget Total
Approved 2007-08 CIP budget 17,600 37,500 55,100
Current request to increase budget 8,278 14,256 22,535
Revised Total 25,878 51,756 77,635
ALTERNATIVES
The City could purchase standard sedans as originally proposed. This would reduce up front
purchase costs but the City would miss the opportunity to expand use of hybrid vehicles into the
City fleet inventory.
ATTACRMENTS
1. Hybrid sedan comparison table
2. E.O.C. Cooperative purchase
3. Quotation from Toyota of San Luis Obispo
G:\Staff-Reports-Agendas-Minutes\_CAR\2007\Pleet\CAR 2007-08 General Purpose Sedan Procurement.DOC
`— Attachment
Standard sedan compared to Hybrids
Non-Hybrid Hybrid
Sebrin Civic Prius Escape Accord
Averaged MPG rating 23 50 55 32 32
Base Unit $15,900 $23,700 $23;569 $23,198 $32,185
Delivery $250 $250 $250
Sales Tax $1,252 $1,856 _ $1,827 $1,798 $2,494
Purchase cost $17,402 $25,806 $25,396 $24,996 $34,929
Differencia 1(20%limit by policy) n/a 48% 46% 44% 101%
Purchase cost $18,654 $27,662 $27,223 $24,996 $34,929
Fuel expense at 80,000 miles $13,043 . $6,000 $5,455 $9,375 $9,375
Projected cost of ownership $31,697 $33,662 $32,677 $34,371 $44,304
Differencial(20%limit by policy) rt/ 6% 3% 8% 40%
Fuel consumption based on$3.75 a gallon
Engine type -V-6 I-4 1-4 14 V-6
Headroom 40.1/38.4 39.4/37.4 39.1/37.3 40.4/39.2 38.3/36.8
Legroom 42.4/36.2 42.2/34.6 41.9/38.6 41.6/35.6 42.6/36.8
Shoulder room 56.4/56.4 53.6/52.3 55.0/52.9 56.6/55.9 56.9/56.1
Hiproom 53.5/53.2 51.9/51.0 51.0/51.6 53.3/49.1 54.6/53.5
Cargo 31.8 10.4 14.4 27.8 11.2
Passenger volumn 100.9 90.9 96.2 n/a 97.7
Seating Capacity 5 5 5 5 5
Fuel tank 16.9 12.3 11.9 15 17.1
C�-3
1030 SOUTHWOOD DRIVE
SAN LUIS OBISPO
ECONOMIC OPPORTUNITY CALIFORNIA 93401
COMMISSION•SINCE 1%5 (805)544-4355
FAX(805)549-8388
January 16,2007
Economic Opportunity Commission of San Luis Obispo County,Inc.is a private non-profit
Community Action Agency,providing comprehensive community-based programs,which strive
to alleviate poverty and promote self-sufficiency for all qualified participants.
EOC is in the process of shopping for a two new 4 door hybrid sedans for our Migrant and
Seasonal Head Start Programs.This letter is being sent to San Luis Obispo County dealers and
should be treated as a request for competitive quotes.Listed below are the basic specifications we
are requiring.
• New
• 4 Door Sedan
• Hybrid
• Light in Color preferred,not required
• Automatic Transmission
• Cruise Control
• Air Bags,Front and Side
• Antilock Brake System
• AM/FM Radio
• Air Conditioning
• Power Windows and Locks
• Delivery/Purchase no later than January 31,2007.
Please send all specifications and quotes by January 24,2007,5 PM addressed to:
EOC
Purchasing Department
1030 Southwood Dr.
San Luis Obispo,CA 93401
or fax to 805-549-8388,attention"Purchasing".
If you have any questions,please contact Rocky Rockwood at 544-4355,ext. 116.
Sincerely,
James(Rocky)Rockwood
Purchasing Specialist
•Child Caw Resource Connection •Bmergewy Services•Bnegp Comerra#don• Weatberizatum Services•Thrif3 Stone
•Family Planning Sandws•Head Start•Homeless Shelter•Migrant Child Cane•Senior Health Scmxmng•Tem Parenting Program
-y
AUG-03-2009 FRI 10:29 AMS'. FAX NO. 805 3388 4114010f P� 01 Z
`inventory Detail Parc ] of2
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181e6 VEHICLE =MxRy gMORT nATP.a 02/09/07
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t6adc�Y iqumbosc 12341 TIS' 09:13
SERIAL # 377596460 Check Code: D
Model DwScript:ioa: 4-DR am/E=c Category ..........; g
Xeux
..... ..... .... 2007 Current Dealer 130-043Q1
Interior Color ,_s.FEil ma. Wholeaal'e Dealer 04130
E$terior Color .,: 0040 VMTE Previous Dealar .. .a 04150
Body ............: RYM= OAS/EEMC SBDN Involas rMr.0 12/29/06
Ramber of Cyt ... : 4 Ship Date 01/02/07
Allocation Nbmber: 122 Retail Date
•
Engine Number ... : 19133D74 Date of pirstuse .:
Vessel AtaftOY ... 253 law
: nlb
Vessel MHMG CSAV RIOVD02 Damage: IQp bAMAGE
FDI xBs
Flettt .............r NOM�FLR3e7r
Port "S CcaW}ets .: VO
VIN 4.....•.... .., J'SDKH2tlTI477S9646tl
IL
nitiCm
sactcry Installed Aocersoriee: F8 no
Port Installed Accescorie0 ..:
Retail
vehicle Base Model 6 22175.00
Total ACCeSSoxAcs ...................... $ A178.00'
x=AANICAL R PERFORMANCE
Hybrid Synergy Dative System
1.5L 40y1 DOHC 16 Valve a/VVT-1 .zngj Q
slceraic Cocinusly variable Trans (ECVT)
Electronic Dolor steering System
MacPhorson Strut Pxomt SnSVWWJ=
Torsion aoam Rear Sus;ponsion
15' Allay Wbeels WIP185/66R15 Tires
rr=t DISC (14") and Rear Drum Stakes
SAS")"
lar C rr Pass Advanced Front airbag (am)
LX & Fr Pass Side re cuz+Ain Airbags
Traction Ccntrci (TaAC)
ABS W/plea axalae Force Dist & Rr$ Assist
3 PaixAt Seatbelts W/ArAv=a pats 11e1tr
side-zMgact Door Ream¢
Rr-Scat Child Reetraiut 9YO (CPS) Lower
Anchors and TOD Tether SYacket8 (LAmes)
Direct Tire Pressure .bait
oriaQ System
ExTRRxOR
Multi-RaZlectr Rslogn Ante-Of! Headlanpr
M141 Cir-Rayd Purr .Reated Outside 1Sirraro
Ghrcma-Type Finiab om From Grille
Rear. 5p:tilsr
CMWORT AND COHVSlOIWcg
Auto C21mata Cont=l m/Air riltration
MOM CD with 6 SNOW E
Push Button Start
Remote Keyless Entry. Mgina lembiliaor
Cruise Control
14quid-Crystal Mniti-=Xo Dupla.► Paaul
W/Energy Monitor, Fuel COAOV pti.oa,
114 j1dealer..oyotacomNehicleSystem/NewNehiclelnventoryNehiC'6'nventoryDetail.asp... 2/9/2007
AUG-03-2007 FRI 10:30 AM; FAX M0. 80GA�� �
,3388 P. 01
"Tnvcnzory Detail Pagd 2 of z
climate Control, 0/9 TeM & Audio Status
Tilt Steer Wheal vlcliaaate & Audio Cntrl
60/40 Split sold-Pl,At Rear Shat
Vtsriable V=r, & Inteanittent Rr tepor6
HaavY-fluty Rr Window Defogger w/'Pilger
Pwr Door Locks & Wndwy m/= Attto Ob/Down
cAtr console & Dual-ccs=zttarlt Glome Hcx
2 Auxiliary 12V power outlets
Cargo Tonneau cover & Undr-rloor Storaqu
Overhead console with Map nights
fabric clot7x Seats
vehicle Ease M0c4g1 .... ........... Retmii Total...........:$ 22175.00 S 2217.5.00
50 State Emissions
Package R2 Iacludaq; Vehicle Stability 1175.00
Centrcli Backup Cameray S=t Xey SysteMt
AM/Flt Cn m/6 Spaakers, AUX Audio Input
Miaipleg, and Mp3jWgA playback Capability ,
Total Acceseorfee Charge S 1175.00 ' - ~
���/y ' 1175.00
Destination e ... .... ..8.111..............
TDA ............. 1..,_....w........_•-8888.. .
Gasoline
Dealer noidback ...88...........................
whal. Irimancial Reserve
Total ..
.. '••'••1= s 23970.00
Residual value 24. 36 49 6a
STD 14,320 12,548 10,03;1 +7,149
LOW 12,990 10,476 7,593
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Dealer Number 5011 Cr----t Number R.O.S.Number Stoclt Number PENDING
Buyer(and CoaBuyer)Name and Address�....,uding Courtly amd7Jp Cada) Crodltor••SPllar'¢�eme and'Atldreaa,
CITY OF SAN LUIS OBISPO TOYOTA SAN LUIS"GMSPO
12380 LOS OSOS VALLEY HD
SAN LUIS OBISPO, GA 93405-7201
You,the Buyer(end Go-Buyer,If any),may buy the vehicle below for cash or on credk By signing this contract,you choose m buy the vehicle on credit under the
agreements do the from end haclr It"this contract.You agroe to pay the Creditor-Seller(sometimes"we'or"us'in this canbact)the Amount Financed and Finance
Charge according tote payment schedule below.We will figure your finance charge an a dally basis.The Truth•Ina.snding Disclosures below are pan of this contract.
New Melte
Used Year And Model Odometer Vehicle Identification Number Primary Use For WhiCh Purchased
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FEDERAL TRUTH-IN-LENDING DISCLOSURES STATEMENT OF INSURANCE
ANNUAL. Totactf Tbtbl'Saw. ' NOTICE No person Is�raegqrhm a a condition of rmendng
PERCENTAGE CWIRGE . .Flnagtxd Paymmas Pdae mepumfiesa olamoar�eMdato.pumase«nagmimo my
RATE 'The dollar The.amouneof The amount you The:total'cast of. insuarcammgrhapmtirrd to bureanya m muagam or
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yaw soda as cath Will to you or you have made all CfedlU Including obtain«eda.Yaardedaimhto buyarmo buy other insurance
e wM not be a lama In fie moa approval process.
a yearly rate. coat you. on your IhchaH. payments as your down
scheduled. "'Thf/I Vehicle Insurance
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ITEMMATION OFTHE AMOUNT FINANCED(Sefler may kelp pal of the mrsuript paid to clinical %
t. Total Cash Plies Seiler
A.Cash Prim of Motor Vahids and Acoasoriss g 22,07- A) a m!inarara o dwdM been po')dan or Is ma fnm va
1.Cash Prim Vatecle $ 2-2,93-7,87 nAlrte0i1N1all0a ttrta We ducitelM oma Vdcscmsa
2.Cash Prim Acrossones $ N/A Application IDr Optional Credit Insurance
3.Olhar(Nmrtmade) _ ❑crado Lha- ❑Buyer ❑Co-Buyar ❑Both
Describe g N/A ❑Credit Mobilly(Bui Only)
Dowse $ N/A Tam Ehy.. _-PhmJ=I
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C.Smog Fee Paid to Seam S N/A (C) Crodh Disability N/yam_$ &/A
D. (OptIMTheft DesmmDevice(in whom pWM $ NIA (0) Total Credit Insurance Premlumo...S N/A.lot
E (Opllonal)Thell Detam i Daft(W whom paid( S N/A (E) Insurance ComparryName.
F. (0ptlaurN Sure Prnmmm Prrmm(m whom pall)_$ N/A (p)
G.(WrIall Surhce Pmmdtlml Product pe whom pad $ N/A (G) Home"Office,Adrpass
H.Sales Taxon arable Name In A through 0) $ 7AI ctq (H)
I. Colonel DMV Electronic Filing Fee $ NAA (O Croda Iib Insurance and mvdll dicabaltymlynsurance are not
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K (OpSonal)SaMce GOmrem(to whom paid) S VU x (In aemt appmatprocess.They war no:be provided unless you
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baecd my=odgnalrmerwM scha&e.Thie leeearce tory
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ToW Ceefi Priv(A through P) $ "...'..--- (1) reached your fiff b' .(2)YOU are eligible for
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a Reg made rtreneadTmmp Fees $ NCL (B) disaDil Insurartoe.DISItB NSU FRE MAY
NOT - R'CONDRIONSRAWHICHYOUHAVE
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D. Other $ N/A (D) LAST 6 TAONTHS'Tefor to'Total Disabfft&Not
Total OmeW Fara(A through D) $ z'6' 'y`2) Coy nele in WBRI f0 '
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G NotTrade.m(A was 5)(esfiade H e neOlve number) $ N/NC) Term N/A Mos N/A
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G Cash $ H/A.(G) OP710tNUL SERVICE CONTRACT(S) You want m
Total r(C through a) $,.NIA (0 pumhasa the service coMmm(s)adder with the following
negaftecmr mean trod add eatrmeaaavtlass amizac ee a posaw mann,an One 1Naeae) cumpang(les)forma tamrfs)sham Delowforthe,Charge(s)
7.Amount Pr onced(5 less IS S 25,011.57 M shown in dem 141 K,ardor 1L atom.
1J Company.
101 Tenn Mr&H Miles
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AmoumS N/A FrrarceCtmrgas.. !L . - .parse of aatgbroker receiving fee, If BuYmX
Tams N/A'� "lain 'H/A apprMble: HOME THIS CON IAACT CAN BE CHANGED.This
installments 01 It I LTR_ .S '_ N/AContract Contains the entire agreement between you
tmmiMs teen Is ohm In Tam SD. _ _ _ and ue relating to this Contract.Any Change to the
SELLERS Co-SW CANCEL auger and Co-asign here,the pmaielons of the Seam's Right m Cancel 9801101 on Cbnrsi must ho writing and Greta you and we
the tack giving me Sollorta fight m Cancel H Seifert;unable m assign the=in=to alinencial institution wan apply moat�R.tJO orall rlianges are binding.
x Buyer Signs x
Buyer •Hoyer Coe rSl InsX
OPTXft 0 You.pay no finance Charge 1018 Amount l9ranced,item 7,Is meld In fun on or.before Year SELLERS INITIALS
THE U=M fr MW LIMM NMRANCE LIMITS PROWDEO IN LAW MUSTBE JET By EVERY.PERSON WHO PURCHASES A VEHICLE:IF YOU ARE UNSURE WHETHER OR
NCTMLMCUMWMMWXEPOUCTWILLMMYOURNEKYACUREDVEHICLEINTHEEMff OFANACCMYOUSKOUI)CORTACTYOURIRSUHANCEABENT.
WARNING:
YOUR PRESENT POLICY.NAY NOT COVER COLLISION DAMAGE OR NAY.Her PROVIDE FOR FULL.REPLACEMENT C09M FOR THE VEHICLE SM PURCHASED.IF YOU DO
NOT HAVE FURL COVERAGE SUFPIEMFMAL COVERAGE FOR COLLISION.DAMAGE MAY BE AVAILABLE TO YOU THROUGH YOUR INSURANCE AGENT OR THROUGH THE SELLING
DEALER.HOWEVER UNLESS OTHERWISE SPECIFfED.THE COVERAGE YOU OBTAIN THROUGH THE DEALER PROTECTS ONLY THE DEALER,USUALLY UP TO THE AAMUNT OF
THE URkE BALAW REMAMINGAFTERTHEVEHICLEAAS BEEN REPOSSESSED AND SOLD.
FOR ADVICE ON FULL COVERAGETHATWILLPROTECT.YOU INTHE EVENT OF LOSBOR OAMAGETO YOUR VEHICLE,YOU SHOULD CONTACrYOUR INSURANCE AGENT.
THE BUYER SHALL SIGNTO ACEDIVIR D<GETHAT HESIiE UDEIWANDSTHESE PUBLIC UABRIT/TERMS AND CONDITIONS.
SIS R X
Re BgrlsofBuyer:SeymhastefiedOnthebutandamwaeydfheltdoma�erprovidedaYYoumrnnnedonwNhthe7rddalnVBhfde.You remeserdthatyou have
Dp��vyagm�a true peyrdf amounton the veti de trade lln.If the��vvooRR amount is more than this amount shdlvn above In hem 6B as"Prior Credit or Lease BalarKa~"you must paY
S fl rthee'O on demand.Itthe payorGimOUmtsless4taitheam usitshownaboveinitem6Eas"oferCredoorLeaseBalance,"Sellmxdhrefundthedifferencetoyou.
Buyer X Ca•BYyer 1 ..
Noticeto r:(1),DD not slgnthfs agreement befine you read N or R R Contalr s any blank spaces to be filted.ln.(�Yoa ere ertdlter!ed e mmPltdelg Nlied
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ora h m en uMmr a pmgla fm tf»aHla m make a untlemrtl cheriga
Burfo
r Signature X . . Signature X
The Annual Percentage Rate may be negotiable with the Seller.The Seller may assign thiS contract
and retain its right to receive a part of the Finance Charge.
THERE IS NO COOLING-OFF PERIOD IiMM YOU.08TAIN A CONTRACT CANCELLATION OMON YOU AGREE To THE TERMS OF THIS
uffaffie In does rod pmuBe far a'raotepafr orodlm OVUS M pain for ablda rola TlMMIgni,yo cement itla cancef fhb CONTRACT._YOU CONFIRM THAT BEFORE
cmdNatinnoyou 6%your mind,daft hSwhkialimaemich,ormahyou had eraWrrdadfigi IdIdr.Aftaryu YOU SIGNED THIS CONTRACT,WE GAVE
slgn�B,yonlllayaldytarca aTRHIaRhh9m oHINsdlRmlmfagelatoroeudlas(reudHosaarcentamlalskdeas ITTOYOU,AND YOU WERE FREETOTAKE
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COPY WHEN YOU SIGNED R
Buyer Signature X Date e�uyer Signature X Date 8�06r2B07
Coauyem and Other Owners—A cMuysr Is a person who is reapanmbla for paying yin entire dsbL An other anter is a pawn whose name is on 019 tlae to the valado but
does no:have to pay the deaoLThs other owner agrees to tie aoevtoy,Interest lathe vehicte given to us in this contract.
othorownersometurax N/A Addrva H/A
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:fi IMuw ue m pII the wh m ea9,p n who a�pna as a Grer�for ItaawdtttlN OaAmntAAa me�YmerA of Mas mrmad.If Buyer L each Glamfiet mist�V a rhes etl.EBm 3�iaarlMrt3 wN be Iega tar ma nal annum CaMg ever H oma parwm a'm agn m Gumoma,sCm remand' for mlmbumamorrr.6ch Guammaegmaa m he IIaGa even II we do ons m more of the tmlPwinW(1) me Bupm�mone a bll�a paMal re'ease m a OAaGtmreMor:(31 any snartlty;(a) leen item me auger Van me mtN aoaing�of(5)cOmr¢a a atOaM am corNaot Eedr GuamMmaalmowl rxalptof a mmpbteE copy al els Collbedt alld WM21ny at ar aloe al elOranD_ ^_
Scoomeradvac nonce of amentilmoolft Guarardy,nonce ofthe Buyah n0lpaymra Mn•padanatrs,and llmaa;and nmkacarar amonimovdng atanyanr,and of anydemands upon the Buyer,
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