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05 ResolutionCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: A.genda Item No.: 11-04-2008 Council Date: Police Department Chief Karl Louis 5. 11-10-2008 RECOMMENDED MOTION: Motion to approve a resolution for the purchase of four 2009 police package vehicles from Paris Ford, Lincoln, Mercury in the amount of $78,400.00; and authorizing the City Manager to negotiate and execute all necessary documents. POLICY ISSUE(S): Bid acceptance BACKGROUND: The Paris Police Department has $81,772.00 budgeted for four 2009 police vehicles in FY 2008-2009. The price of the vehicles, if purchased from HGAC, would have been $78,972.00 and would have taken up to 90 days for delivery. By bidding the vehicles, we saved $572.00, will have delivery within 14 days, and have hometown service keeping the money in the local economy. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Resolution, specification sheet/bid recommendation ACTION: BUDGET INFO: ~ Financial Report ❑ Minute Order Expense $ 78,400.00 ❑ Department Report ~ Resolution Budgeted Amt. $ 81,772.00 ❑ Presentation ❑ Ordinance y'TD Actual $ ❑ Public Hearing ❑ Other Acct. Name Motor vehicles Acct. Number 01-1004-31-99 FISCAL NOTES: REVIEWED AND APPROVED BY: ~ Administration E City Clerk ❑ Community Development ❑ EMS/IT ~ Finance ❑ Fire ❑ Municipal Court N Legal ❑ Library Z Police ❑ Eng./Public Wotks ❑ Utilities City of Paris Revised 2/04/08 .o ()OUo0l . . . . . _ _T. _ . T. . . T._. .._..._T. DRAFT attorney\reswork\current\Police Vehicles Award Bid Res 2008 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, AWARDING THE BID FOR THE PURCHASE OF FOUR (4) 2009 FORD CROWN VICTORIA POLICE PATROL CARS FOR USE IN THE PARIS POLICE DEPARTMENT; MAKIIVG OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Paris did heretofore, on the 22nd day of September, 2008, in Budget Ordinance No. 2008-033, authorize the advertisement for bids for the purchase of four (3) 2009 Ford Crown Victoria Police Patrol Cars for use in the Paris Police Department, which bids were received unti13:00 o'clock p.m., Tuesday, the 4th day of November, 2008; and, WHEREAS, the lowest responsible bid providing the best value for the City was made by Paris Ford, Lincoln, Mercury of 3411 NE Loop 286., Paris, Texas 75460, and it should be awarded the bid for the same; 1VOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS: Section 1. That the findings set out in the preamble of this resolution are hereby in all things approved. Section 2. That the bid of the Paris Ford, Lincoln, Mercury for four (4) 2009 Ford Crown Victoria Police Patrol Vehicles in the amount of $78,400.00, be, and the same is hereby, accepted as the lowest responsible bid which provides the best value to the City (see Bid Tabulation attached hereto as Exhibit A), conditioned upon said police vehicles meeting all of the terms and specifications included in the bid documents. Section 3. That this resolution shall be effective from and after the date of passage. PASSED A1VD APPROVED this 10th day of November, 2008. Jesse James Freelen, Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: W. Kent McIlyar, City Attorney . DOq UO4- . . ~ . . . .T. . _....f.. . ..T . . _ . T Bid Tabulation Report Sealed bids were opened on November 4, 2008 beginning at 3:00 PM by Chief Louis and witnessed by Asst. Chief Hundley. Company Bid Amount Delivery Time 1. Legacy Ridge AutoPlex $80,308.00 30 Days Person Submitting Bid: Charles E. Willis 612 Oilmill Road Van Alstyne, TX 75495 2. Brian Toliver Ford $91,502.08 Person Submitting Bid: Oscar Strain 1040 Gilmer Sulphur Springs, TX 75482 3. Bob Utter Ford, Lincoln, Mercury $86,308.00 Person Submitting Bid: Mike Proctor 2525 Texoma Parkway Sherman, TX 75090 4. Paris Ford, Lincoln, Mercury $78,400.00 Person Submitting Bid: Roger Ballard Justin Wideman 3411 NE loop 286 Paris, TX 75460 EXHIBIT g , (40i~0 0:), 120 Days 45 Days 14 Days T. _ r I._ _T INVITATION FOR BIDS FOR FURNISHING AND DELIVERY OF Four (4) 2009 Ford Crown Victoria Police Patrol Cars CITY OF PARIS P. O. BOX 9037 PARIS, TEXAS 75461-9037 903-785-7511 OOUOOY T NOTICE TO BIDDERS The City of Paris will receive sealed bids until Tuesday, November 4tb, 2008 for the furnishing and delivery of four (4) 2009 Ford Crown Victoria police patrol vehicles. Sealed bids shall be addressed to the Honorable Mayor and City Council c/o Office of the City Manager, P. O. Boz 9037, Paris, Texas 75461-9037. No bids shall be received later than 3:00 p.m., Tuesday, November 4,h, 2008. At this time all bids received shall 6e publicly opened, tabulated and announced. Bids wilt then be referred to the Mayor and City Council for consideration during the regular council session on Monday, November lOth at 6:00 p.m. NO EXCEPTIONS TO SPECIFICATIONS ARE ALLOWED. All bidders are requested to use the attached bid form in submitting their total quotes. If explanation or additional room is needed, please use company letterhead and attach to our form. Bid managers s6a11 fill out the requested company information on the bid form. Please ensure legibility in case there are questions. Place all bid submission materials inside an envelope marked clearly on the outside of the envelope "2009 Ford Crown Victoria PoGce Patrol Vehicles BID". The City of Paris reserves the right to reject any or all bids, to waive any informality in bidding, and to award as may be advantageous to the City of Paris. NO EXCEPTIONS TO SPECIFICATIONS ARE ALLOWED. No state or municipal sales tax is applicable to this purchase and will not be included in the cost. Payments shall be made in full within ten (10) days after the equipment is received and approved and invoices for same have been furnished. Questions concerning this bid sha11 be addressed to the Chief of Police by phoning 903-737-4100 during regulaz office hours. m 000005 - r 1_1 PUBLISH THE PARIS NEWS SLJNDAY, October 12, 2008 SLINDAY, October 19, 2008 LEGAL NOTICE The City of Paris will receive sealed bids at the office of the City Manager, City of Paris, P. O. Box 9037, Paris, Texas 75461-9037, for four 2009 Ford Crown Victoria poGce patrol cars. Bids will be received unti13:00 p.m., Tuesday, November 4th, 2008, at which time a11 bids received will be opened, ta.bulated, and refened to the City Manager. Bids will then be referred to the City Council for consideration at the Council meeting to be held November 10d, 2008, starting at 6:00 p.m. The City of Paris reserves the right to reject any or all bids, to waive any informality in bidding, and to awazd as may be advantageous to the City. T'hose submitting bids are notified of city exemption from otherwise applicable sales and excise taxes. Information, specifications and bid forms may be obtained at the office of the City Manager, City Ha11, 135 First Street S.E., Paris, Texas 75460. CITY OF PARIS, PARIS, TEXAS JANICE ELLIS, CITY CLERK 1* 00 oob . - . . r.. . . T.__ .-1- BID FORM TO: Honoxable Mayor and City Council City of Paris, Paris, Texas (UWe) hereby offer to furnish the City of Paris, Paris, Texas FOUR (4) 2009 FORD CROWN VICTORIA POLICE PATROL VEHICLES meeting all specifications for the consideration stated herein. Bid amount: Delivery completed in days. "I understand that submission of this bid shall be construed as my acceptance of all of the terms and conditions contained in the specifications and any and all other documents made a part of this packet" Authorized Signature of Bidder Please type or clearly print the following information: Name of Company: Name of Bid Manager: Address: City, State, Zip: Telephone number: Faz number: ~ QOOnQi . . . . . T, . .T__. ....~....~,T_ SPECIFICATIONS These specifications are for the furnishing and delivery of 4 Ford Crown Victoria Police Interceptor 2009 year model police patrol vehicles for use by the Police Department of the City of Paris. The vehicles bid shall be new, and free of defect. Delivery location is 50 W. Hickory Street, Paris, TX 75460. POWERTRAIN / FUNCTIONAL 1. FUNCTIONAL A. Ai.r induction system B. Low Friction, non-grease upper ball joints C. Maintenance Free 78-AH 750 CCA D. Body on frame construction E. Brakes l. Brake shift interlock isolation from tail lights 2. Manual Parking Brake Release 3. Power Anti-Lock Braking System (ABS) 4. Single stroke parking brake. F. Drive Shaft - Aluminum G. Drive tra.in - Rear Wheel Drive, Axel Ratio 3.27 H. Engine l. 4.6 L FFV OHC V8 (250 HP) 2. Engine Idle Meter 3. Engine oil cooler 1. Exhaust System - Dual stainless steel J. Fail Safe Cooling K. 19 Gallon Fuel Tank L. Generator - High output, 200 Amp max output, 132 Amps at idle M Voltage regulator-electronic, integral to generator N. Heat Ducts - Rear floor mounted 0. Hood Assist- Gas cylinder P. Horn- Dual Note Q. Ignition System- electronic distributor-less, coil on plug ignition system R. Jack - Scissors style S. Multi-speed electro-drive fan . 00000S T. _ ..t . ~T.. 2. STEERING A. Power rack and pinion B. Power steering oil cooler C. Variable-assist power steering 3. SUSPENSION A. Front and rear stabilizer bars B. Heavy Duty Frame C. Heavy Duty nitrogen pressurized mono-tube shock absorbers D. Heavy Duty Suspension E. Short-long arm front suspension F. Watt's linkage rear suspension 4. TRANSMISSION A. 4-speed automatic transmission B. Oil to air transmission oil cooler 5. ELECTRICAL A. Interior Wiring Harness B. Trunk Wiring Harness EXTERIOR 1. Bumpers - Body color, concealed one piece fiill wra.p cover 2. Deck lid - Low lift over design 3. Glass - Solar tinted 4. Grille - Black 5. Mirrors - Black, fold away dual remote power 6. Paint - Bright white with clear coat 7. Tires A. 17" Spare tire / wheel conventional size B. P235/55Rx17 A/S BSW 8. Wheels- Heavy Duty Steel Rims 17" x 7.5" 9. Spot Light - Driver's side 10. Front license plate bracket 11. Color keyed 6ody side moldings 12. Wheel covers - Center hub cap design y ()00M T r _ r_._ _w. __T_ INTERIOR 1. Air Conditioning - Manual 2. Audio - AM/FM Radio, Rear window antenna 3. Door Locks - Power 4. Floor Covering - Heavy Duty rubber 5. Footrest - Driver Side 6. Glove Boz - Lighted and lockable 7. Instrument Panel A. 140 MPH Certified Calibration Speedometer B. Analog Gauges Instrument Cluster C. Easy Access Labeled Fuse Panel 8. Lights A. Dome and Luggage Compartment Lamps B. Dual Beam Map Lamp C. Light Bar connector, 40 amp battery circuit at front right corner of trunk 9. Mirror - Day / night inside rearview 10. Power point - Rear power access point (power junction box providing power to trunk mounted equipment) 11. Seats A. 2-way head restraints B. Cloth Buckets in front (manual adjust) Vinyl Bench in rear 12. Steering Wheel - Tilt 13. Sun visors - Cloth Covered 14. Trim A. Color keyed front and rear scuff plates B. Integral front door map pockets C. Luggage Comparhnent carpet D. Removable headliner with high intensity dome lamp 15. Trunk - Deep well 16. Windows A. Power, express down for driver B. Rear window defroster C. Defroster Grill w/integral vertical ribs - 00[l0li1 SAFETY / SECURITY 1. Airbags A. Side (Driver and passenger) B. Driver and Front Passenger C. Dual 2IId Generation Front supplemental restrfdint system 2. Battery Saver - auto turn off after 30 minutes 3. Child safety latches on rear doors 4. Emergency Interior trunk release 5. Side door intrusion beams 6. Tire Pressure Monitoring System ( l-Mps) WA,RRANTY Standard manufacturer wa.rraalty of 3 years or 36,000 miles `bumper to bumper', 5 years on power ts-~m components. . U(1J011 . - T r_. -7- BID FORM TO: Honorable Mayor and City Council City of Paris, Paris, Texas (UWe) hereby offer to furnish the City of Paris, Paris, Texas FOUR (4) 2009 FORD CROWN VICTORIA POLICE PATROL VEHICLES meeting all specifications for the consideration stated herein. Bid amount: I's, ~2g' ~ ~0 Delivery completed in days. "I understand that submission of this bid shall be construed as my acceptance of all of the terms and conditions contained in the specifications and any and all other documents made a part of#ds packet" of Bidder Please type or clearly print the following information: Name of Company: Zi,JG.°DX✓, /t'ZzG/-/4/ Name af Bid Manager: ,,q~,,~ -,c,/~/.S~-~I~ e`i,dEM~✓ Address: ..g~/f af.C- .j,Aa0 991t City, State, Zip: Telephone number: Faz number: y o.,$ • 7~~ • D~~~ a 000012 BID FORM TO: Honorable Mayor and City Council City of Paris, Paris, Texas (IIWe) hereby offer to furnish the City of Paris, Paris, Teaas FOUR (4) 2009 FORD CROWN VICTORIA ppLICE PATROL VEHICLES meeting all specifications for tbe consideratioa stated herein. Bid amount: RD I Delivery completed in _,3 0 days. "I understand that submission of this bid shall be constraed as my acceptance of all of the terms and conditions contained in the specifications and any and all other documents made a part of this packet" - Authorized Signature of Bidder Please type or clearly print the foliowing utformation: Name of Company: Name of Bid Manager: Address: City, State, Zip: Telephone number: Faz number. G~ ~ ~ ~ ~ . j , ~l , ~ L ~ 903 - 903 - 6 S ---K s - 000013 T--_..___r BID FORM TO: Honorable Mayor and City Council City of Paris, Paris, Texas (UWe) hereby offer to furnish the City of Paris, Paris, Tezas FOUR (4) 2009 FORD CROWN VICTORIA POLICE PATROL VEHICLES meeting all specifications for the consideration stated herein. ? Delivery completed in da s ` (j y• Bid amount: "I understand that submission of this bid shall be construed as my acceptance of all of the terms a d onditions contained in the specifcations and any and all other documents made a part o thi packet" /11 =IAZII- .le-, ~ ed Signature of Bidder Please type or clearly print the following information: Name of Company: 6jC, A- / Ci l f ot e, Name of Bid Manager: ~rZ Address: G ~ City, State, Zip: Telephone number: Fax number: . t?00014 . . . ....v. . . . . . . . ..T. . . T......_..-..._.~T... . BID FORM TO: Honorable Mayor and City Council City of Paris, Paris, Texas (UWe) hereby offer to furnish the City of Paris, Paris, Texas FOUR (4) 2009 FORD CROWN VICTORIA POLICE PATROL VEHICLES meeting all specifications for the consideration stated herein. Bid amouot: $86,308.00 Detivery completed in`~' 4~~~ ° days. "I understand that submission of this bid shall be construed as my acceptance of all of the terms and conditions contained in the specifications and any and all other documents made a part of this packet" i , Author' ed Signature of Bidder Please type or clearly print the following information: Name of Company: BOB UTI'ER FORD LINC MERC Name of Bid Manager: MIKE PROCTER Address: 2525 TEXOMA PKWY City, State, Zip: SHERMAN '1'X 75090 Telephone number: 903 892 3555 Faz number: 903 893 8693 . . . . . . ..r. . . ._.T. . . . . T.~........_....~.T. TO: KEVIN CARRUTH, CITY MANAGER FROM: KARL LOUIS, CHIEF OF POLICE SUBJECT: BID RECOMMENDATION / POLICE CARS DATE: NOVEMBER 4, 2008 The City of Paris advertised for bids for four (4) 2009 Ford Crown Victoria police package vehicles. The bids were opened on November 4th, 2008 at 3:00 PM at Paris City Hall. There were four (4) bids received (see attached bid tabulation report). Ten bid packages were mailed or faxed to various Ford dealers in the area. The Police Department budgeted $81,772.00 for these vehicles. Being that Paris - Ford - Lincoln - Mercury had the low bid in the amount of $78,400.00 and meets the specifications it is my recommendation to purchase the vehicles from them. Delivery date will be within fourteen (14) days. /kl 000016 T, - T r _ _r- To put New 2008 Citv Council Agenda Packets on Laserfische. G o u n d e r E4y-A#ar4ey 0'q'e-rao'~ Agenda w/ notes Make separate folder for each meeting. (go to top - new, create folder) Agenda - in scanner Scan button Under poc. Name -00 space AGENDA Default item -Agenda Item # 00 Type Agenda Description - City Council meeting agenda for Feb. 25, 2008 (example) Date 02/25/2008 Scan Done Other items Miscellaneous After done you have to move the folders. Click on 2008 on left, go to folder on right. Open City Council at bottom, open Agenda Packets drop into folder.