98-255 Resolution No. 98-255
RESOLUTION
ACCEPTING THE PROPOSAL FROM RON HOPKINS FORD FOR
PURCHASE OF TWO ADDITIONAL POLICE VEHICLES FOR THE DRUG UNIT
WHEREAS, the City of Elgin has heretofore awarded a
portion of Bid 98-063 to Ron Hopkins Ford for the purchase of
police vehicles; and
WHEREAS, it is necessary and desirable to purchase two
additional police vehicles for the city's drug unit; and
WHEREAS, Ron Hopkins Ford has submitted a proposal to
supply the two additional vehicles consisting of 1998 Dodge
Intrepids at the price of $15, 995 .
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code
Section 5 . 02 . 020B(6) the City Council hereby finds that an
exception to the requirements of the procurement ordinance is
necessary and in the best interests of the city; and
BE IT FURTHER RESOLVED, that Joyce A. Parker, City
Manager, be and is hereby authorized and directed to accept the
•
proposal from Ron Hopkins Ford dated October 2, 1998, for the
purchase of two additional vehicles for the police drug unit, a
copy of which is attached hereto and made a part hereof by
reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: October 28, 1998
Adopted: October 28, 1998
Omnibus Vote: Yeas 6 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
'h f(' Al f
_,tea
RON HOPKINS FORD
tolipiprsi vim vs --
October 2,1998
Michael A. Sarro
City of Elgin
Purchasing Director
150 Dexter Court
Elgin IL 60120
Dear Mr. Sarro:
In accordance with your invitation to Bid/198-063, we were awarded. a portion of that
bid to supply six (6) Crown Victorias at the cost of $15,995.00. We are now able to
supply the city with two (2) more Dodge Intrepids at the same cost, $15,995.00, with
delivery as soon as possilbe.
Please advise me at your earliest convenience if you want these cars.
Yours Truly,
Dick Beu
Ron Hopkins Ford, Inc.
1045 E. CHICAGO ST. • ELGIN, IL 60120 • (847) 741-7500
• ,,O F EG 0 1 .\
f`` 3 City o f Elgin Agenda Item No.
October 6, 1998
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Request for Change Order to Bid 98-063
for Used Administrative Vehicles
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider a
change order to Bid 98-063 .
BACKGROUND
The Mayor and City Council on June 24, 1998, authorized the
implementation of Phase I of the Enhanced Initiatives to
combat gang and drug crime . Phase I initiatives included the
rft. addition of two Gang Crime Detectives and two Drug Unit
Officers . The budget for Phase I included the purchase of two
additional unmarked police squad cars to support the efforts
of the new gang and drug officers . Ron Hopkins Ford has
agreed (attached letter) to supply the two additional 1998
Dodge Intrepids for the same cost ($15, 995) . This price quoted
is for 1998 vehicles versus the original bid for 1997
vehicles, making this an attractive offer. The proposed
change order would allow for the purchase of the two
additional vehicles included in Phase I of the Enhanced
Initiatives to combat gang and drug crime .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
ANCIAL IMPACT
The total cost of two unmarked police squad cars is $31, 990 .
The money for this purchase is budgeted in account number
010-6902-719 . 84-01, Contingency.
NAWLEGAL IMPACT
The purchase requires an exception to the Procurement Ordi-
nance .
ew
Change Order to Bid 98-063
October 6, 1998
Page 2
flow ALTERNATIVES
Option #1 : Approve change order as recommended.
Option #2 : Postpone purchase and put out for bid.
RECOMMENDATION
It is recommended that the City Council amend Bid 98-063 to
increase the number of unmarked police cars from six to eight
for an amount of $15, 995 for each vehicle for a total cost of
$31, 990 .
Re ectfully submitt d,
&... .
Jo e A. Parker
City Manager
JD/mf
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`o OF ECi
`. . . Agenda Item No
6
° ' •. ',J City of Elgin
z
otos
i'll
)
CoOr`21 1 ' C�
June 16 , 1998 l ik
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Bid #98-063 - Used 1997 or Newer Administrative
Vehicles
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider the
purchase of 12 used 1997 or newer administrative vehicles .
BACKGROUND
Nineteen Chicagoland area dealers, including seven from Elgin,
were solicited and the required legal notice appeared on June
4th. As detailed on the attached tabulation sheet (Exhibit
A) , only two bids were received for the 12 administrative
vehicles (five compact sedans, six full-size sedans, and one
compact pick-up truck) .
Ten of the vehicles were included as part of the 1998 Vehicle
Replacement Criteria Memorandum, which was approved by City
Council at your February 11th Committee of the Whole meeting,
and two of the full-size sedans are additions to the Police
Department ' s Drug and Gang Units, as noted in the attached
' memorandum (Exhibit B) . The 12 vehicles will be assigned as
follows :
'•1 . - De.artment 6 1-size se.- .
-_Code Administration 2 compact sedans & 1 compact
pick-up
Engineering 2 compact sedans
Parks 1 compact sedan
Bidders were requested to offer on used 1997 or newer vehicles
with odometer readings in the 20 , 000 mile range . The Purchas-
ing Director, Garage Manager, and Deputy Police Chief have
examined the bids received and find that the models proposed
for each of the various items meet all of the specifications
elm, considered essential for City operations . Although somewhat
disappointed by the fact that only two dealers responded to
this solicitation, staff ' s evaluation found that low bid
prices are considered reasonable when compared to the NADA
Official Used Car Guide for similarly equipped 1997 models .
Used Administrative Vehicles
June 16 , 1998
Page 2
enk GROUPS/INTERESTED PERSONS CONTACTED
Michael Sarro, Purchasing Director.
Terry Podz'imek, Garage Manager.
James Lamkin, Deputy Police Chief .
OprA__FINANCIAL IMPACT
The total cost to purchase the 12 vehicles equals $154 , 945 . A
total of $146 , 000 has been specifically established in the
1998 Equipment Replacement Fund for the ten replacement vehi-
cles (account number 601-4800-796 . 91-48 under various project
numbers) .
The equipment Replacement Fund should receive an estimated
$8, 000-$10, 000 in revenue that should be generated from the
public auction of the ten 1988-1993 model vehicles that are
being replaced.
Further, there are sufficient funds available in the Drug
Asset Forfeiture Fund number 250 to purchase the two
additional full-size sedans for the Police Department, as
noted in Exhibit B .
( VLEGAL IMPACT
None .
ALTERNATIVES
There are no viable alternatives . Although disappointed in
the small number of bids received, the prices received are
considered reasonable; re-bid is not recommended as it would
not guarantee more competition nor better pricing.
RECOMMENDATION
The recommendation is to award two separate contracts total-
ling $154 , 345 to the following responsive bidders :
* Ron Hopkins Ford for Items 1 & 2 for a total amount of
$140 , 945 for 5 used 1997 Ford Escorts and 6 used 1997
Ford Crown Victorias .
* Hoskins Chevrolet for Item 3 for a total amount of
$13 , 400 for one new in-stock 1998 Chevrolet S-10 pick-up
truck.
Respectfully submitted,
r
t
,�, cC'f J. - -L�2 :k.
oyae A. Parker
City Manager
INVITATION TO BID
CITY OF ELGIN Ron Hopkins Ford Inc Hoskins Chevrolet Inc Hoskins Chevrolet Inc
1045 E Chicago Street 175 N Arlington Hghts Rd 175 N Arlington Hghts Rd
Invitation to Bid:98-063 Elgin,IL 60120 Elk Grove Village,IL 60007 Elk Grove Village,IL 60007
Date of Opening: 6/15/98 Bid#1 Bid#2
Department: Various Dept.
Item# Description Qty Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount
1. Used 1997 or 1998 compact(small) 5 8,995.00 $44,975.00 12,400.00 $62,000.00
four-door sedans
II
Year,Make&Model Bid 1997 Ford Escort 1999 Chev Cavalier
Average Odometer Reading/Miles approx 20,000 miles New
Color of Vehicles
OPTION PRICES
Add: Cost to paint vehicle white(if
needed)
2. Used 1997 or 1998 full-size four-door
sedan 6 15,995.00 $95,970.00 No Bid No Bid
Year,Make&Model Bid 1997 Ford Crown Vic
Average Odometer Reading/Miles approx 20,000 miles
Warranty: Body/months 36
Body/miles 3600
Drive Train/months 36 36
Drive Train/miles 36000 36000
Delivery days ARO 30 day 90 day
3. Used 1997 or 1998 compact,
4,900#GVW,2-wheel drive,pick-up
truck 1 No Bid 14,100.00 $14,100.00 13,400.00 $13,400.00
Year,Make&Model Bid 1999 Chev S-10 1998 Chev S-10
indicate Odometer Reading New ew
Color of Vehicle
Indicate if unit is equipped with NC
OPTION PRICES
Add: Cost to paint vehicle white(if
needed)
Cost to install air conditioning
Warranty: Body/months
Body/miles
Drive Train/months
Drive Train/miles
Delivery days after ARO 90 day 7 day
Payment discount(if any) None None None
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