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Home My WebLink About406181 TRANSIT SALES INTERNATIONAL - PURCHASE ORDER - 6607703Date: 12/19/06 �sr City of Fort Collins Page Number: 1 City of Fort Collins Purchase Order Number: 6607703 Delivery Date: 12/04/06 Buyer: HUME,JAMES Purchase Order number must appear on invoices, packing lists, labels, bills of lading, and all correspondence. Note: cy��ec"l Line Qty/Units Description Extended Price 1 3 each -- used transit buses 94,500.00 1991 40' Flxible Metro equipped per proforma invoice dated Dec 14, 2006 The City of Fort Collins is purchasing the following buses: VIN # 1GF5ACCKXMD102005, $31,500 VIN # 1GF5ACCK1MD102006, $31,500 VIN # 1GF5ACCK6MD102017, $31,500 each equipped with Cummins L-10 engine, Voith 3-speed automatic transmission, 43 fiberglass passenger seats with cushion inserts, Lift-U wheelchair lift, and Luminator destination sign. Price includes: - New exterior white paint with 3 stripes - Reupholster driver's seat - Repaint driver area and dashboard with flat black - Replace air start with electric start - New batteries - Change all fluids and filters - Minimum 40% brake - Delivery to Fort Collins Dept: Transfort Date: 12/19/06 City of Fort Collins City of Fort Collins Page Number: 2 Purchase Order Number: 6607703 Delivery Date: 12/04/06 Buyer: HUME,JAMES Purchase Order number must appear on invoices, packing lists, labels, bills of lading, and all correspondence. Note: Line Qty/Units Description Extended Price City contact: Jim Hume, Purchasing, 970-221-6776 Deliver buses and title documents to: Transfort Shop, 6570 Fortner Rd, Fort Collins, CO 970-221-6625 Total $94,500.00 ulty of tort GIVinf Director of Purchasing and Risk Management City of Fort Collins This order is rtQlhalid over $2000 unless signed by James B. O'Neill II, CPPO, FNIGP Accounting Department City of Fort Collins Purchasing, PO Box 580, Fort Collins, CO 80522-0580 PO Box 580 Fort Collins, CO 80522-0580 it"ine--,faivi's - PO' 6607703 Page 1 From: Jim Hume To: Christine Jarvis; Jim O'Neill Date: Tuesday, December 19, 2006 12:45:35 PM Subject: PO 6607703 Please reprint this PO and fax it to Transit Sales International, fax 951-682-2577 Let me know when it is sent. The solesource docs and quote is on its way over. Jim TRANSMISSION VERIFICATION REPOPT DATE,TIME 12/19 13:07 FAX NO./NAME 91951682'2577 DURATION 00:01:53 PAGE(S) 02 RESULT 1", MODE STANDARD EClA roo City of Port Collins Page Number: 1 City of Fort Collins TIME : 12!19/2006 13:09 NAME : CITr' FTC PURCHASING FA, . 9702216�.07 TEL : 9702216775 SERA : 000JG,J341864 Date: 12/19/06 Purchase Order Number: 6607703 ueuvery Date: 12/04/06 Buyer: HUME,JAMES Purchase Order number must appear on invoices, packing lists, labels, bills of lading, and all correspondence. Nate Line OtylUnits 3 each -- used transit buses Description 1991 40' Flxible Metro equipped per proforma invoice dated Dec 14, 2006 The City of Fort Collins is purchasing the following buses: VIN # iGFSACCKXMI7102005, $$1.500 VIN # 1GF5ACCK1MD102006, 931,500 Extended Price 94.500.00 VIN # 1GF5ACCK6MD102017, $31,500 each equipped with Cummins L-10 engine. Voith 3-speed automatic transmission, 43 fiberglass passenger seats with cushion inserts, Lift-U wheelchair lift, and Luminator destination sign. INt 4000610 7?163 TRANSIT SALES INTERNATIONA a� 0 1863 Service Court �9 Riverside, CA 92507 r-6rd: 33 PROFORMA INVOICE SOLD: City of Fort Collins DATE: December 14, 2006 6570 Portner Road CUSTOMER: C/FtColl Fort Collins, CO 80525 INVOICE: Proforma ACCT EXEC: Don Attn: Dave Leicester To Purchase Three (3) 1991 40' Flxible Metro Transit Buses equipped with Cummins L-10 engine, Voith 3 speed automatic transmission, 43 fiberglass passenger seats with cushion inserts, Lift-U wheelchair lift, and Luminator destination sign. TSI# BUS# VIN# AMOUNT 4500 9008 1GF5ACCKXMD102005 $31,500.00 4501 9009 1GF5ACCK1MD102006 $31,500.00 4508 9020 1GF5ACCK6MD102017 $31,500.00 TOTAL TAXABLE SALE ....................... $949500.00 Price Includes: New Exterior White Paint w/3 stripes Reupholster Driver Seat Repaint Driver Area and Dashboard w/Flat Black Replace Air Start with Electric Start New Batteries Change All Fluids and Filters Minimum 40% Brake Delivery to Fort Collins, CO A purchase order must be received prior to beginning preparing the buses for delivery. The first bus will be completed in 3 weeks and the remaining 2 buses will be completed in 5 weeks from receiving the Purchase Order. 800-BUS-SALE — (951) 682-2557 — (951) 682-2577 Fax www.TransitSales.com Date: October 30, 2006 To: Diane Jones, Deputy City Manager From: Jim Hume, Senior Buyer Thru: Jim O'Neill II, CPPO Director of Purchasing & Risk Management Subject: Exception to use of competitive bidding under $100,000 Title: Purchase of used buses for Transfort Budgeted Amount: up to $100,000 Purchase Amount: up to $100,000 Background: Transfort is seeking to purchase used buses to meet their needs for new routes to be established in early 2007. 80% of the necessary funds will come from Federal grants. The remaining 20% will be from funds already in Transforfs budget. If we were buying new equipment, we would either piggyback on an existing bid or solicit bids through our normal processes. When buying used equipment, this process is time consuming and dealers have no incentive to hold a bus until the bid period expires and we make a decision. The buses are often sold before we can complete the purchase. Dealers always bid used equipment on a 'subject to prior' sale basis. As an alternative, we could do as many public and private sector firms do when seeking used buses and other equipment. They inspect equipment at various dealers and purchase the units their own technicians determine is in the best condition. This is normal practice for the industry. Buying used buses allows us to fulfill department requirements in a cost-effective and prompt manner. We would like your approval to purchasing used units using direct negotiations with offering dealers and depending on our own staff to conduct onsite inspections of such equipment. Our intent is to buy two and possibly three used buses for Transfort within the next two months. Exception to Competitive Bidding Rationale: 8 - 160 (d) (1) b. Although there exists more than one responsible source, a competitive process cannot reasonably be used or, if used will result in a substantially higher cost to the city, will otherwise injure the city's financial interest, or will substantially impede the city's administrative functions or the delivery of services to the public. We will be happy to answer any questions or provide additional information you may need. From: Diane Jones To: Jim O'Neill Date: 10/30/2006 9:48:43 AM Subject: Re: Used Buses - Exception to Competitive Process Under $100,000 Approved - Diane G. Jones Jim Hume -RE: Used buses Page 1 From: <David.Beckhouse@dot.gov> To: <JHUME@fcgov.com> Date: 10/25/2006 9:44:00 AM Subject: RE: Used buses CDOT has responsibility for Section 5310 and 5311 funds and oversees any procurements that are made for these programs. But unless there is some state law I'm not aware of, Fort Collins is solely responsible for vehicles purchased using 5307 and 5309 funds. Maybe it's been a couple of years since the City bought vehicles from 5307 or 5309? FTA doesn't review and approve individual procurements but uses the triennial review and procurement systems reviews to check that our grantees have procurement policies that follow Federal rules and that they follow these policies (a sample of procurements is typically tested to verify this). So use your procedures and document your sole source justification in case this procurement is tested. ----Original Message ----- From: Jim Hume [mailto:JHUME@fcgov.com] Sent: Wednesday, October 25, 2006 9:34 AM To: Beckhouse, David <FTA> Subject: Used buses David, For the last couple of years all purchases we've made for Transfort using Fed funds have had to be coordinated with CDOT. My impression was that they were responsible for all the paperwork relating to Fed requirements. Since it appears that's not the case (from your email), the purchases we made must have involved CDOT for other reasons, like the vans we bought off a CDOT bid. So my question to you is -- the City of Fort Collins has procedures in place to approve sole source purchases. One of the problems in buying any used equipment is moving quickly enough when acceptable units are found. My experience with buses and other used vehicles is that all too often the offered units are sold before the bid closes. Dealers always propose used vehicles 'subject to prior sale'. To get around that problem, I intend to seek approval to find and inspect used buses where available and make a purchase on the spot when suitable units are found. The process has worked well for me in the past, with other types of used equipment. My question is: how do we justify this to the Feds? I know we're allowed to use our own solesource procedures, but that process had to meet with Federal approval -- at least it did the last time I used such a sourcing method, on a much smaller scale. Any guidance you can provide will be appreciated