DATE:
February 1, 2022
TO:
Christine Daniel, City Manager
FROM:
Pedro Jimenez, Community Services Director
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Rejecting All Bids For The Purchase And Delivery Of A 22-26 Passenger Wheelchair Accessible Bus And Authorizing The City Manager To Purchase One 19 Passenger Max Capacity Wheelchair Accessible Electric Vehicle (EV) Bus To Be Used For Emeryville Senior Center Group Trips Program, In A Total Amount Not To Exceed $196,618.50 From Green Power Motor Company And Transfer $61,187 From Fund 261 And $3,432.00 From Fund 660-91200 To Fund 254 And Reappropriate $132,000.00 Of The ACTC Grant Of Resolution No. 19-133 To Fund 254 When Received Recommendation
Staff recommends that the City Council approve the above-entitled resolution.
Background
The City Council previously authorized the City Manager to enter into an agreement with the Alameda County Transportation Commission (ACTC) as part of a grant program which is funded by Measure B/BB and provides funding for accessible transportation programs. In June of 2019, the City of Emeryville was awarded $132,000 for the purpose of purchasing a new bus to meet the needs of the community by replacing the aging 2008 wheelchair accessible bus. This purchase would enable the Senior Center to maintain its comprehensive day-trips program.
An extension to the agreement was granted after a formal bid process to purchase a new vehicle was launched but was unsuccessful. Transportation vendors were unable to meet the deadline to supply the City with a vehicle by the end of 2021, as required by the grant, due to supply chain issues and chip shortages to build the bus. The extension to the agreement allows a vendor to deliver their product by December of 2022.
Another formal bid process in November 2021 resulted in vendors still being unable to deliver a bus by the end of December 2022 due to the continuation of supply chain issues. One bid was received by Creative Bus Sales but did not specify a delivery date. After talking to the vendor, staff confirmed that they could not guarantee a delivery by the end of 2022.
Due to non-responsive bids, under the terms of ACTC’s program the City was able to sole source the procurement. Staff determined that Green Power Motor Company is able to provide an Electric Vehicle (EV) that will meet all requirements of the grant agreement and meet the needs of Emeryville’s green initiatives. Green Power Motor Company will provide an EV bus to accommodate a maximum of 19 seated passengers or nine seated and two wheelchair passengers.
Discussion
ACTC announced a grant program under its Community Investment Program (CIP – not to be confused with Capital Improvement Projects) for a five-year period from 2020-2024. The City applied and received a funding award. The initial grant agreement anticipated that the City would purchase a bus by end of 2020, but COVID-19 impacted the process of procurement. An extension was then granted for a new deadline of 2021, but supply chain issues resulted in seeking an additional and final extension.
The 2021 RFB (Request for Bid) process resulted in one bid for a gasoline-powered bus. Staff recommends that the bid be rejected due to the bidder’s inability to provide a vehicle by the new grant deadline of December 2022.
After confirming that a sole source procurement was allowed under the terms of the grant, staff requested a quote for an EV bus from Green Power Motor Company. Green Power can deliver an EV bus within 180 days of an executed Purchase Agreement.
Fiscal Impact
The grant agreement requires a 12% match by the Grantee. Measure B/BB Direct Local Distribution (DLD) funds will be used for this match. The application was for a total purchase of $150,000. Of this, a maximum of $132,000 will come from the grant. $18,000 was originally planned from DLD funds, however it is no longer sufficient to meet the funding required for an EV Bus. Since the reserve Measure B funding didn’t get drawn down due to limited services provided during the COVID pandemic, the City has been approved to draw down the remaining reserve Measure B funds in the amount of $61,187. The extension to draw down the Measure B funds will expire in June of 2022. An additional $3,432 is proposed to be appropriated from the vehicle replacement fund, 660-91200, to fully fund this purchase.
Staff Communication with the Public
The Commission on Aging recommended that the City Council approve the grant agreement at their regular meeting on September 11, 2019.
Conclusion
Staff recommends the City Council approve the above-entitled resolution.
PREPARED BY: Kim Burrowes, Adult Services Supervisor
Approved and Forwarded to the
City Council of the City of Emeryville:
Christine Daniel, City Manager
Attachments
Green Power Motor Company Quote
Draft Resolution
Reject Bids and Bus Purchase
City Council Meeting | February 1, 2022
City of Emeryville
CALIFORNIA
MEMORANDUM