,~genda Report
January 10, 2022
TO: Honorable Mayor and City Council
THROUGH: Municipal Services Committee (December 14, 2021) FROM: Department of Public Works
SUBJECT: AUTHORIZE PURCHASE ORDER CONTRACT WITH 72 HOUR LLC (OBA: CHEVROLET OF WATSONVILLE/NATIONAL AUTO FLEET
GROUP) FOR PURCHASE OF SIX ELECTRIC UTILITY VEHICLES, EIGHT
POLICE INTERCEPTOR HYBRID SPORT UTILITY VEHICLES, ONE
CHIPPER TRUCK, AND ONE ASPHALT PATCH TRUCK FOR AN
AMOUNT NOT TO EXCEED $855,306
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt under the California Environmental Quality Act (CEQA) in accordance with Section 15061 (b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment; and
2. Authorize the issuance of a purchase order contract to 72 Hour LLC (72 Hour) for the purchase of six electric utility vehicles (EUVs), eight hybrid sport utility vehicles (Hybrid SUVs), one chipper truck, and one asphalt patch truck in an amount not to exceed $855,306 (includes $77,755 contingency allowance).
Neither Competitive Bidding nor Competitive Selection are required pursuant to City Charter Section 1002(H) and Pasadena Municipal Code Section
4.08.049(A)(3), contracts with other governmental entities; BACKGROUND:
The Department of Public Works, Building Systems and Fleet Management Division (BSFMD) is tasked with providing vehicle replacement for various City departments based on a scoring system including factors such as the vehicle's age, mileage, condition, usage, maintenance and repair history. As part of the approved FY 2022 Operating Budget, a 3-Year Fleet Replacement Plan is being implemented to comprehensively address the City's aging fleet. This three-year plan prioritizes the City's vehicle replacement needs in support of each department's operations, ensuring safe modes of transportation and vehicle equipment for staff to perform their duties and services, decreasing fleet MEETING OF _ ____ _ 01/10/2022
AGENDA ITEM NO. ____ _
1 j
Purchase of (6) Electric Utility Vehicles, (8) Hybrid Sport Utility Vehicles , (1) Chipper Truck, and (1) Patch Truck
January 10, 2022
maintenance and repair costs, and simultaneously allowing a consolidated effort to group similar vehicle types for economies of scale and efficient purchasing process.
As part of the Fleet Replacement Plan, sixteen vehicles currently assigned to the departments of Public Works, Police, Fire, and Information Technology have been identified for replacement. Considerations and research for zero emission alternatives to replace these particular vehicles have been conducted. In some cases, feasible alternatives, including electric or hybrid models, currently exist in the market that will meet department needs and specific vehicle duties there-in associated.
Six administrative vehicles in the departments of Public Works, Information Technology, Police, and Fire will be replaced with six 2022 Chevrolet Bolt EUVs. These vehicles will be utilized daily for fulfillment of departmental obligations such as field inspections, investigations, training sessions, site inspections, job site meetings, and other assorted tasks. Transitioning from gasoline-powered to fully electric for these seven vehicles will allow staff to perform the same job functions and works tasks and result in a 100% reduction in emissions. The City's existing charging infrastructure is in place to support these EUV addition to the fleet.
Eight police vehicles (six Ford Crown Victoria, one Chevrolet Caprice, and one Ford Edge) currently assigned to the Police Department will be replaced with eight 2021 Ford Explorer Police Interceptor Hybrid SUVs. These vehicles will be utilized daily for 24/7 response to critical incidents and investigations associated with public safety, that can span multiple jurisdictions. Previous police vehicles were sufficiently replaced with the less expensive and smaller-sized Ford Edges for use mostly in performing regular law enforcement patrol, detective, and investigative type work but still function as back-up pursuit vehicles. In contrast, these proposed 8 police vehicles serve as full-fledged frontline pursuit vehicles requiring fuller size and heavier duty vehicles that can withstand more aggressive and constant use especially during high-speed response calls. As such, the Ford Explorer Interceptor Hybrid SUV has been identified as the most suitable, cost-effective and environmentally sound frontline pursuit vehicle replacement that is currently available in the market. Replacing these 8 aging frontline pursuit vehicles, ranging from 8 to 16 years old, will reduce the overall tailpipe greenhouse gas (GHG) emission by approximately 25% (estimated GHG emission of 6.0 tons/year for new Ford Explorer Interceptor Hybrid SUVs vs. 8 average tons/year for the old vehicles).
Two street service trucks (one chipper truck and one asphalt patch truck) are being replaced in the Department of Public Works. The chipper truck will be used to perform tree and forestry-related maintenance. This truck consists of a towed wood chipper and a dump container working in tandem to process wood material generated through tree trimming, tree removals, and weather-related incidents into smaller pieces that are discharged into the rear dump container. The wood mulch can then be repurposed and used in landscaping applications throughout the City. The asphalt patch truck will be used to transport hot asphalt and related equipment to job sites for the field crew to patch lifted sidewalks, damaged curbs, and potholes, as well as sealing cracks and other related Purchase of (6) Electric Utility Vehicles, (8) Hybrid Sport Utility Vehicles, (1) Chipper Truck, and (1) Patch Truck
January 10, 2022
roadway maintenance tasks. Both of these trucks are essential service vehicles that regularly respond to recurring tree maintenance and road repairs including work requests from the community through the City's Citizen Service Center. There are currently no comparable zero emission trucks on the market for this vehicle size and type, nor any manufacturers forecasting development of such vehicles in the short term.
Sourcewell, formerly known as the National Joint Powers Alliance, is a public government agency created specifically by the Minnesota legislature as a local unit of government (under Minnesota Constitution, article XII, section 3). Sourcewell operates as a service cooperative and acts as a national municipal contracting agency which establishes and provides nationally leveraged and competitively solicited purchasing contracts that can be utilized by member agencies such as the City of Pasadena. In December 2016, Sourcewell issued a Request for Proposals for Vehicles, Cars, Vans, SUVs, and Light Trucks with Related Equipment, Accessories, and Services. Three submissions were received and evaluated by the Sourcewell selection committee. Submissions were scored on a weighted scale of eight different criteria, with pricing being the most heavily weighted.
The process undergone by Sourcewell has resulted in competitive pricing. 72 Hour earned the highest score out of the three respondents with 862 points out of a possible 1,000, and was awarded a contract through January 2022.
The vendor, 72 Hour has agreed to extend the contract prices, terms, and conditions under Sourcewell contract #120716-NAF to the City for the proposed purchase of six 2022 Chevrolet Bolt EUVs for $226,254 (unit price of $37,709), eight 2021 Ford Explorer Police Interceptor Hybrid SUVs for $380,720 (unit price of $47,590), one 2023 Ford F750 chipper truck for $112,591, and one 2022 Ford F350 asphalt patch truck for $57,986 for a total vehicle cost of $777,551. This proposed contract for an amount not to exceed $855,306 includes an additional 10% contingency allowance of $77,755 to address possible inflation due to current unstable market conditions faced by the manufacturers and their supply chain. These vehicles are expected to be delivered on a phased schedule, depending on vehicle model, within 360 days after receipt of the purchase order. Outfitting for necessary accessories will be installed after delivery and will be consistent with the unique needs of the respective department's intended usage of each vehicle. 72 Hour is located in Watsonville, CA. The City of Pasadena has done business with 72 Hour with an aggregate expenditures up to October 2021 of approximately $2,556,853 since fiscal year 2016. It is in the best interest of the City to purchase the requested vehicles with 72 Hour utilizing the Sourcewell contract; this eliminates the need to solicit for items that are already competitively priced and expedites the time required to take delivery of new vehicles.
COUNCIL POLICY CONSIDERATION:
By providing the departments with the proper equipment to perform its function, the proposed purchase furthers the City Council's Strategic Plan goals to ensure public safety, increase conservation and sustainability, and maintain fiscal responsibility and stability.
Purchase of (6) Electric Utility Vehicles, (8) Hybrid Sport Utility Vehicles , (1) Chipper Truck, and (1) Patch Truck
January 10, 2022
ENVIRONMENTAL IMPACT:
This purchase complies with all South Coast Air Quality Management District rules and regulations for engine emissions and clean air standards in the South Coast basi FISCAL IMPACT:
The total cost of this action is $855,306. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Fleet Replacement Fund, budget account 50322060-850500. Indirect and support costs such as maintenance and repair are anticipated to be $385,000 over the lifecycle of the seventeen vehicles and will be addressed annually by utilization of existing budgeted appropriations in the respective department's operating budget: Public Works Department under 30122021-861600, 30122009-861600, 10122090-861600, and 21022025-861600; Fire Department under 10131004; Police Department under 10132024-861600; and Department of Information Technology under 50114003-861600 and 50114010-861600.
Respectfully submitted,
T~--..
Director of Public Works
Prepared by:
Mark McCullough
Public Works Administrator BSFMD
Approved by:
nager
Attachment A: Purchase for PW, PD, FD, and DolT Vehicles - Vehicle Condition Report