Agenda Report
May 9, 2022
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE PURCHASE ORDER CONTRACT WITH 72 HOUR LLC (DBA: CHEVROLET OF WATSONVILLE/NATIONAL AUTO FLEET
GROUP) FOR PURCHASE OF FIVE ELECTRIC FORD F-150 LIGHTNING
TRUCKS AND TWO ELECTRIC FORD E-TRANSIT CARGO VANS FOR
AN AMOUNT NOT-TO-EXCEED $366,484
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 dba Chevrolet of Watsonville/National Auto Fleet Group (72 Hour) for the purchase of five electric Ford F-150 Lightning trucks and two electric Ford E-Transit cargo vans in an amount not-to exceed $366,484. 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 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, six vehicles currently assigned to the departments of Public Works, Fire, and Housing have been identified for replacement. One additional MEETING OF 05/09/2022 AGENDA ITEM NO. --5~--
Purchase of (5) Electric Pickup Trucks and (2) Electric Cargo Vans May 9, 2022
work truck will also be purchased for the Department of Housing for its Municipal Assistance, Solutions, and Hiring (MASH) program operations.
Considerations and research for zero emission alternatives to replace these particular vehicles have been conducted and electric models currently exist in the market that will meet department needs and specific vehicle duties there-in associated. Overall emissions will be reduced by 100% for the electric replacement of the older gasoline powered vehicles with age ranging from seventeen to twenty-two years.
Five Ford F-150 Lightning fully electric pickup trucks will be purchased for the departments of Fire, Housing, and Public Works, replacing gasoline-powered vehicles (Ford Crown Victoria #2081, GMC Sierra #1634 and #1638, and GMC C20 pickup #1609) plus one electrical truck for Housing Department's need for expanded accommodation of its MASH operations. One Lightning truck will be utilized daily in the Public Works Department as an electrical shop truck for BSFMD shop staff to attend job site meetings and to perform electrical-related tenant improvements, preventative maintenance, site inspections, and other as needed or emergency tasks. Two Lightning trucks will be utilized in the Housing Department as work trucks for the MASH program work crew supervisors and trainees to perform citywide MASH-related work requests. Lastly, two Lightning trucks will be utilized in the Fire Department as shop trucks at Fire Stations 32 and 39 for support in areas such as training, operations, and administration and will be assigned as ground support units during Rose Parade and Rose Bowl activities.
Two Ford E-Transit all electric cargo vans will be purchased to replace gasoline-powered cargo vans (GMC Cargo Van #1608 and GMC E250 #1699) in the departments of Public Works and Transportation. One van will be utilized in the Public Works Department for BSFMD staff to perform heating, ventilation, and air-conditioning (HVAC) related installations, inspections, repairs, and maintainance that generally require hauling of HVAC equipment at various City facilities. The other van will be utilized in the Transportation Department for Parking Enforcement staff to install, repair, and maintain parking meters throughout the City which includes daily collection and transportation of coin and cash canisters from meters.
Sourcewell 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 July 2021, Sourcewell issued a Request for Proposals for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories. Thirteen 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 thirteen respondents with 878 points out of a possible 1,000, and was awarded a contract through November 2025.
Purchase of (5) Electric Pickup Trucks and (2) Electric Cargo Vans May 9, 2022
The vendor, 72 Hour, has agreed to extend the contract prices, terms, and conditions under Sourcewell contract #091521-NAF to the City for the proposed purchase of five new Ford F-150 Lightning electric trucks for a total of $244,394 (two units priced at $49,180 each and three units priced at $48,678 each), and two Ford E-Transit electric cargo vans for a total of $122,090 (unit price of $61,667 and $60,423). The proposed contract will be for the total purchase amount not to exceed $366,484. These vehicles are expected to be delivered on a phased schedule, depending on vehicle model, within 240 days after receipt of the purchase order. Minimal amount of outfitting will be required. All work and associated costs will be coordinated through our current contracted outfitting vendor. 72 Hour is located in Watsonville, CA. The City of Pasadena has done business with 72 Hour including issuance payment for vehicle purchase orders totaling approximately $2,802,496 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.
These vehicles are currently not available to be purchased from local vendors. The local GMC dealership only sell GMC, Buick, and Isuzu brand vehicles, and are not be able to accommodate sales of other vehicle makes.
COUNCIL POLICY CONSIDERATION:
By providing the departments with the proper equipment to perform their 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.
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 basin.
Purchase of (5) Electric Pickup Trucks and (2) Electric Cargo Vans May 9, 2022
FISCAL IMPACT:
The total cost of this action is $366,484. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Fleet Replacement Fund budget account 50322060-850500 and Other Housing Funds budget account 23816024-850500 .
The additional truck for the Housing Department will begin participating in the Fleet Replacement Fund Program. Indirect and support costs such as maintenance and repair are anticipated to be $100,000 over the lifecycle of the seven vehicles and will be addressed annually by utilization of existing budgeted appropriations in the respective department's operating budget: Public Works Department under 50222051-861600 and 50222052-861600; Transportation Department under 10124006-861600; Fire Department under 10131015-861600; and Housing Department under 23816024-861600.
Respectfully submitted,
TONY~~
Director of Public Works
Prepared by:
_ ..... ~. ~a....1.....---,-_
Mark McCullough
Public Works Administrator BSFMD
Approved by:
ger
Attachment A: Purchase for PW, FD, and Housing - Vehicle Condition Report