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Agenda Report
March 25, 2024
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER PURCHASE ORDER
CONTRACT WITH LOS ANGELES TRUCK CENTERS, LLC DBA
VELOCITY VEHICLE GROUP FOR THE PURCHASE OF SIX
AUTOMATED SIDE LOADER REFUSE PACKERS, AND ONE REAR
END LOADER FOR A TOTAL OF $3,310,403 AND WITH PB LOADER FOR THE PURCHASE OF ONE UTILITY TRUCK FOR $91,630 FOR A GRAND TOTAL OF $3,402,033
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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 "common sense" provision that CEQA only applies to projects that may have an effect on the environment;
2. Authorize the City Manager to enter a purchase order contract with Los Angeles Truck Centers, LLC dba Velocity Vehicle Group for the purchase of six Renewable Compressed Natural Gas (RCNG) automated side loader refuse packers, and one RCNG rear end loader for a total of $3,310,403. Competitive bidding is not required pursuant to City Charter Section 1 002 (H) contracts with other governmental entities or their contractors;
3. Authorize the City Manager to enter a purchase order contract with PB Loader for the purchase of one all electric utility truck for a total of $91,630. Competitive bidding is not required pursuant to City Charter Section 1 002 (H) contracts with other governmental entities or their contractors; and
4. Grant the proposed purchase order contracts an exemption from the Competitive Selection process pursuant to Pasadena Municipal Code Section 4.08.049(9) contracts for which the City's best interests are served.
MEETING OF.03/25/2024AGENDA ITEM NO.4
Purchase Order Contract with Los Angeles Truck Centers, LLC dba Velocity Vehicle Group March 25, 2024
BACKGROUND:
The Department of Public Works, Resource Recovery & Recycling Division (RRR) uses RCNG automated side loading refuse packers, rear end loaders and utility stake bed trucks to collect residential mixed waste, organic waste, and recyclable materials from more than 26,000 residential customers on a weekly basis. Six RCNG automated side loading refuse packers, one RCNG rear end loader, and one utility stake bed truck are in need of replacement. The refuse vehicles being replaced are ten years old or older and have reached the end of their useful life. Upon delivery of the replacement refuse vehicles, these vehicles will be sent to auction per City policy. The estimated total salvage value of $36,000 will be returned to the Refuse Collection Fund. Attachment A contains the vehicle condition report.
On June 21, 2010, the City Council adopted the 2010 Integrated Waste Management Operations Plan which outlines six goals to be achieved to ensure the City provides quality, cost-effective, and innovative services. Goal one calls for the City to provide effective vehicular assets through the management of repairs and timely vehicle replacements with alternative-fuel vehicles to ensure the availability of service to residents. In accordance with the Operations Plan, staff recommends replacement of eight vehicles that have met their useful life often years and have incurred high maintenance costs. The replacement automated side loading and rear end loading will be powered by RCNG and the utility truck will be electric powered.
The replacements vehicles are in compliance with the South Coast Air Quality Management District (SCAQMD) Fleet Rule 1193 and with California Air Resource Board rules. These purchases will also help the City maintain an effective ultra-low emission and cost-efficient fleet essential for successful and timely delivery of waste collection services.
Staff has been actively monitoring the heavy duty all electric automated side loading vehicle market for the past several years. Currently there are no all electric-powered full production model options for this specific vehicle type in the market. All electric-powered side loader vehicles are limited to prototypes, and there is no existing model capable of completing a full route, including 1,200 lifts per day, navigating Pasadena's hilly terrain, and delivering/returning two loads daily to the City's processing facilities. Staff is actively engaged in ongoing communication with equipment manufacturers to stay informed of the progress of all electric prototypes and have been used to contribute to the development of electric-powered vehicle in the heavy duty truck category.
The proposed purchase is for six new 2025 Battle Motors LET2-40 standard cab, configured for a side loader at a base price of $204,244 per vehicle. Each of these vehicles will be outfitted with the h-1eil Rapid Rail 26-cubic yard automated side loader incurring an additional cost of $221,000 per vehicle. Supplementary expenses include body decal stripping, flooring, freight, and delivery which amount to $17,007 per vehicle.
The sales tax, DMV filing, administration, documentation and administration fees for each vehicle is $44,434. The total cost per side loader vehicle is $486,685.
Purchase Order Contract with Los Angeles Truck Centers, LLC dba Velocity Vehicle Group March 25, 2024
Additionally, the proposed purchase includes a new 2024 Battle Motors LET2-40 standard cab, configured for a rear end loader at a base price of $195,300. The vehicle will be furnished with a Heil PT1000 25-cubic yard rear end loader, incurring an additional cost of $145,700. Associated costs include body decal stripping, flooring, freight, and delivery expenses which total $13,545. The sales tax, DMV filing, administration, documentation and administration fees for the rear loader total $35,747.84. The total cost for a rear loader vehicle is $390,293.
Furthermore, the purchase includes one new 2024 F-150 Lightning AWD SuperCrew Cab 5.5' Box WB Pro (W1 B) all electric chassis with extended range fast charge, exterior mirror led spotlights at a base price of $83,103. The sales tax, tire with fright total $8,527. The total cost for the electric utility truck is $91,630.
Base PriceConfigurationAdd-OnsSales Tax,
DMV,
Admin,
Destination
Cost per
vehicle
Total Cost
Automated Side
Loaders(6)
$204,244$221,000$17,007$44,434$486,685$2,920,110
Rear End
Loader (1)
$195,300$145,700 | $13,545$35,748$390,293$390,293
Electric Utility
Truck (1)
$83,103$8,527$91,630$91,630
Grand Total$3,402,033
The purchase of these replacement vehicles will ensure continued waste management without impacting the efficiency of our refuse, recycling and composting operations.
Sourcewell, formerly known as the National Joint Powers Alliance, is 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 September 2019, Sourcewell issued a Request for Proposals for Mobile Refuse Collection Vehicles with Related Equipment, Accessories, and Services. Nine 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. The Heil Environmental Company earned the second highest score with 878 points out of a possible 1,000 and was awarded the contract extended through November 15, 2024. Bodyworks Equipment has agreed to provide the Heil Rapid Rail 26 Cubic Yard Automated Side Loader at the Heil Environmental rate under the Sourcewell Contract.
In June 2020, Sourcewell issued a Request for Proposals for Class 4-8 Chassis with Related Equipment, Accessories, and Services. Twenty-five submissions were received and evaluated by the Sourcewell selection committee. Submissions were scored on a Purchase Order Contract with Los Angeles Truck Centers, LLC dba Velocity Vehicle Group March 25, 2024
weighted scale of eight different criteria, with pricing being the most heavily weighted.
The process undergone by Sourcewell has resulted in competitive pricing. The Crane Carrier Company earned the ninth highest score with 821 points out of a possible 1,000 and was awarded the contract through August 1, 2024.
Los Angeles Truck Centers, LLC dba Velocity Vehicle Group, headquartered in Arizona and California, has agreed to configure eight waste management trucks consisting of a standard cab, side loader, rear end loader and utility truck purchased from approved Sourcewell vendors, Heil Environmental and Battle Motors Company. Los Angeles Truck Centers, LLC dba Velocity Vehicle Group has also agreed to uphold the rates for each vendor under their respective contracts with Sourcewell.
In August 2021, Sourcewell issued a Request for Proposals for Roadway Maintenance Equipment. Thirty submissions were received and evaluated by the Source well 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. PB Loader Corporation earned the highest score with 853 points out of a possible 1 ,000 and was awarded the contract through October 11, 2025. PB Loader has agreed to provide the Ford F-150 Lightning AWD SuperCrew Cab under the Sourcewell Contract.
Competitive bidding is not required pursuant to City Charter Section 1 002(hl) contracts with other governmental entities or their contractors. It is in the best interest of the City to purchase the requested vehicles with Los Angeles Truck Centers, LLC dba Velocity Vehicle Group, utilizing the Sourcewell contract rates as it eliminates the need to solicit for items that are already competitively priced. Staff is not aware of any vendors in Pasadena that provide comparable equipment.
COUNCIL POLICY CONSIDERATION:
By providing the Public Works Department with the proper equipment to perform its function and assure the safe movement of motorists and pedestrians, 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 ANALYSIS:
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 Order Contract with Los Angeles Truck Centers, LLC dba Velocity Vehicle Group March 25, 2024
FISCAL IMPACT:
The grand total cost of this action is $3,402,033. Funding will be addressed by the utilization of existing budgeted appropriations from the Residential Solid Waste Operation Fund (budget account 40622083-850500). Indirect and support costs such as maintenance and repair will be addressed annually by utilization of existing budgeted appropriations in the Residential Solid Waste Operation (budget account 40622083- 861600).
Respectfully submitted,
TONYOLMO<S,P.E.
Director of Public Works
Prepared by:
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Thanos Gauthier
Public Works Administrator
Approved by:
1^<^J) t^»—
1ARQUEZ
City Manager
Attachment A - Vehicle Mileage and Maintenance Costs