CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 17 Section Name: {{section.name}} Account Number: 21-4678 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: November 18, 2024
SUBJECT:
Public Works EV Street Sweeper — Purchase
RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure and approve a purchase contract with Terry Equipment, Inc. for the purchase of one new EV Street Sweeper in the amount of $884,403.88; establish a contingency reserve in the amount of $50,000; and authorize the Public Works Director to execute the purchase contract in substantially the form presented.
BACKGROUND:
The Public Works Field Maintenance Division is responsible for 200 miles of City streets, and a critical maintenance function is regular street cleaning. Regular street cleaning creates a safer environment for the community, removes litter, and reduces airborne pollutants and allergens. The City currently operates two diesel-powered street sweepers and conducts regular cleaning of the entire City streets infrastructure on a weekly schedule.
As part of our Green Fleet transition, staff consistently explore electric alternatives during the procurement process and aim to replace vehicles with battery electric or alternative-fueled technologies whenever possible. The Public Works Field Maintenance Division requests to replace one aging diesel street sweeper with a modern battery electric version. This new battery electric sweeper will provide the same level of service currently enjoyed by the San Mateo community, performing these duties with zero emissions while reducing airborne pollutants, allergens, and noise levels.
Through rigorous testing of available models, staff has selected the Global R4 EV Regenerative Air Sweeper. This model outperformed the competition and is the only EV unit in its class to offer a vacuum-style system, which ensures a higher standard of debris, airborne pollutant, and allergen removal. Other Bay Area municipalities and Caltrans have successfully implemented daily street sweeping operations with Global Battery Electric Street Sweepers.
The City has applied for and been awarded a Transportation For Clean Air Grant by the City/County Association of Governments of San Mateo County (C/CAG). On November 18, 2024, City Council will also be recommended to approve acceptance of the Transportation For Clean Air Grant in the amount of $254,293.33 for this Electric Street Sweeper project to support the purchase of the Global R4 EV Street Sweeper.
Staff utilized Sourcewell pricing through Terry Equipment, Inc. for the purchase of the Global R4 EV Street Sweeper.
Through this pricing structure, the City realizes cost savings off manufacturer’s suggested retail price. San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it finds doing so is in the best interest of the City. Sourcewell is a government organization that solicits, receives, and reviews competitive bids for various specialty equipment, including the Global R4 EV Street Sweeper. Sourcewell has conducted competitive public bids to select vehicle vendors to achieve competitive pricing and has selected Terry Equipment, Inc. The
CITY OF SAN MATEO
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City may rely on bids obtained from Sourcewell because it has solicited, received, and reviewed competitive bids for the desired Global R4 EV Street Sweeper through its cooperative purchasing program. Based on the above, staff recommends the purchase of this Global R4 EV Street Sweeper from Terry Equipment, Inc.
A quote of $884,403.88 to procure the EV Street Sweeper is included in the purchase agreement. A contingency reserve is being requested to address any price fluctuations from market instability that may occur between the time the original quote was submitted to the time the contract is executed.
BUDGET IMPACT:
Funding in the amount of $254,293.33 will be provided by a C/CAG awarded Transportation for Clear Air grant accepted and appropriated by Council at the November 18, 2024 Council Meeting. If approved, these grant funds will reduce the City’s cost to $630,110.55. If the acceptance of the grant funding is not approved, the total cost for the City will be $884,403.88. There is sufficient funding in the Solid Waste Fund to cover either cost for the City listed above.
As payment for the sweeper is due upon delivery, which is currently estimated to take 52 weeks, the appropriation from the Solid Waste Fund will be incorporated into the FY 2025-26 Operating budget as part of the budget development process.
ENVIRONMENTAL DETERMINATION:
This purchase is not a project subject to CEQA, because it can be seen with certainty that the purchase and deployment of EV Street Sweepers will not cause a physical change in the environment. (Public Resources Code Section 21065.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - Purchase Contract
STAFF CONTACT
Daniel Heffelfinger, Fleet Services Supervisor
[email protected]
650-522-7366
Stephen Wu, Acting Facilities and Fleet Service Manager [email protected]
650-522-7345
Deryk Daquigan, Deputy Public Works Director
[email protected]
650-522-7287