City Council
Report
City Council Meeting: November 15, 2022
Agenda Item: 5.D
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Fleet Services Subject: Authorize the Procurement Manager to issue purchase orders for the purchase of various replacement vehicles
Recommended Action
Staff recommends that the City Council:
1. Authorize the Procurement Manager to issue a purchase order with Tennant Company for the purchase of six scrubbers for the Public Works Department.
This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(b) and is for a total amount not to exceed $936,260;
2. Authorize the Procurement Manager to issue a purchase order with Nixon-Egli Equipment Co. for the purchase of one DZero Plus Electric Sidewalk Sweeper for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(c) and is for a total amount not to exceed $385,032;
3. Authorize the Procurement Manager to issue a purchase order with National Auto Fleet Group for the purchase of one bin truck for the Public Works Department and two sports utility vehicles (SUVs) for the Records and Election Services Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(c) and is for a total amount not to exceed $188,557; and
4. Authorize the Procurement Manager to issue a purchase order with Los Angeles Truck Centers (DBA Velocity) for the purchase of two front loader trucks for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(c) and is for a total amount not to exceed $991,110.
Summary
Various divisions in the City provide essential services that maintain clean and safe neighborhoods and open spaces for Santa Monica’s residents, visitors, and City staff.
These operations rely on fleet vehicles and equipment. Many of these vehicles are 2 of 7
aging. To ensure reliable operations, provide uninterrupted service to the community, and reduce downtime and maintenance costs, staff recommends purchasing twelve vehicles and equipment based on competitive contract pricing available to government agencies.
Discussion
The Fleet Management Division is responsible for ensuring the City’s diverse fleet of over 700 vehicles are available, dependable, meet the highest environmental standards for a sustainable fleet, and are safe to operate from acquisition through disposal. The Fleet Management Division has worked together with various city divisions to extend the useful lives of their vehicles to the extent possible. Twelve vehicles have been identified for purchase, including eleven replacements that have reached their asset useful life and one new sweeper. Due to their age and use, the replacement vehicles require significant maintenance and repair costs to remain reliable, safe, and operational.
Funding is available and has been collected for these vehicle replacements over each asset’s useful life.
Promenade Maintenance
The Promenade Maintenance team uses the six vehicles identified for purchase yearround to carry out the daily operations to safely sanitize all public sidewalks and rightsof-way, and motor sweep the Third Street Promenade, sidewalks, alleys and other areas in the downtown business district. These vehicles are also used to clean up after public safety emergencies in the downtown district, including traffic collisions.
With an average of 19.8 million visitors per year, the downtown is a highly trafficked tourist attraction and is the central hub of Santa Monica’s business district. Without functioning and reliable equipment to support operations, the City could see slower response rates to requests, a rise in complaints, and a drop in sanitary conditions. As we continue to recover from the COVID-19 pandemic and its impact to tourism, this equipment is key in keeping the downtown both aesthetically pleasing and hygienically clean. The sweeper/scrubbers scheduled for replacement have been in use since 2018 and have a typical useful life of 4 years.
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Resource Recovery and Recycling
The RRR Division uses the four vehicles identified for purchase to carry out day-to-day operations to provide services to the community, including collection of recycling, organics, and waste materials on a scheduled basis and providing roll-out service for the City’s inventory of two-, three-, and four-yard collection bins, when requested.
Bin trucks are used to pull heavy bins to the street from locations where larger vehicles either cannot maneuver safely or are too tall to fit through entrances, such as parking structures and underground trash enclosures in apartment buildings. Due to their weight, it is not feasible to have staff push these containers out to the street. Older multifamily buildings may have lower entrance heights that do not allow for taller vehicles to enter. Bin trucks are built to enter these types of spaces. The bin trucks scheduled for replacement have been in use since 2012 and have a typical useful life of 10 years.
Front loader collection vehicles are used to service the City’s 15 commercial collection routes. They are used to lift large bins that can weigh up to 1,200 pounds when full, depending on the material being collected. The two front loaders scheduled for replacement have been in use since 2013 and have a typical useful life of seven years.
Staff is also recommending the purchase of one electric sweeper for the RRR division as they prepare to clean and maintain the City’s expanding bike lane network. The purchase of this electric sweeper will be funded through the South Coast Air Quality Management District (SCAQMD) AB2766 Subvention Fund Program. Future replacement of this vehicle will be incorporated into the RRR contribution into the vehicle replacement fund.
Support Services Division, Records and Election Services The Support Services Division uses the two vehicles identified for purchase to provide all City facilities with daily pickup and distribution of all US Mail, inter‐office mail, and delivery to the Post Office. These vehicles are used year‐round to support the mail 4 of 7
services, print shop deliveries, and off‐site election activities. With over 30,000 mail pieces and close to 100 print jobs that need to be processed and delivered annually, the City depends on the reliability of this division to provide timely service to ensure that time sensitive material is processed timely.
Staff is recommending the purchase of twelve vehicles and equipment for a total amount not to exceed $2,500,959, including a 10% contingency as itemized in Table 1.
Table 1 - Vehicle Replacement Program – Vehicle and Equipment Purchases Replacing Unit Vendor Description Qty. Extended
Price
20591 Tennant Co. M-20 Scrubber 1 $141,120
20592 Tennant Co. M-30 Scrubber 1 $163,505
20593 Tennant Co. M-30 Scrubber 1 $163,505
20594 Tennant Co. M-30 Scrubber 1 $163,505
20595 Tennant Co. M-20 Scrubber 1 $141,120
20640 Tennant Co. M-30 Scrubber 1 $163,505
15949 National Auto Fleet Group Ford Escape 1 $49,922
20254 National Auto Fleet Group Ford Escape 1 $49,922
20249 National Auto Fleet Group Bin Truck 1 $88,713
20288 Los Angeles Truck Centers Front Loader 1 $495,555 20289 Los Angeles Truck Centers Front Loader 1 $495,555 NEW Nixon-Egli Equipment Co. E-Sidewalk Sweeper 1 $385,032 Total: 12 $2,500,959
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Vendor Selection
Exception to Competitive Bidding
Sweeper / Scrubbers
Staff recommends Tennant Company to furnish and deliver six sweeper/scrubbers as an exception to competitive bidding per Muni Code 2.24.250 (b). Tennant Company as the sole source manufacturer of Tennant machines, repair, and maintenance parts, and provides scrubber sweepers for the City’s Promenade Maintenance Division.
These machines and parts are sold through Tennant Company’s wholly owned subsidiary, Tennant Sales and Service Co. Tennant Sales and Service Co. is the sole source for the “Tennant Factory Trained” service technicians qualified to repair and maintain machines manufactured by Tennant Company.
The reliability and durability of these sweeper/scrubbers ensure the delivery of a clean and safe Third Street Promenade and downtown district to Santa Monica’s residents and visitors. Tennant Company provides these sweeper/scrubbers with full-service maintenance agreements. This provides the additional advantage of predictable costs with fewer unforeseen out-of-pocket repair bills or expenses and a cost-effective way to maintain the units at optimum functionality. Tennant Company services the units on-site, thereby shortening the downtime of the vehicles. The City’s public spaces require durable equipment that is compatible with the demanding cleaning environment and schedule.
Bin Truck and SUVs
Staff recommends National Auto Fleet Group, a distributer of Ford trucks, vehicle upfitting, chassis upfitting equipment, to furnish and deliver one Bin Truck and two SUVs as an exception to competitive bidding under Santa Monica Municipal Code Section 2.24.250 (c). This exception applies here because: “competitive procedures were followed by a governmental agency, federal, state, county, city, joint powers agency, special district, or cooperative purchasing agency and the goods or services are supplied to the City at the same or better price.”
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On November 8, 2021, Sourcewell issued an RFP for Cars, Trucks, Vans, SUVs, Cab Chassis, & Other Vehicles. Under the terms of the RFP and the resulting Sourcewell Agreement with National Auto Fleet Group (Agreement #091521-NAF established on November 8, 2021), similarly nationally leveraged purchasing discounts are also available to other government agencies.
Front Loaders
Staff recommends Los Angeles Truck Centers, a distributer of Autocar and Amrep equipment, to furnish and deliver two front loaders as an exception to competitive bidding under Santa Monica Municipal Code Section 2.24.250 (c).
On August 1, 2020, Sourcewell issued an RFP for Class 4-8 Chassis with Related Equipment, Accessories, and Services. Under the terms of the RFP and the resulting Sourcewell Agreement with Autocar (Agreement #060920-ATC established on August 1, 2020), similarly nationally leveraged purchasing discounts are also available to other government agencies. The chassis is offered at an additional 20% reduced rate through preferred customer discount pricing.
Electric Sidewalk Sweeper
Staff recommends Nixon-Egli Equipment Co., a local dealer of Dulevo, to furnish and deliver one electric sidewalk sweeper as an exception to competitive bidding per Santa Monica Municipal Code Section 2.24.250 (c). On November 7, 2019, HoustonGalveston Area Council (H-GACBuy), a government agency that establishes nationally leveraged and competitively solicited purchasing contracts for education, government, and nonprofits, issued a Request for Proposals (RFP) for purpose-built and commercial cab-chassis mounted street sweeper body designs, airport sweeper bodies, and smaller riding and walk-behind styles. Under the terms of the RFP and the resulting H-GACBuy agreement with Dulevo (Agreement #SW04-20 established on April 1, 2020); similarly nationally leveraged purchasing discounts are also available to other government agencies.
Environmental Assessment
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This is not a project for the purpose of CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Vehicle Replacement Fund and the SCAQMD Subvention fund to award a purchase order with Tennant Company for purchase and delivery of six sweeper/scrubbers; a purchase order with National Auto Fleet Group for purchase and delivery of one bin truck and two SUVs; a purchase order with Los Angeles Truck Centers for purchase and delivery of two front loaders; and a purchase order with Nixon-Egli Equipment Co. for purchase and delivery of one electric sidewalk sweeper.
Contract/Agreement/Purchase Order Request
Vendors FY 2022-23
Amount CIP Account # Total Contract Amount
Tennant Company $936,260 C7000010.689000.90532 $936,260 National Auto Fleet Group $88,713 C7000010.689000.90535 $88,713 National Auto Fleet Group $99,844 C7000010.689000.90532 $99,844 Los Angeles Truck Center $991,110 C7000010.689000.90535 $991,110 Nixon-Egli Equipment Co. $385,032 C1806910.689000 $385,032 Total $2,500,959
Prepared By: Doris Mejia, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Nixon-Egli Oaks Form 2023
B. TennantCo. Oaks
C. National Auto Fleet Group - Oaks Initiative
D. Los Angeles Truck Centers - Oaks Initiative_print