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CITY OF SIMI VALLEY
MEMORANDUM
April 15, 2024
TO: City Council
FROM: Office of the City Manager
SUBJECT: AUTHORIZATION TO WAIVE THE INFORMAL COMPETITIVE BID DING
PROCESS PURSUANT TO THE S IMI VALLEY MUNICIPAL CODE,
AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND EXECUTE A
CONTRACT WITH SUNSET VANS FOR THE PURCHASE OF A MOBILE
LIBRARY VEHICLE AND CUSTOMIZATION PROCESS , AND
AUTHORIZE THE APPROPRIATION OF $127,500 PROVIDED BY THE ESTATE OF LYNNE C. EIGLER TO FUND VEHICLE ACQUISITION
STAFF RECOMMENDATION
It is recommended that City Council:
1. Waive the Informal Competitive Bidding process pursuant to the Simi Valley Municipal Code Section 2-9.205 (m);
2. Authorize the City Manager to negotiate and execute a contract with Sunset Vans for the purchase and customization of a mobile library vehicle; and
3. Authorize the appropriation of $127,500 from the Library Fund (Fund 250), which funds were received from the estate of Lynne C. Eigler , to fund the vehicle acquisition.
BACKGROUND AND OVERVIEW
The City Council a uthorized the City Manager to amend the c ontract with Library Systems & Services on May 15, 2023, to include the addition of a Mobile Library as a means to provide off-site library service and increase access. In order to launch the program, staff was tasked with acquiring a mobility van and soliciting specialty vendors, who could customize the vehicle to include built in shelving, lifts, ramps, awnings, and tie downs etc. to operate as a Mobile Library. Due to high demand and low inventory, efforts undertaken in the last several months to secure a vehicle for a mobile library have been unsuccessful. Staff was faced with several challenges in finding a vehicle that met all of the required specifications such as a spacious flat surface cab , high roof , safety features, a rear air conditioning unit, heavy duty flooring, sufficient lighting, and the ability to add electrical outlets, lifts, ramps, and power awning. Through dialogue with other libraries that h ave
AGENDA ITEM NO.
Consent (6)
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implemented a successful Mobile Library program, staff was introduced to Sunset Vans, a specialty vehicle manufacturer, who is family-owned and operated and has been in business for over 40 years. Sunset Vans provides a one-stop shop for commercial mobility van conversions and offer s a wide range of products to accommodate any fleet. To that end, Sunset Vans , which has commercial vehicle inventory on hand, has secured vehicle s for other Mobile Library Program s and managed the customization process, providing for a more efficient and expeditious process.
As the FY 2023-24 budget is not able to absorb the f ull cost of the acquisition and customization of the mobile library vehicle, s taff is looking to utilize the money recently received from the Lynne C. Eigler estate to help offset costs. Initial estimates for both the vehicle acquisition and customization process range from $132,000 to $1 40,000. To expedite securing the vehicle and move forward with launching the Mobile Library Program, staff is recommending that the City Council take the following actions: Waive the Informal Competitive Bidding process pursuant to the Simi Valley Municipal Code (“SVMC”) Section 2-9.205(m); authorize the City Manager to negotiate and execute a contract with Sunset Vans for the purchase and customization of the mobile library vehicle; and appropriate $127,500 from Fund 250, which funds were provided by the estate of Lynne C. Eigler.
FINDINGS AND ALTERNATIVES
On May 15, 2023, the City Counci l authorized the City Manager to amend the contract with LS&S to include the addition of Mobile Library Services. The Mobile Library will address service gaps through unique offerings and engagement , creating a Library that is even more accessible, can meet the needs of modern learners , and make services available to all Simi Valley residents.
The Mobile Library will be scheduled for regular stops and also used for special outreach events, and Mobile Library Services staff will work in coordination with Children’s, Teen, Adult, and Literacy staff members to extend existing services to those community members who can benefit from the services at offsite locations. Additional programming opportunities will include STEAM activities for children and teens, as well as Adult Literacy engagement, computer use, homework help, and story time, all of which will be available at any location throughout the City. In addition, the Friends of the Library applied for and received funding from the Community Projects Grant for the purchase of a dedicated collection of library materials for the Mobile Library.
Staff’s efforts to secure a vehicle that meets the specifications for a Mobile Library have been difficult due to low vehicle availability and high demand. There are several required specifications that must be met i n order to make the Mobile Li brary functional. These include a dependable and durable vehicle history, a spacious flat surface cab for storage space and to carry an adequate amount of books and suppli es for the various programs being offered, as well as additional equipment such as carts, tables, and chairs for the comfort of users, a high roof for staff safety, safety features such as large rear view mirrors 3 2/04-24
or reversing camera, rear air conditioning unit, heavy duty flooring, sufficient lighting, as well as the ability to alter the vehicle and add electrical outlets, a lift or ramp, power awning, safety bars and safety shield to protect the driver from loose objects.
Inventory has been monitored regularly at dealerships within Ventura County and the surrounding areas, however, the few vehicles that met the specifications required were sold immediately to customers who had the ability to purchase the vehicle with cash or those that pursued dealer financing. As an alternative, staff also reviewed the vehicle availability through the State of California Department of General Services Cooperative Purchasing Agreement. Some vehicles were available through the cooperative, however did not include all the pertinent requirements.
Staff reached out to various libraries that implemented a Mobile Library Program to determine how they prevailed with the challenges of vehicle acquisition and was subsequently notified by LS&S regarding Riverside County’s rec ent Mobile Library purchase. A meeting was scheduled with Library staff from Riverside County who provided staff with an overview of their Mobile Library. They stated that multiple customized Mobile Library vehicles had been purchased with Sunset Vans and that they assisted with developing the first specifications by providing a detailed assessment of their requirements and allowed input throughout the technical drafting stage. Sunset Vans, a specialty vehicle manufacturer, is family owned and operated, and has been in business for over 40 years. Riverside County informed staff that Sunset Vans modified their specifications without any difficulties for the purchase of their most recent M obile Library vehicle as their staff had shared some ideas that would improve their ability to provide better service.
As Sunset Vans carries an inventory of vehicles that is competitive in pricing with other automotive dealerships and has a proven track -record with designing and de livering Mobile Libraries, staff recommends that City Council waive the Informal Competitive Bidding process pursuant to SVMC and authorize the City Manager to negotiate and execute a contract with Sunset Vans to secure a vehicle and manage the customization process. This will provide for a more efficient and expeditious process. It would take approximately six (6) to eight (8) weeks once the order is placed for the Mobile Library to be completed and Suns et Vans has agreed to reserve a vehicle and perform the customization process for the City pending City Council approval (Attachment A) . Staff is currently in the process of designing the vehicle graphics (vinyl wrap) that will become the face of the Simi Valley Public Library Mobile Library.
Preliminary estimates for the purchase and customization process of the Mobile Library range from $132,000 to $140,000. The design and implementation phase may identify additional costs for the customization of the vehicle. Staff budgeted $50,000 in the Fiscal Year 2023-24 Library fund, with the hopes of receiving the remainder of the funds through fundraising. Due to high credit interest rates and a lagging economy, fundraising for the remained Mobile Library funds has slowed. However, on March 4, 2024, the City Council accepted a gift, as a named beneficiary, from the Lynne C. Eigler Living Trust, in the amount of $127,500. Ms. Eigler was an enthusiast of books, enjoyed the entertainment 4 2/04-24
reading provided, and appreciated libraries. Her wishes (as stated in the trust) were that the funds be used to benefit the Simi Valley Public Library. The staff report indicated that the use of the funds would be determined at a later date. Staff is requesting that the City Council appropriate funds for the purchase of a customized Mobile Library and honor Ms.
Eigler by providing the same access to books and library services she enjoyed by expanding the Library’s outreach to those who are not yet Library users or have barriers that limit their Library access. Also, if staff’s appropriation request is approved, a tribute to Ms. Eigler will be placed on the vehicle recognizing her for the generous donation.
The following alternatives are available to the City Council:
1. Waive the Informal Competitive Bidding process pursuant to the Simi Valley Municipal Code;
2. Authorize the City Manager to negotiate and execute a contract with Sunset Vans for the purchase of a mobile library vehicle and customization process;
3. Authorize the appropriation of $127,500 from Fund 250 ,which were received by the estate of Lynne C. Eigler, to fund vehicle acquisition;
4. Provide staff with further direction.
Staff recommends Alternative Nos. 1, 2, and 3.
SUGGESTED CITY COUNCIL MOTION
I move to waive the Informal Competit ive Bidding process pursuant to the Simi Valley Municipal Code Section 2-9.205 (m), authorize the City Manager to negotiate and execute a contract with Sunset Vans for the purchase and customization of a mobile library vehicle, and authorize an appropriation of $127,500 from Fund 250, which funds were provided by the estate of Lynne C. Eigler.
SUMMARY
On May 15, 2023, the City Council authorized the City Manager to amend the contract with Library Systems & Services to include the addition of a Mobile Library as a means to provide off-site library service and increase access. Over the past several months, staff’s efforts to secure a vehicle that meet the specifications for a Mobile Library have been met with challenges due to low availability and high demand. Through various outreach, staff discovered Sunset Vans, a family-owned and operated business that provides a one-stop shop in commercial mobility van conversions. Staff budgeted $50,000 in the Fiscal Year 2023-24 Library fund, with the hopes of r eceiving the remainder of the funds through fundraising. The recent gift from the estate of Lynne C. Eigler could be utilized to offset the majority of the cost for the acquisition and customization process. As Sunset Van’s carries an inventory of vehicl es that is competitive in pricing with other automotive 5 2/04-24
dealerships, and has a proven track-record with designing and delivering Mobile Libraries, staff recommends that City Council take the following actions: Waive the Informal Competitive Bidding process pursuant to SVMC; authorize the City Manager to negotiate and execute a contract with Sunset Vans to secure a vehicle and manage the customization process; and authorize appropriation of $127,500 provided by the estate of Lynne C. Eigler to fund the vehicle acquisition.
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_________________________________
Linda Swan
Assistant City Manager
P
repared By: Anna Medina, Deputy Community Services Director I
NDEX Page
A
ttachment A - Letter to Sunset Vans.....................................................6 CITY OF SIMI \'\LLEY
Home of The Ronald Reagan Presidential Library
March 15,2024
Mr. Jose Medrano
Account Manager
Sunset Vans
1301 Pomona Road
Corona, CA 92882
Dear Mr. Medrano,
Thank you for taking the time to discuss options regarding the Ford Transit 250 Cargo Van currently in stock. The City of Simi Valley is committed to launching the Mobile Library Program and it is our intent to purchase the vehicle and have it equipped as a Mobile Library with Sunset Vans.
ln order to move fonrvard with the purchase, staff will need to seek City Council authority to award the contract. An agenda item has been scheduled for the April 1 5,2024, City Council meeting to obtain their approval. Staff will provide a copy of the staff report on Wednesday, Aprill 0,2024, to further substantiate the City's intent of moving foruuard with the purchase. We respectfully request that this letter will allow Sunset Vans to hold the Ford Transit 250 Cargo Van currently in stock until April 10,2024. lf you have questions, please feel free to contact me at (80b) 583-6701.
Sin
nanPauler
City Manager
Fred D. Thomas. Mayor Rocky Rhodes, Mayor Pro Tem Mike Judge Council Member Dee Dee Cavanaugh, Council Member Elaine P. Litster. Council Member 2g2gTapoConyonRoad,SimiValley,CA 93063-2199 805.583.6700 www.simivalley.org
ATTACHMENT A
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