Title
Recommendation to Authorize the Purchase of One Replacement Trailered Pump and Four Replacement Police Motorcycles Consistent with the Revised Vehicle Replacement Policy in Amounts Not-to-Exceed $124,238.47 from Thomas & Associates, $79,019.16 from Oakland Harley Davidson and $80,710.70 from National Auto Fleet Group. (Public Works 60141581)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
One trailered pump for sewer operations and four police motorcycles require replacement due to age and condition. City Council previously appropriated funds from the Sewer Enterprise and Vehicle Replacement Funds to make these replacement purchases. Staff performed competitive solicitations for the trailered pump and Harley Davidson Motorcycles. Two BMW Motorcycles can be purchased from National Auto Fleet Group using Sourcewell, a cooperative purchasing agency that the City of Alameda (City) participates in. Staff recommends City Council authorize purchases in amounts not-to-exceed, $124,238.47 from Thomas & Associates for one replacement trailered pump, $79,019.16 for two replacement police motorcycles from Oakland Harley Davidson and $80,710.70 for two BMW replacement police motorcycles.
BACKGROUND
On November 5, 2019, staff brought to City Council a revised Administrative Policy and Procedure Number 48, Vehicle and Equipment Replacement Policy. The Fleet Replacement Policy is consistent with the City’s recently adopted Climate Action and Resiliency Plan and emphasizes greenhouse gas emission reductions. The revised policy focuses on right-sizing the City fleet, the purchase of electric vehicles when feasible, and lowering the fleet’s emissions through acquisition of low emission vehicles.
In accordance with City Administrative Instruction Number 5 (Purchasing Policy), the purchase of vehicles must be done through a competitive solicitation with a formal bid for transactions estimated to exceed $25,000. Also, in accordance with the Purchasing Policy, vehicles may be purchased through cooperative purchasing. Lastly, the Purchasing Policy states that the City Council must approve an award of vehicle purchases to a single vendor in excess of a cumulative total of $75,000 in any given fiscal year.
The City owns and maintains over 40 wastewater pump stations and over 140 miles of sanitary sewers. In the event of a failure, these systems can be bypassed with the use of a trailered pump. The City’s existing trailered pump is at the end of its useful life and requires replacement.
Four Alameda Police Department motorcycles are at the end of their service life and require replacement. Two are being replaced with a BMW model and two with a Harley Davidson model.
DISCUSSION
On June 1, 2023 the City issued two Request for Bids, one for a trailered pump and one for Harley Davidson Police Motorcycles. After a bid period of 14 days, 3 bids were submitted for the trailered pump and 1 bid for the Harley Davidson Police Motorcycles.
Thomas & Associates was selected as the most suitable vendor for the trailered pump due to their Bay Area location, price and warranty. Staff recommends this purchase for a total not-to-exceed $124,238.47 Staff researched the possibility of an electric option for the trailer pump; however, currently no company currently makes this type of electric pump.
Oakland Harley Davidson was the only bidder in response to the Request for Bid. They were responsive to the solicitation as they provide in house up-fitting of police equipment and meet City requirements for warranty. Staff recommends purchase of two Harley Davidson motorcycles for a total not-to-exceed $79,019.16.
National Auto Fleet Group holds Sourcewell agreement 091521-NAF. Sourcewell is a cooperative purchasing agency that solicits and awards contracts through a public competitive procurement process compliant with state statutes. The City is a Sourcewell member and the quoted pricing for the motorcycles is based on the Sourcewell contract. Staff recommends purchase of two BMW police motorcycles for a total not-to-exceed $80,710.70
The four motorcycle replacements are specified to be gasoline powered. The Alameda Police Department is piloting their first electric police motorcycle this year; however, these four replacements are proposed to be gas powered due to electric motorcycle range limitations, long charging times and the inability of leaving the vehicle running with lights on. Staff will continue to monitor the electric motorcycle vehicle market.
ALTERNATIVES
• Authorize purchase of the proposed replacements from the proposed vendors.
• Do not authorize purchase from proposed vendors and continue to run and maintain the current trailer pump and motorcycles.
FINANCIAL IMPACT
Funds for these replacement purchases were previously appropriated in the Fleet Replacement Fund (601) and Sewer Fund (501). No additional budget appropriations are needed.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required
CLIMATE IMPACT
The replacement trailer pump is equipped with a modern Tier IV clean diesel engine that meets or exceed CA emissions standards. The motorcycles will get 50 mpg and are the most fuel efficient police vehicles in the City fleet.
RECOMMENDATION
Authorize the purchase of one replacement trailered pump and four replacement Police motorcycles consistent with the Revised Vehicle Replacement Policy in amounts not-to-exceed $124,238.47 from Thomas & Associates, $79,019.16 from Oakland Harley Davidson and $80,710.70 from National Auto Fleet Group.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Carlo Balboni, Fleet Supervisor
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Thomas & Associates Quote
2. Harley Davidson of Oakland Quote
3. National Auto Fleet Quote