Title
Recommendation to Authorize the Purchase of One Compact Multi-Purpose Sweeper for $175,696.68 from Municipal Maintenance Equipment, Inc. and Three Electric Vehicle Parking Enforcement Units from Configurator Westward Industries for $152,636.52; and Authorize a Price Adjustment of $60,404.93 for a Previously Authorized Purchase of a 2023 Horton 623 Type I Ambulance from Professional Sales and Service, L.C. (Public Works 60141581)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
City Council previously appropriated funds to purchase three parking enforcement vehicles and a compact multi-purpose sweeper for bike lanes and pathways. Tonight’s action authorizes the purchase of these vehicles from the respective vendors, since the transaction amounts with each vendor exceed the Interim City Manager’s authority.
Staff recommends purchase of three electric Go4 parking enforcement vehicles from Configurator Westward Industries in an amount not to exceed $152,636.52. Staff also recommends purchase of a new compact multi-purpose sweeper from Municipal Maintenance Equipment in an amount not to $175,696.68. Configurator Westward Industries and Municipal Maintenance Equipment, Inc. hold contracts with Sourcewell, 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 these vehicles are based on the Sourcewell contracts.
On May 18, 2021, City Council approved the purchase of a replacement ambulance in an amount not to exceed $311,598 from Leader Emergency Vehicles, REV Group; however, a purchase order was not executed due to the company changing sales hubs and dealer personnel. Staff now have established direct contact with the new approved dealer for REV Group, Professional Sales and Service, L.C. The new quoted price for the Horton Ambulance is $374,002.93, which is $60,404.93 higher than the City Council approved purchase price. Staff seeks approval to purchase the previously approved replacement ambulance from Professional Sales and Service, L.C., versus Leader Emergency Vehicles, REV Group, for a purchase price not to exceed $374,002.93. No new appropriation is needed to cover this price change.
BACKGROUND
On November 5, 2019, staff brought to City Council a revised Administrative Policy and Procedure Number 48, Vehicle and Equipment Replacement Policy (Fleet Replacement Policy). The Fleet Replacement Policy is consistent with the City’s recently adopted Climate Action and Resiliency Plan and emphasizes greenhouse gas (GHG) emission reductions. The revised policy focuses on right-sizing the City fleet, the purchase of electric vehicles when feasible, and lowering the fleet’s GHG emissions through acquisition of low emission vehicles. In June 2021, the City Council adopted the Fiscal Year (FY) 2021-22 and FY 2022-23 budget, which included funds for the replacement of fleet vehicles, including one parking enforcement vehicle. In addition, as part of the FY 2021-22 Mid-Year Update, City Council appropriated additional funds for a new compact multi-purpose sweeper to sweep bike lanes and pathways. And lastly, as part of the FY 2022-23 Mid-Cycle Budget Update, City Council appropriated funds for two new electric parking enforcement vehicles.
In accordance with City Administrative Instruction Number 5 (Purchasing Policy), vehicles may be purchased by piggybacking on another agency’s purchase agreement or through cooperative purchasing. The Purchasing Policy states that the City Council must approve an award of vehicle purchases to a single vendor made through either piggybacking or cooperative purchasing in excess of a cumulative total of $75,000 in any given fiscal year.
DISCUSSION
Go4 electric parking enforcement vehicles from Configurator Westward Industries were determined most suitable for the City’s parking enforcement program. The vehicle is designed specifically for parking enforcement with a small automotive footprint and features for efficient operations, including Automated License Plate Reader (ALPR) and chalking technologies. Exhibit 1 includes the quote for three all-electric Go4s with separately purchased ALPR technology installed by Configurator Westward Industries. Purchase of the ALPR technology and its integration with the City’s citation processing software will be considered by City Council in a forthcoming Turbo Data Systems contract. All equipment, data usage and retention will be consistent with the May 5, 2020 Council adopted Parking Enforcement Automated License Plate Reader Policy. The purchase price for the Go4 units is based on Sourcewell contract pricing at a not to exceed amount of $152,636.52 for the three vehicles.
To achieve the City’s Vision Zero goals, the City is working to create roads where everyone can get around safely, whether they travel by bus, car, bike, foot, wheelchair or other mobility device. A safer, complete street encourages people to drive at safe speeds and offers safe, comfortable passage for people walking and biking. Many of the improvements towards safer streets demand a smaller sweeper than is typically used for street sweeping. The new Multihog CV 350 Compact Multi-Purpose Sweeper will be used for bikeways, pedestrian paths, bulb outs and other areas that require sweeping. The unit will be purchased from Municipal Maintenance Equipment, Inc. and pricing is based on Sourcewell contract pricing in an amount not to exceed $175,696.68 (Exhibit 2). The sweeper will be clean diesel Tier IV engine unit that meets or exceed California emissions standards.
On May 18, 2021, City Council approved the purchase of a replacement ambulance in an amount not to exceed $311,598 from Leader Emergency Vehicles, REV Group; however, a purchase order was not executed due to the company changing sales hubs and dealer personnel. Staff have now established direct contact with the new approved dealer for REV Group, Professional Sales and Service, L.C. The new quoted price for the Horton Ambulance is $374,002.93, which is $60,404.93 higher than the City Council approved purchase price. Staff seeks approval to purchase the previously approved replacement ambulance from Professional Sales and Service, L.C., versus Leader Emergency Vehicles, REV Group, for a purchase price not to exceed $374,002.93 (Exhibit 3). No new appropriation is needed to cover this price change.
ALTERNATIVES
• Authorize purchase of the proposed replacement and new vehicles and authorize the price adjustment for the previously approved replacement ambulance.
• Do not authorize purchase of the vehicles and provide staff a different direction.
FINANCIAL IMPACT
Funds for the replacement purchases were previously appropriated from the Fleet Replacement Internal Service Fund (601). Budget for purchasing the new vehicles was previously appropriated from the respective fund that supports the vehicle. No additional budget appropriation is required.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects that have the potential for causing a significant effect on the environment. This action is not a project pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378.
CLIMATE IMPACTS
The Compact Multi-Purpose Sweeper and 2023 Horton 623 Type I Ambulance are equipped with a clean diesel final Tier IV diesel engine that meets or exceed CA emissions standards. The three Go4 Parking Enforcement Units are 100% electric and therefore reduce greenhouse gas emissions from fuel use.
The clean diesel and electric vehicle purchase confirms the City’s commitment to greening the City fleet as vehicles are replaced.
RECOMMENDATION
Authorize the purchase of four vehicles consistent with the Revised Vehicle Replacement Policy and a price adjustment for a previously authorized purchase of a 2023 Horton 623 Type I Ambulance.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Forrest Heiderick, Fleet Supervisor
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Parking Enforcement Vehicle Quote
2. Multihog Multi-Purpose Sweeper Quote
3 Ambulance New Price Quote
cc: Nancy Bronstein, Interim City Manager