Title
Recommendation to Authorize the Purchase of Three Vehicles Consistent with the Revised Vehicle Replacement Policy in Amounts Not to Exceed $404,162.72 from Downtown Ford for One Versalift Bucket Truck and One Crane Truck and $422,043.26 from Weco Industries for a Multi-Conductor Camera Van. (Public Works 60141581)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
City Council previously appropriated funds to purchase a replacement bucket truck for streetlight maintenance, and a crane truck and a camera van for sewer operations. Tonight’s action authorizes the purchase of these vehicles from the respective vendors, since the transaction amounts with each vendor exceed the City Manager’s authority.
Staff recommends purchase of two replacement Ford 550s, one bucket and one crane truck, from Downtown Ford in amounts not to exceed $193,178.17 and $210,984.55 respectively. Staff also recommends purchase of a replacement multi-conductor camera van from Weco Industries in an amount not to exceed $422,043.26. Downtown Ford holds State of California Contract number 1-22-23-20F. Pricing for the bucket and crane trucks are based on pricing within the State contract. Weco Industries holds contract number SC01-21 with HGAC Buy, a cooperative purchasing agency that solicits and awards contracts through a public competitive procurement process compliant with state statutes. The City is a HGAC Buy member and the quoted pricing for these vehicles are based on the HGAC Buy contract.
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 of Alameda’s (City) 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 FY 2021-21 and 2022-23 budget, which included funds for the replacement of fleet 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
Streetlight maintenance requires use of a bucket truck. The existing bucket truck is at the end of its useful life and meets the criteria for replacement. Staff researched the possibility of an electric option for this vehicle. Currently, there is only one company making this type of electric bucket truck and they are on an International chassis, which makes the truck too big for the residential streets in Alameda.
Ford is in development to make an electric F550 chassis but that is still a couple years away. Staff will continue to monitor the market. The proposed truck will be a clean diesel Tier IV engine unit that meets or exceed California emissions standards. Exhibit 1 includes the quote from Downtown Ford. The purchase price for the bucket truck is $193,178.17 with pricing based on Downtown Ford’s State Contract 1-22-23-20F.
The City owns and maintains over 40 wastewater pump stations, each with pumps located in deep wells. These pumps often need to be pulled out for maintenance and replacement. This work is done with the use of a crane truck. The crane is also used for other sewer operational purposes. The City’s existing crane truck is at the end of its useful life and requires replacement. As mentioned for the bucket truck, a viable electric option for a crane truck on a Ford 550 chassis is not available. The proposed truck will be a clean diesel Tier IV engine unit that meets or exceed California emissions standards. Exhibit 2 includes the quote from Downtown Ford. The purchase price for the crane truck is $210,984.55 with pricing based on Downtown Ford’s State Contract 1-22-23-20F.
The City also maintains over 140 miles of sewer mains and 18,000 lateral pipes. A camera van is required for emergency response and proactive condition assessment to avoid pipe failures. The City’s existing camera van has outdated technology and an excessive number days it is out of service due to required repairs. The existing van meets the City’s purchasing policy replacement criteria and will be traded in for the proposed replacement. Weco Industries holds contract number SC01-21 with HGAC Buy, a cooperative purchasing agency that solicits and awards contracts through a public competitive procurement process compliant with state statutes. The City is a HGAC Buy member and the quoted price of $422,043.26, Exhibit 3, for this vehicle is based on the HGAC Buy contract. Vendors are not yet offering this specialty type of van as electric.
ALTERNATIVES
• Authorize purchase of the proposed replacement vehicles.
• Do not authorize purchase of the vehicles and provide staff a different direction.
FINANCIAL IMPACT
Funds for these replacement purchases were previously appropriated in the Fleet Replacement Fund (601). No additional budget appropriations are needed.
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 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
The Ford 550 bucket and crane trucks are equipped with modern clean diesel final Tier IV diesel engines that meets or exceed CA emissions standards.
RECOMMENDATION
Recommendation to Authorize the Purchase of Three Vehicles Consistent with the Revised Vehicle Replacement Policy in Amounts Not to Exceed $404,162.72 from Downtown Ford for One Versalift Bucket Truck and One Crane Truck and $422,043.26 from Weco Industries for a Multi-Conductor Camera Van.
Respectfully submitted,
Dan Olberg, Acting Fleet Supervisor
From,
Erin Smith, Acting City Manager
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Downtown Ford Quote - Bucket Truck
2. Downtown Ford Quote - Crane Truck
3 Weco Industries Multi-Conductor Camera Van Quote
cc: Jennifer Ott, City Manager