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CC - CONSENT ITEM: Approval of a Purchase Order with National Auto Fleet Group for the Purchase of Two Parking Meter Service Vans and One Sewer Inspection Truck in an Amount Not-to-Exceed $553,605.
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Meeting Date: April 14, 2025
Contact Person/Dept.: Gary Wansley/Public Works Department
Christopher Evans/Public Works Department
Phone Number: (310) 253-6444
(310) 253-5602
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (04/10/2025)
Department Approval: Yanni Demitri, Director of Public Works/City Engineer (04/02/2025)
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RECOMMENDATION
Staff recommends the City Council approve a purchase order with National Auto Fleet Group for the purchase of two parking meter service vans, and one sewer Inspection truck in an amount not-to-exceed $553,605.
BACKGROUND/DISCUSSION
Culver City Public Works Maintenance Division operates a fleet of 44 vehicles including electrical trucks, bucket trucks, parking meter repair vans, and specialized equipment to perform essential City services like street maintenance, electrical streetlight maintenance, and for other infrastructure.
As part of the Adopted Budget for Fiscal Year 2024-2025, the City Council approved the purchase of two parking meter service vehicles (for a total of three) and a sewer inspection truck to expand the Public Works Maintenance Division fleet. The one existing parking meter van has exceeded its useful life and is scheduled to be replaced in Fiscal Year 2025-2026, and the two additional parking meter vans will provide the three parking meter technicians individual control over the maintenance of over 2,500 parking meters, including the 700 new parking meters that are anticipated to be installed Fiscal Year 2025-2026.
The sewer inspection truck will be equipped with cameras and will be used to quickly and efficiently visually assess the condition of sewer main, or storm drain lines in a non-invasive manner, and without staff having to enter the sewer system, increasing worker safety. In addition, where there are smaller sewer lines that staff cannot currently visually inspect, the sewer inspection truck cameras will view any blockages or other issues and enable early identification of potential problems before they escalate, thus providing more timely intervention and, oftentimes, preventing minor issues from developing into major, costly repairs. Regular camera inspections of sewer lines are part of staff’s preventive maintenance plan.
After developing specifications for the new service vehicles, staff reviewed numerous models and their options from various manufacturers, and staff evaluated each manufacturer’s current offerings based on price, value, and ability to meet the operational needs of the City. For the City’s parking meter operation, staff determined that an E-Transit Cargo van (battery electric) and a Transit Cargo van (gasoline), both manufactured by Ford Motor Company, would best meet the specifications and comply with California’s Advanced Clean Fleet requirements. The purchase of one gasoline powered vehicle provides the necessary ability to quickly refuel a vehicle out in the field during an emergency while an electric powered vehicle would need to return to its charging location to recharge. Staff selected the Ford E-450 commercial duty van, outfitted with a CCTV (closed caption television) inspection package, as the best choice to meets the sewer inspection requirements.
Pursuant to Culver City Municipal Code Section 3.07.055.G, the purchase of equipment, goods and supplies are exempt from formal competitive bidding requirements when competitive bid procedures have already been utilized by the City or another public agency or non-profit entity whose main purpose is to help public agencies make purchases; provided, the equipment, goods or supplies are supplied to the City at the same or better price, and were obtained through the competitive bid procedures of that entity. Staff was able to secure competitive pricing from National Auto Fleet Group through Sourcewell (formerly known as the National Joint Powers Alliance) Contract #091521-NAF. Sourcewell is a service cooperative created by the Minnesota legislature as a local unit of government (Minn. Const. art. XII, sec 3) that works to streamline the procurement process by developing requests for proposals and invitations for bids for national, competitive solicitations that meet or exceed local requirements. In July 2021, Sourcewell issued a request for proposals for automobiles, SUVs, vans, and light trucks with related equipment accessories and awarded Contract #091521 to National Auto Fleet. National Auto Fleet shall provide vehicles in accordance with the pricing specificized in the Sourcewell contract.
Staff recommends the City Council approve a purchase order with National Auto Fleet Group for the purchase of two new parking meter service vans and one sewer inspection truck in an amount of $553,605.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding for this purchase order in the Parking Authority Fund and the Sewer Maintenance Enterprise Fund. The three vehicles were included on the Enhancement List in the budget book on page 46. No General Fund money would be used towards the purchase of these vehicles. The Adopted Budget for Fiscal Year 2024-2025 includes $170,000 for the purchase of the two parking meter vans in the Parking Authority Fund in Account No. 47516100.732100 (Parking Authority Fund - Auto-Rolling Stock & Equipment) which can be found in the Non-Departmental section of the budget book on page 239. The Adopted Budget for Fiscal Year 2024-2025 also includes $350,000 for the purchase of the sewer inspection truck in the Sewer Maintenance Enterprise Fund Account No. 20460300.732120 (Wastewater Maintenance - Departmental Special Equipment) which can be found in the Public Works section of the budget book on page 437. The Sourcewell quote for the recommended sewer inspection truck is $384,218. There is sufficient funding in the Sewer Maintenance Enterprise Fund budget for Fiscal Year 2024-2025 to cover the remaining $34,218.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve a purchase order with National Auto Fleet Group for the purchase of two parking meter service vans and one sewer Inspection truck in an amount not-to-exceed $553,605.
2. Authorize the Purchasing Officer to execute such purchase order on behalf of the City.