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CC - CONSENT ITEM: (1) Approval of a Purchase Order with Model 1 Commercial Vehicles in an Amount Not-to-Exceed $708,873 ($590,727.54 Base plus $118,145.50 Contingency) to Supply Three Electric Passenger Vans and (2) Approval of a Purchase Order with National Auto Fleet Group in an Amount Not-to-Exceed $177,220 to Upfit Three Electric Passenger Vans for Culver CityRide Service.
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Meeting Date: April 8, 2024
Contact Person/Dept: Allison Cohen/Transportation Department
Phone Number: (310) 253-6543
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (04/03/2024)
Department Approval: Diana Chang, Chief Transportation Officer (03/19/2024)
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RECOMMENDATION
Staff recommends the City Council: (1) approve a purchase order with Model 1 Commercial Vehicles in an amount not-to-exceed $708,873 ($590,727.54 base plus $118,145.50 contingency) to supply three electric passenger vans and (2) approve a purchase order with National Auto Fleet Group in an amount not-to-exceed $177,075 to upfit three electric passenger vans for Culver CityRide service.
BACKGROUND/DISCUSSION
Over the past ten years the Transportation Department has provided Dial-A-Ride (DAR) services within Culver City to those, primarily seniors, who are unable to drive or ride fixed route service. The existing three DAR vehicles, previously operated by Parks and Recreation, have become unreliable and have reached the end of their useful life, thus requiring replacement.
In 2021, Council awarded a purchase order with Sunset Vans to replace these vehicles with three low floor electric minibuses that were designed to be used for all local services under the program of Culver CityRide. Programs offered under the Culver CityRide brand include services for the City’s seniors, students, the downtown circulator project, and the Department’s future microtransit programs. While Sunset Vans’ RP Minibus allowed for the Department to meet the City’s goal of mitigating its carbon footprint through the purchase and deployment of zero emission vehicles, the retrofitted electric powertrain has led to a variety of mechanical problems that have adversely affected the vehicles’ reliability. Additionally, the vehicles’ range limitations and recharging times prohibit a full shift in service, further affecting the Department’s ability to provide reliable service. To mitigate the challenges associated with the minibuses, the Transportation Department was required to retain the older model vehicles that the minibuses were procured to replace. The retention of these older vehicles has resulted in additional workload for the Fleet Services Division and a significant increase in maintenance costs for the CityRide operation.
Considerations and research for zero emission alternatives to replace these vehicles have been conducted and new electric models currently exist in the market that will better meet Department needs and specific operational demands associated with CityRide services. In working with a variety of manufacturers and commercial transit dealerships, staff has found that the Ford E-Transit best fits the needs of the CityRide services and allows for the most flexibility to accommodate future needs. Originally sold by Ford Motor Company as a cargo van, the E-Transit has been upfitted by Model 1 to meet different configuration and route needs including ADA compliance requirements.
Staff is also seeking an additional 25% contingency to outfit the vans with modern conveniences to improve passenger experience. These additions include additional soundproofing, the addition of interior LED lights and speakers, a sound system, custom headliner and flooring, and interior wall paneling that will reflect the Transportation Department’s commitment to providing a safe and enjoyable ridership experience. Staff recommends working with National Auto Fleet Group, a vendor that has performed similar upfitting projects for the City previously, to complete these interior enhancements.
Pursuant to Culver City Municipal Code Section 3.07.055.G, the purchase of equipment, goods or supplies is exempt from formal competitive bidding requirements when competitive bid procedures have already been utilized by the City, another public agency or a non-profit entity whose main purpose is to help public agencies; provided, the equipment, goods or supplies are supplied to the City at the same or better price, as was obtained through the competitive bid procedures of that entity. The California Association for Coordinated Transportation (CALACT) conducted a request for proposals (RFP) for zero emission vehicles in 2023. In response to the RFP, CALACT awarded a contract to Model 1 Commercial Vehicles for Ford E-Transits. Similarly, staff was able to secure competitive pricing from National Auto Fleet Group through Sourcewell (formerly known as the National Joint Powers Alliance) Contract #120716-NAF for additional upfitting and outfitting of the vans.
FISCAL ANALYSIS
Total costs for these three vehicles are $590,727.54 for base purchase and $177,075 for upfitting. Sufficient funds are budgeted to in the Adopted Budget for Fiscal Year 2023-2024 in CIP Account No. 2038000.732120.PB003 (Paratransit Vehicle Electrification) for all costs including the contingency. The costs of procuring and upfitting these vehicles will paid for using local transit funds. No General Fund dollars will be used.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a purchase order with Model 1 Commercial Vehicles in an amount not-to-exceed $708,873 ($590,727.54 base plus $118,145.50 contingency) to supply three electric passenger vans; and
2. Approve a purchase order with National Auto Fleet Group for an amount not-to-exceed $177,075 to upfit three electric passenger vans for Culver CityRide service; and
3. Authorize the Purchasing Officer to issue such purchase orders on behalf of the City.