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CC - CONSENT ITEM - (1) Approval of a Purchase Order with Ray Gaskin Service, Authorized Extension of Curbtender for the Purchase of a Curbtender 2023 Tomcat Model Collection Vehicle in the Amount of $201,347.75; (2) Authorization to the Purchasing Officer to Approve Amendments to the Purchase Order in an Additional Amount of $20,000 for a Total Not-to-Exceed Amount of $221,347.75; and (3) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Related Budget Amendment Appropriating $221,347.75 from Refuse Fund Balance.
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Meeting Date: August 14, 2023
Contact Person/Dept: James Pledger/Public Works - EPO
Phone Number: (310) 253-6423
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Public Hearing: Yes [ ] No [X] Action Item: Yes [ ] No [X]
Attachments: Yes [ ] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/09/2023)
Department Approval: Yanni Demitri, Director of Public Works/City Engineer (07/18/2023)
RECOMMENDATION
Staff recommends the City Council (1) approve a purchase order with Ray Gaskin Service, authorized extension of Curbtender,for the purchase of a Curbtender Tomcat Collection Vehicle in the amount of $201,347.75; (2) authorize the Purchasing Officer to approve amendments to the purchase order in an additional amount of $20,000 for a total expenditure not-to-exceed amount of $221,347.75; and (3) approve a related budget amendment appropriating $221,347.75 from Refuse Fund Balance (four-fifths vote required).
BACKGROUND
Senate Bill (SB) 1383 (Lara, Chapter 395, Statutes of 2016, Short-Lived Pollutants: Methane Emissions Reductions) was signed into law by then Governor Jerry Brown on September 19, 2016. Its primary objective is to address the issue of methane emissions by reducing the presence of organics in landfills. Organic waste constitutes over a third of California's waste stream and, when decomposed in the anaerobic environment of landfills, generates methane gas. In fact, in 2019, methane accounted for 10% of all U.S. greenhouse gas emissions resulting from human activities, according to the US EPA.
To combat methane emissions originating from landfilled organics, SB 1383 sets ambitious targets for organic waste reduction. The legislation imposes specific requirements on various entities, including municipalities, residential households, commercial businesses and owners, commercial edible food generators, haulers, food recovery organizations, and food recovery services. These requirements are designed to support the attainment of statewide organic waste disposal reduction targets. SB 1383 introduces Sections 39730.5, 39730.6, 39730.7, and 39730.8 to the California Health and Safety Code, as well as Chapter 13.1 (commencing with Section 42652) to Part 3 of Division 30 of the California Public Resources Code. Additionally, the regulations establish statewide methane emissions reduction targets.
DISCUSSION
As part of the City's efforts to comply with SB 1383, it is essential to implement organic waste and mixed recycling services for all commercial businesses and multi-family properties. As of June 30, 2023, there are approximately 500 locations requiring organic waste service and around 300 locations needing mixed recycling service. It is crucial to achieve compliance with the SB 1383 by the City’s target date of March 31, 2024. To accommodate the additional customers entering these programs, the acquisition of the Curbtender Tom Collection Vehicle is necessary.
The Curbtender Tom Collection Vehicle will significantly enhance the City’s capacity to meet the SB 1383 mandate. This smaller vehicle will be utilized for collecting residential-type carts from commercial businesses and multi-family properties. Its smaller size enables easy navigation within the City and facilitates property access. Moreover, the vehicle is equipped with a manual cart tipper, which can also support residential collections if required. Curbtender Inc., a reputable manufacturer of refuse collection vehicles since the early 1970s, is renowned for providing solutions for non-standard size waste collection vehicles.
Incorporating the Curbtender Tom Collection Vehicle into City operations will enhance staffing flexibility, as it can be driven and operated by any individual possessing a Class C license. This vehicle will play a pivotal role in the City’s endeavors to meet the SB 1383 requirements effectively.
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. Sourcewell, a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota, conducted a request for proposals (RFP) for Mobile Refuse Collection Vehicles with Related Equipment, Accessories, and Services in 2019. In response to the RFP, Sourcewell awarded a contract to Curbtender Inc. (Contract #09219-CRB) for refuse collection vehicles. Through the terms of the Sourcewell contract, staff was able to secure competitive pricing from Curbtender Inc.’s local reseller, Ray Gaskins.
FISCAL ANALYSIS
Funding for this vehicle was not included in the Adopted Budget for Fiscal Year 2023-2024. $221,347.75 is required to purchase the vehicle including the $20,000 contingency. Staff recommends that Council appropriate $221,347.75 from the Refuse Fund Balance into Account No. 20260400.731200 (Refuse Collection Administration - Auto Rolling Stock & Equipment) (requires a four-fifths vote).
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a purchase order with Ray Gaskin Service, authorized extension Curbtender Sourcewell for purchase of Curbtender Pup Collection Vehicle in the amount of $ 201,347.75;
2. Authorize the Purchasing Officer to approve amendment(s) to the purchase order in an additional amount not-to-exceed $20,000;
3. Approve a budget amendment appropriating $221,347.75 from Refuse Fund Balance (requires four-fifths vote); and
4. Authorize the Purchasing Officer to issue such Purchase Order.