City of Culver City, California
Agenda Item Report
Meeting Date: 10/24/2011 Item Number: C-8
CITY COUNCIL AGENDA ITEM: Authorize the Purchase of a Scout Truck
(Amrep), Escape Hybrid (South Bay Ford), and Sanitation Rear Loader (Vehicles
as Part of a Multi-Family Recycling Grant Program.
Contact Person/Dept.:
Catherine Vargas / PW
Phone Number
310-253-6411
Fiscal Impact: Yes [x] No [] Fiscal Impact: Yes [x] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [x] Date: _______________
Public Notification: Meetings and Agendas – City Council (10/20/11)
Department Approval:
Charles D. Herbertson(10/12/11)
City Attorney Approval:
Carol Schwab (10/19/11)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (10/19/11)
City Manager Approval:
John M. Nachbar (10/20/11)
RECOMMENDATION:
Staff recommends that the City Council authorize the purchase of two collection
vehicles and one promotional vehicle as part of a CalRecycle Multi-Family Recycling
Grant Program.
BACKGROUND:
On December 15, 2008, the California Department of Recycling (CalRecycle)
awarded Culver City a grant in the amount of $777,421 (CalRecycle Grant) to
establish a multi-family recycling program in the Fox Hills area of the City.
Unfortunately, three months after receiving notice of the grant award, due to the
State’s financial crisis, the City received a stop work order that froze the grant funds
for an unspecified amount of time.
On May 1, 2010, CalRecycle issued a letter stating the grant was no longer frozen
and spending of grant funds could be started if the City desired. On May 26, 2010,
staff from the Finance Department and the Public Works Department met with
representatives from the State’s Department of Conservation to review the grant
scope, the reporting requirements, and the reimbursement process.
On June 28, 2010, the City Council approved accepting the CalRecycle Grant,
including the elements of purchasing vehicles, recycling bins, and marketing
materials, and hiring consultants to assist with marketing and outreach.
City of Culver City, California
Agenda Item Report
DISCUSSION:
The CalRecycle Grant allows for the purchase of two collection vehicles to support
the expansion of the multi-family mixed recycling program in the Fox Hills area; and
a promotional vehicle to be used for transporting marketing materials and to function
as a rolling billboard to promote beverage container recycling. After careful analysis
of the City’s recycling operation, Staff determined that a scout truck and rear loader
is needed to support the expanded recycling program.None of these vehicles will be
purchased through the City’s Equipment Replacement Fund (ERF). Since staff
recommends ultimate replacement of the Rear Loader and Scout Truck (at the end
of their useful lives), staff will include these vehicles in the ERF’s future amortization
costs. Such amortization costs would be attributed to the Sanitation Fund’s
contribution to the ERF.
Scout Truck
The scout truck is a highly specialized vehicle that incorporates a custom built trash
bin hauling apparatus on the rear of the vehicle. This complex apparatus contains a
hydraulic and electrical system that enables the vehicle to transport loaded trash
bins from subterranean parking garages and tight spaces. Because this is a very
unique and special type of apparatus, there are a limited number of companies that
can fabricate this vehicle to the City’s specifications.
The City currently has four (4) scout trucks. Unfortunately, the Equipment
Maintenance & Fleet Services Division struggles to maintain these vehicles because
of the poor quality and problematic vendor warranty repairs. Staff does not
recommend purchasing additional products from this vendor.
Amrep, a vehicle manufacturing company based in southern California, is willing to
custom build a scout truck for the City. Staff approached Amrep because it is the
only company that can build a scout truck to the City’s specifications and
performance standards. Since the scout truck operates in tight spaces, it is
imperative that it is built using a small pick-up truck instead of a full size vehicle. The
smaller form factor makes the fabrication and integration of the hoisting apparatus
very difficult which limits the number of vendors that can build the vehicle. We have
a long-standing relationship with Amrep and currently use other Amrep products.
They are a local Southern California company, so parts acquisition and warranty
service will be convenient. Amrep’s price proposal of $31,017.00 (plustax) is based
upon building the scout truck using the body of a Chevrolet Colorado Pick up. Due
to the aforementioned quality issues with the prior vehicles supplied by another
vendor, staff determined the prior vendor would not be responsive and responsible
to the specifications. After reviewing the specifications with Amrep, it was
determined that they are the only vendor in the area that can meet the specification
and quality requirements for this particular vehicle. Therefore, staff recommends the City of Culver City, California
Agenda Item Report
City Council determine that conformance with the competitive bidding procedures
would be contrary to the best interests of the City and waive the formal bid
requirements per CCMC Section 3.07.075(E)(3) and approve the procurement of
this vehicle from Amrep.
Escape Hybrid
The Equipment Maintenance & Fleet Services Division requested quotes for a new
Ford Escape Hybrid Sport Activity Vehicle from local Ford Dealerships. The three
quotes do not include state sales tax.
1) SouthBay Ford- $28,888.54;
2) Santa Monica Ford-$30,157; and
3) Wondries Fleet Group-$31,004.30.
Based upon the lowest quote, staff recommends purchasing the vehicle from South
Bay Ford.
Sanitation Rear Loader
EPO and Equipment Maintenance & Fleet Service Division staff collaborated on a
specification for a Compressed Natural Gas (CNG) powered rear loader to enhance
multi-family recycling collection. Velocity Vehicle Group provided the City with a
recent, competitive bid Request for Proposal (RFP) documentation from the City of
Beverly Hills for a rear loader that meets our requirements and specifications.This
vehicle will be used to service the increases in recycling throughout the community.
Particularly, the additional site specific needs of small multifamily locations that do
not have maneuvering space for a standard size collection vehicle. This CNG
powered rear loader meets the City’s clean air requirements. The cost is $240,500
plus applicable taxes.
Since the City will piggyback on the competitively bid RFP by the City of Beverly
Hills, the purchase of this vehicle is exempt from bidding requirements per CCMC
Section 3.07.045(G), which states: “Purchases of equipment, goods or supplies
where competitive bid procedures have already been utilized by the City, another
public agency…; 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.”
FISCAL ANALYSIS:
The vehicle purchase price and applicable sales tax will be entirely funded by the
CalRecycle Grant (20267510). Vehicle maintenance, fuel, and amortization cost will
be paid by the Sanitation Enterprise Fund. There is sufficient funding in
20267100.600800 – Refuse Collection Equipment Maintenance Charges to absorb City of Culver City, California
Agenda Item Report
the fuel and maintenance costs for this fiscal year. Future costs will be budgeted
appropriately in subsequent fiscal years. The amortization charges will begin in
Fiscal Year 2012/2013 and will include any “catch up” costs that may be needed to
ensure the necessary amount for future vehicle purchases is ultimately captured.
ATTACHMENTS:
None
MOTION:
That the City Council:
1. With respect to the purchase of the Scout Truck, determine that conformance
with the competitive bidding procedures would be contrary to the best interests of
the City and waive the formal bid requirements per CCMC Section
3.07.075(E)(3); and,
2. Authorize the purchase of a Scout Truck vehicle from Amrep in an amount not to
exceed$33,730.99; and,
3. Authorize the purchase of a Sanitation Rear Loader vehicle in anamount not to
exceed$261,543.75; and,
Vehicle
Purchase
Price
Tax
(8.75%)
Total Price
Scout
Truck
(Amrep)
$31,017.00 $2,713.99 $33,730.99
Sanitation
Rear
Loader
(Velocity
Vehicle
Group)
$240,500.00 $21,043.75 $261,543.75
Escape
Hybrid
(South
Bay Ford)
$28,888.54 $2,527.75 $31,416.29
Grand
Total
$300,405.54 $26,288.49 $326,691.03 City of Culver City, California
Agenda Item Report
4. Authorize the purchase of an Escape Hybrid vehicle from South Bay Ford in
anamount not to exceed$31,416.29; and,
5. .Authorize the City Attorney to review/prepare the necessary documents; and,
6. Authorize the City Manager to execute such documents on behalf of the City.