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CC - Approval of a Purchase Order with National Auto Fleet Group for the Purchase of a Bus Service Vehicle in an Amount Not-to-Exceed $71,505.39.
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Meeting Date: November 9, 2020
Contact Person/Dept: Allison Cohen/Transportation
Phone Number: (310)253-6543
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/04/2020)
Department Approval: Rolando Cruz, Chief Transportation Officer (10/30/2020)
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RECOMMENDATION
Staff recommends the City Council approve a purchase order to National Auto Fleet Group for the purchase of a bus service vehicle in an amount not-to-exceed $71,505.39.
BACKGROUND/DISCUSSION
Culver CityBus operates a fleet of 54 vehicles transporting more than 12,000 customers daily across a 25.5 square mile service area. In support of that operation, the Transportation Department’s Fleet Services Division utilizes a fleet of three service vehicles: one to aid in the cleaning, maintenance, and repair of bus stops, and two to transport technicians, tools, and equipment in the event that roadside assistance is required.
In accordance with the United States Code of Federal Regulations Title 49 Part 625, each vehicle, as well as other assets for which the Transportation Department has a capital responsibility, are included in Culver City’s Transit Asset Management Plan (TAM Plan) and their performance is tracked annually to ensure that they can be safely and efficiently kept in service in a state of good repair. Each vehicle is assigned a useful life benchmark by which performance targets are measured. These targets, while typically based on asset age, consider how long it is cost effective to operate an asset before ongoing maintenance costs outweigh replacement costs.
In Fiscal Year 2020-21, the Transportation Department budgeted to replace Shop Vehicle #2080, a 2001 Ford F350 that has exceeded its useful life benchmark and should be replaced. After developing specifications for the new service vehicle, staff reviewed numerous 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 and determined that a one ton pickup truck manufactured by Ford Motor Company would best meet the requirements of the Department. Staff then conducted an independent analysis of the battery-electric truck market but found that no options with gross vehicle weight ratings exceeding 9,990 are commercially available today.
Pursuant to Culver City Municipal Code Section 3.07.055.G, the purchase of equipment, goods and supplies is exempted 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, as was 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 #120716-NAF.
Staff recommends the City Council approve a purchase order with National Auto Fleet Group for the purchase of a new bus service vehicle in an amount of $71,505.39.
FISCAL ANALYSIS
Sufficient funding for this project has been budgeted in Transportation capital account 20370300.732100 in FY2020-21 for the project.
ATTACHMENTS
None
MOTION
That the City Council:
1. Approve a purchase order with National Auto Fleet Group for the purchase of a bus service vehicle in an amount not-to-exceed $71,505.39.
2. Authorize the Purchasing Officer to execute such purchase order on behalf of the City.