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CC - (1) Approval of a Purchase Order with Peterbilt Motors Company Sourcewell for the Purchase of a Peterbilt CNG Flatbed vehicle in an Amount Not-To-Exceed $198,454.34; and (2) Authorization of Additional Funds in an Amount Not-to-Exceed $5,000 for the Purchase of Supplemental Equipment.; and 3) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Related Budget Amendment.
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Meeting Date: March 8, 2021
Contact Person/Dept: James Pledger, PW/EPO
Phone Number: 310-253-6423
Fiscal Impact: Yes [x] No [] General Fund: Yes [] No [x]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/03/2021);
Department Approval: Charles D. Herbertson, PW Director/City Engineer (02/22/2021)
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RECOMMENDATION
Staff recommends the City Council (1) approve a purchase order with Peterbilt Motor Company Sourcewell for the purchase of a Peterbilt Motor Company Flatbed vehicle in the amount of $193,454.34; and (2) authorize additional funds in an amount not-to-exceed $5,000 for the purchase of supplemental equipment; and 3) FOUR_FIFTHS VOTE REQUIREMENT: Approval of a related budget amendment
BACKGROUND/DISCUSSION
The Culver City Public Works Environmental Programs & Operation Division is responsible for developing and operating a wide variety of environmental programs in Culver City, including sustainability programming, school recycling programs, sewer and storm drain system management, street sweeping, and stormwater / NPDES program development. EPO has worked extensively with the local community and surrounding regions to establish successful partnerships to provide community education, support and environmental outreach.
In 2018 Culver City submitted a Grant proposal and was awarded $497,144.00 to establish a food rescue component to the existing city refuse and recycling routes to service food insecure populations.
Culver City FOOD WASTE PREVENTION AND RESCUE GRANT PROGRAM FY 17-18 (FW2) - Grant Number 20223 has a remaining budget of $208,711.02 and the Grant Manager has approved the use of all remaining grant funds towards the purchase of this vehicle. This grant is scheduled to end on April 1, 2021. However, the grant manager is pursuing an extension to the grant for 12 months for the City to complete all purchases and implementation of the grant proposal.
A flatbed vehicle would be beneficial to the program to collect pallets of non- refrigerated food from local grocers and businesses. Culver City has already purchased a refrigerated vehicle for this need with the Grant funding. When not in use for food recovery, the flatbed will be used to deliver and exchange waste and recycling containers.
Staff contacted several vehicle manufactures to identify a vehicle that met the division’s needs. During this process, staff evaluated standard and alternative fuel vehicles and determined Peterbilt Motor Company offered an alternative fuel option that could be purchased through our Sourcewell partnership. Peterbilt Motor Company was founded in 1939 and has been creating purpose-built vehicles for 80 years.
Culver City Municipal Code Section 3.07.045.G indicates the purchase of the 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. Staff was able to secure competitive pricing from Peterbilt Motor Company through Sourcewell (formerly known as the National Joint Powers Alliance) Contract #060920 PMC.
Staff recommends the City Council approve a purchase order with Peterbilt Motors Company Sourcewell for the purchase of a flatbed vehicle in an amount of $193,454.34 and authorize an additional $5,000 for supplemental equipment.
FISCAL ANALYSIS
The grant funding for the purchase of this vehicle was received and included in the previous Fiscal Year 2019/2020 in Account # 20260470.343515. Staff is requesting a FY 2020/2021 budget amendment to carryover funds from the prior fiscal year into Account #2026470.514100 ($133,000), Account #2026470.514600 ($31,052) and Account #2026470.7321590 ($52,000). This budget amendment requires a Four-Fifths Vote.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve a purchase order with Peterbilt Motor Company Sourcewell for purchase of Peterbilt Motors Company Flatbed vehicle in the amount not to exceed $193,454.34 including fees and taxes; and
2. Authorize additional funds in an amount not-to-exceed $5,000 for the purchase of supplemental equipment; and
3. Approve a related budget amendment ( requires a four-fifths vote); and
4. Authorize the Purchasing Officer to issue such Purchase Order(s).