TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Mark Leyman, Parks & Recreation Director
Bruce Moe, Finance Director
Eve Kelso, Recreation Services Manager
Gwen Eng, Purchasing Manager
SUBJECT:Title
Purchase of One Budgeted Replacement Dial-A-Ride Bus from A-Z Bus Sales in the Amount of $128,498.66 using AB 2766 (Motor Vehicle Registration Fee) Subvention Funds (Parks and Recreation Director Leyman).
WAIVE FORMAL BIDDING; APPROVE
Body
_____________________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that the City Council waive formal bidding per Municipal Code Section 2.36.150 (cooperative purchasing) and approve the purchase of one replacement Dial-A-Ride bus in the amount of $128,498.66 from A-Z Bus Sales.
FISCAL IMPLICATIONS:
Funds totaling $145,000 are budgeted in the fiscal year (FY) 2014-2015 AB 2766 Subvention Fund to purchase and equip this vehicle. The vehicle costs $128,498.66; the remaining budgeted funds of $16,501.34 will be used for any other necessary equipment and graphics.
DISCUSSION:
The vehicle referenced in this staff report is part of the planned Vehicle Replacement schedule for FY 14-15. The budgeted replacement vehicle recommended for purchase is a 20-passenger Compressed Natural Gas (CNG) bus and replaces the same. The bus being replaced has 79,700 miles and due to age, is now requiring costly repairs. The selection of the replacement vehicle has been approved by the using department and the City's Fleet Manager.
The City currently maintains a fleet of three Dial-A-Ride buses and one van. All four units are typically in operation during peak periods. The requested bus is classified as a paratransit vehicle which was selected to ensure the best solution for the City's requirements. The following selection criteria were used:
1. A tight turning radius to negotiate narrow streets
2. The angle of approach and departure to clear hilly topography without damage to the vehicle
3. An effective layout that maximizes seating access and legroom for passengers
4. Local, reliable service facilities for repairs and warranty work
Whenever practical, the City "piggybacks" onto contracts which are economically advantageous. In this case, A-Z Bus Sales has offered the City pricing from the CalACT (California Association for Coordinated Transportation) Vehicle Purchasing Cooperative. CalACT is a state transit association consisting of small, rural and specialized transportation providers statewide.
The lead agency on the bid, Morongo Basin Transit Authority (MBTA), solicited bids and made multiple awards for accessible paratransit vehicles on behalf of 300 member agencies. The awards were based on varying models and specifications, with the agreement that the vendors awarded contracts may not offer lower pricing than the stated contract amounts.
A-Z Bus Sales was the lowest bidder for the model specified by the City of Manhattan Beach. Because of the pricing and structure of the competitive bid and resulting contracts, staff believes that the CalACT pricing from the Morongo Basin Transit Authority is the best attainable that meets the City's needs. As a result staff recommends purchasing the bus from A-Z Bus Sales.
The recommended bus runs on CNG, an alternative fuel. In addition, this vehicle (Glaval) has the farthest range (220 miles) in comparison to other vehicles in the same category. This will allow for fewer fueling interruptions during the day. This is one of the primary buses used for the Older Adults program trips. The City already has had two CNG Glavals in the fleet and is satisfied with its performance and dependability.
The requested paratransit vehicle was selected based on the best solution for the City's needs. Based on this available piggyback opportunity, staff recommends City Council waive formal bidding utilizing cooperative purchasing and authorize the City Manager to award an order to A-Z Bus Sales in the amount of $128,498.66 for the purchase of one bus. If this purchase is approved, the existing unit will be retired and sent to auction. The new vehicle will arrive in approximately six months.