TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Bruce Moe, Finance Director
Gwen Eng, General Services Manager
SUBJECT: Title
Purchase of Four Replacement Police Parking Control Vehicles from The Electric Car Company of Long Beach in the Amount of $152,611.61 and Supplemental Appropriation of $19,200 from the AB 2766 (Motor Vehicle Registration Fee) Subvention Fund.
WAIVE FORMAL BIDDING, APPROVE, APPROPRIATE
Body
____________________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council:
a) Waive formal bidding per Municipal Code Section 2.36.140 (waivers);
b) Authorize the City Manager to purchase four parking control vehicles from the Electric Car Company of Long Beach in the amount of $152,611.61; and
c) Approve a Supplemental Appropriation of $19,200 from AB 2766 Subvention Funds in order to offset the budget shortfall.
FISCAL IMPLICATIONS:
Funds totaling $141,458 are budgeted in the fiscal year 2012-2013 Fleet Management Fund to purchase and equip these vehicles. The total cost to purchase and equip these four units is $160,611.61; $152,611.61 for the vehicles and $8,000 for equipment. The budget shortfall of $19,153.61 will be offset by AB 2766 Subvention Fund monies. By using these funds, the City takes advantage of grant monies and lessens the impact on the Fleet Management Fund.
DISCUSSION:
The adopted Fiscal Year 2012-2013 budget contemplates the replacement of 61 vehicles in the City's fleet. The list includes a wide variety of vehicles that need to be replaced in order to maintain service levels, reduce repair costs and provide for cost-effective fleet operations. The list represents several "catch-up" years when the fleet was not actively replaced due to budget constraints. Where possible and practical, alternative fuel vehicles have been selected, with eight such vehicles on the list replacing traditional fuel vehicles.
There are currently seven 3-wheeled, gasoline-powered vehicles (known as "Go-4") in use for parking enforcement activities. This purchase is to replace four of those vehicles, which run on gasoline, with a new make and model of electric vehicle of similar size known as a "Firefly." This Firefly is specially designed for parking enforcement duties, and lends itself to safe navigation of City streets. It is a versatile vehicle that allows staff to perform enforcement tasks without blocking traffic, as well as safe execution of duties without the need to exit the vehicle. It is also able to store all of the necessary equipment utilized by the parking control officers.
Although the Firefly is fairly new to the marketplace, they have been used successfully at several municipalities: Santa Monica, CA; Clayton, MO; Seattle, WA and Roanoke, VA. Staff checked references and also successfully field tested a unit to ensure suitability for Manhattan Beach topography including hills and narrow streets. The City has electric charging infrastructure available for these four vehicles.
The original budgeted amount of $141,458 is not sufficient to complete the purchase. That amount was based upon replacing the existing units with the same make and model gasoline-powered unit "Go-4", as well as reusing existing electronic equipment. However, because of design differences, the electronic equipment cannot be transferred from the old vehicle to the new models. Additionally, the purchase price of the electric vehicle "Firefly" is $3,400 more than a standard gasoline-powered "Go-4". The combination of new electronics and higher vehicle price results in the budget shortfall of $19,153.61. As a result, staff recommends that the City Council appropriate $19,153.61 from the AB2766 Fund to complete the funding.
There is only one authorized Firefly dealer for Southern California; as a result, competitive bidding is not possible. However, staff did negotiate a quantity discount of $300 per vehicle. Consequently, staff recommends awarding an order to the Electric Car Company of Long Beach in the amount of $152,611.61 for the purchase of four vehicles. If this purchase is approved, the existing units will be retired and sent to auction. The new vehicles will arrive in approximately four months.
Attachment:
1. Photograph of Firefly parking enforcement vehicle