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sr-040709-1dc7® c;tvar City Council Report Santa Monica City Council Meeting: April 7, 2009 Agenda Item: i-'© To: Mayor and City Council From: Carol Swindell, Director of Finance Subject: Purchase of Low-Emission Three Wheeled Parking Enforcement Vehicles Recommended Action Staff recommends that City Council award a purchase order to Municipal Maintenance Equipment, Inc. to furnish and deliver nine new and unused low-emission single occupant vehicles to be used by Parking Enforcement in an amount not to exceed $237,762. Executive Summary In accordance with the vehicle replacement program, nine vehicles currently being used by Parking .Enforcement are due for replacement. This sole source purchase from Municipal Maintenance Equipment, Inc. was approved on March 17, 2009 and funds are available in the adopted budget for vehicle replacement. Discussion The low-emission, single. occupant vehicles proposed for purchase will be used by Parking Enforcement personnel and will replace vehicles scheduled for replacement. Westward Industries LTD is the sole manufacturer of these three-wheel scooters and Municipal Maintenance Equipment, Inc. is the sole distributor in Southern California. Ordinance Number 1743 (CCS), Section 5, paragraph 2.24.080 (1) of the Santa Monica Municipal Code allows exception to competitive bidding for proprietary items of original equipment manufacturers and/or their authorized exclusive distributors as in this case. These low-emission scooters can be legally driven on the street, which allows them to refuel at the Gity Yards fueling facility, and their small size permits greater maneuverability in tight areas and can reach a maximum speed. of 40 mph. 1 Vendor Selection In August 2008, the City published Notices Inviting Bids to furnish and deliver eleven new and unused low-emission single occupant vehicles to be used by Parking Enforcement in accordance with City specifications. Bid forms were mailed to nine vendors, posted on Planet Bids and notices were advertised in accordance with City Charter and Municipal Code provisions. Two bids were received and publicly opened on September 29, 2009. The vehicle offered by T3 Motion was astand-on vehicle and is unsuitable for parking enforcement as the operators would need to stand on their .feet the entire day. The vehicle offered by T3 Motion does not meet the needs of Parking Enforcement and Fleet Management. Two units were purchased from the bid that was submitted by Municipal Maintenance Equipment, Inc. in November 2008. Purchasing these additional nine vehicles from Municipal Maintenance Equipment, Inc. enables the City to upgrade to the new model series hybrid at no additional cost to the City (see attached letter) when it is released during the 3~d quarter of 2009. Financial Impacts & Budget Actions Funds for this purchase are available in account 0540167.589100, Vehicle Replacement Fund. Prepared by: Kimberlie Nimori, Senior Buyer Approved: Forwarded to Council: Director of Finance Attachments: Attachment A -Letter P. M Attachment B -Photo of scooter 3 ~.1"TACHENT A .March 12, 2009 Municipal Maintenance Equipment 2360 Harvard Street Sacramento, California 95815 Attention: Mr. Frank Wheeler Reference: Proposed Santa Monica Hybrid Replacements Dear Mr. Wheeler; Westward Industries will be introducing a series gas electric hybrid to the market upon successful completion offield-testing. We anticipate that the new modet will be available for retail sale in the 3`d quarter 2009. In order to facilitate Santa Monica's desire to utilize vehicles of a hybrid technology, Westward Industries offers, on a one time basis, the following: Should Municipal Maintenance Equipment be awarded a Purchase Order for 9 units as per terms of SID # 2957, FOR NEW AND UNUSED LOW-EMISSION, SINGLE OCCUPANT VEHICLES TO BE USED BY PARKING ENFORCEMENT by April 15'x', 2009, Westward Industries Ltd. will provide the current Interceptor III gas powered units and replace all said units, upon Santa Monica's written request, with the new model Series Hybrid expected to be released to market 3Td quarter 2004, at no additional cost to City of Santa Monica; CA provided that the Interceptor HI gas powered units are in good working order and the units' accumulated hours and/or mileage have not exceeded standard annualized usage rates of 12,000 miles or 2080 hours per year. I hope that this initiative expresses Westwards desire and dedication to support our dealers and their customer's needs. Hoping the above meets with the City of Santa Monica's approval, I remain, Yours truly, r-Rkmmrratvn President & CEO CClIi'lhomas w w w -. w e s t w o r d i n d u s t r i e s c o m