SR 05-24-2016 3O 205-003/515-000-01
City Council
Report
City Council Meeting: May 24, 2016
Agenda Item: 3.O
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Bid Award for the Purchase of 23 Westward Industries GO-4 Electric Vehicles
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4235 to Municipal Maintenance Equipment. Inc., a California-based
company for the purchase and delivery of 23 Westward Industries GO-4 Electric
Vehicles;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Municipal Maintenance Equipment. Inc. for the purchase and delivery of 23
Westward Industries GO-4 Electric Vehicles in an amount not to exceed
$1,064,263.
Executive Summary
The City is responsible for parking enforcement and traffic control duties. This purchase
would replace 23 vehicles that have reached the end of their cost-effective useful life
through the Vehicle Replacement Program. In February 2016, the City solicited bids for
the purchase and delivery of 23 Westward Industries GO-4 Electric Vehicles, or equal.
After reviewing all submittals received, staff recommends Municipal Maintenance
Equipment, Inc. as the sole and best bidder for the purchase and delivery of 23
Westward Industries GO-4 Electric Vehicles in the amount of $1,064,263. This purchase
meets the goals of the Cit-Emissions Fuels Policy by utilizing vehicles
powered by electricity.
Discussion
The City replaces vehicles that have reached the end of their cost effective useful life
through the Vehicle Replacement Program. The existing vehicles have a cost-effective
useful life span of six years. The current equipment was purchased between 2003 and
2009 and is between seven to 13 years old. The maintenance and repair costs on all
the vehicles have exceeded their original purchase price, with at least five of these
vehicles having maintenance and repair costs double the original purchase price over
their 13 year life (Attachment B). In addition, at least four of our existing Go-
the CNG fuel tank expire in September 2016, which would require an additional
expense of about $4,500 per vehicle for new tanks.
1 of 5
-4 Electric Vehicles
for routine parking enforcement duties throughout the City and for use when providing
traffic control. The unique single-occupant, three-wheel design of the GO-4 EV allows
Traffic Services Officers to perform their duties with no or minimal impedance of traffic,
and maneuver through congested roadways all while having the appropriate lighting and
warning equipment to alert motorists of their presence.
Example of a Westward Industries GO-4 electric vehicle
tested various conventional vehicles,
such as the Honda Civic, Smart Car, Mini Cooper, and other specialized vehicles, and
determined the three-wheel, single-occupant configuration of the GO-4 meets their
operational requirements best by providing a vehicle that has the least impedance of
traffic flow and can maneuver more easily through congested roadways and tight
spaces as compared to a two-axle, four-wheel vehicle. In addition, Traffic Services
Officers enter and exit their vehicle hundreds of times per day. The low-to-the-ground
vehicle base with high seat and single-occupant configuration of the GO-4 allows the
operator to
each time they enter or exit the vehicle, thus greatly decreasing driver injuries and
workers compensation claims. In addition, sliding doors prevent operators from
accidentally opening doors into oncoming traffic.
The GO--Emissions Fuels Policy by utilizing
vehicles powered by electricity. Because of the nature of the equipment used by the
Parking Enforcement staff to ensure safety, visibility, and to maintain communication,
vehicles designed for this capability are able to meet these rigorous demands. The
combination of electric powered vehicles in the unique setting is one of the factors that
has a substantial impact on the type of vehicle that can be used. Furthermore, the City
of Santa Monica, a leader in sustainability, is one of the first municipalities that would
place a large size order for GO-4 electric vehicles rather than unleaded models.
2 of 5
Vendor Selection
In February 2016, the City published Notices Inviting Bids to furnish and deliver 23
Westward Industries GO-4 Electric Vehicles, or equal, in accordance with City
-line bidding site, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. A total of 604 vendors were notified and 13 vendors
downloaded the bid. One bid was received and publicly opened on February 25, 2016,
per Attachment A. Procurement conducted additional outreach to vendors who
downloaded the bid to see why they did not submit a bid; out of the 13 vendors that
Alvarez Electric Motors, which stated they are unable to supply the goods specified
because they do not meet the specifications. Their vehicle uses absorbed glass mat
batteries, not lithium ion, has a 40 to 50 mile range, not 65 to 75 miles, has four wheels,
not three, and is not capable of towing the portable trademarked speed boards used by
Traffic Enforcement to notify a driver of their speed versus the posted limit. Lithium ion
batteries are industry standard, have a longer life span, are lighter, and have a lower
maintenance cost. Also, Traffic Service Officers are out in the field the entire day and
have multiple shifts, which could utilize the same vehicle around the clock. The longer
battery range allows the operation to continue working without the need to charge the
vehicle in between shifts.
In addition to the supplemental outreach conducted by Purchasing, staff reached out to
municipalities throughout the country that have purchased a Westward Industries GO-4
vehicle within the past few years. The City of Pacific Grove, City of Portland, City of
Santa Barbara, City of Pasadena, City and County of Denver, City of Manhattan Beach,
City of Minneapolis, and City of Las Vegas were contacted about the procurement
process they conducted. All municipalities reported that they purchased an older model
year than 2016 model, received a single bid after conducting a competitive process, and
all municipalities except for the City of Pacific Grove and City of Portland purchased the
unleaded fuel model.
The City of Pacific Grove purchased one 2015 Westward Industries GO-4 Electric
Vehicle with different options than staff requested for this purchase. Although the bid
price is lower than the bid price the City received, the 2016 model year with
manufacturer upgrades as outlined below and additional opti
bid account for the difference in price.
Staff reached out to the manufacturer, Westward Industries, to explain the difference in
unit price from the 2015 electric model to the 2016 electric model. They reported that
the new production models have a rear independent suspension versus the stiffer leaf
springs suspension of the older model and the previously optional extended battery
pack with newer battery technology has become the standard battery pack. The new
3 of 5
pack is 20.2 KiloWatts versus 19.2 KiloWatts, is longer lasting and much lighter in
weight.
Staff explored the option of rejecting the bid in order to negotiate a sole source
agreement with Westward Industries and see if the vendor would be willing to extend a
quantity discount. The manufacturer indicated they would not offer a quantity discount,
as these vehicles would need to be manufactured and their pricing reflects their cost
plus profit. MME indicated that they would offer a discount for payment received within
15 days of receipt. Based on this information staff determined that the time it would
take to reject the bid, negotiate a sole source and seek Council approval thereafter
would result in a delayed delivery of new vehicles beyond the available service date of
certain vehicles, CNG tanks of four of the 23 to be replaced vehicles will expire in
need to replace the CNG tanks on four vehicles. Due to this fact, staff decided that the
benefit of moving forward with this bid award would be the most beneficial to the City of
Santa Monica.
The bid was evaluated based on the criteria in SMMC 2.24.072, including price,
previous experience, ability to deliver, quality of product, and compliance with City
specifications. Based on these criteria, as well as the extensive outreach conducted,
staff recommends Municipal Maintenance Equipment, Inc. as the sole and best bidder
for the purchase and delivery of 23 Westward Industries GO-4 Electric Vehicles in the
amount of $1,064,263.
Financial Impacts and Budget Actions
The purchase order to be awarded to Municipal Maintenance Equipment, Inc. is for an
amount not to exceed $1,064,263. Funds are available in the FY 2015-16 Capital
Improvement Program budget in account C540167.589200.
Prepared By:
Heidi Duran, Administrative Analyst
Approved Forwarded to Council
4 of 5
Attachments:
A. Attachment A - Bid Summary
B. Attachment B - Summary of GO-4 Maintenance Costs
5 of 5
ATTACHMENTA
BID#:4235BIDRESULTSBIDCLOSEDATE:2/25/16
MUNICIPALMAINTENANCEEQUIPMENT
ALVAREZELECTRICMOTORS
BIDDESCRIPTION:FURNISHANDDELIVERTWENTYTHREE(23)NEWANDUNUSED NOBID
WESTWARDINDUSTRIESGO4ELECTRICVEHICLES,OREQUAL,TOBEUSEDBYTHE CannotfurnishgoodsorservicesassepcifiedWedon'tmeet
SACRAMENTO,CA
thespec.WehaveAGMbatteries.Wego40to50milesona
POLICEDEPARTMENT,ASREQUIREDBYFLEETMANAGEMENT.
charge.Wehave4wheelsnot3.Wealsodon'ttow.
DESCRIPTIONQTYUNITPRICEEXTENDEDPRICENOTES
GO4EV,COMPLETEWITHALLCOMPONENTSASSPECIFIED 23$39,790.00$915,170.00
LEDHEADLIGHTS 23$750.00$17,250.00
NERFBAR 23$638.00$14,674.00FrontandRear
PORTABLELEVEL1POWERCORD(110VSLOWCHARGE)23$850.00$19,550.002in1120V/220V
Ϋht9w!hw{INSTRUCTIONMANUAL 23IncludedIncluded
*SHOPMAINTENANCEMANUALS 1$400.00$400.00
Includedw/Includedw/shop
*ILLUSTRATEDPARTSBOOK 1
shopmanualmanual
Includedw/Includedw/shop
*ELECTRICWIRINGSCHEMATIC 1
shopmanualmanual
WestwardInd.Factory
FACTORYTRAININGFORUPTO6CITYSTAFF 1$4,000.00$4,000.00
Tech
EVDiagnosticToolKit 1ea.$775.00$775.00
SUBTOTAL$971,819.00
SALESTAX(9.5%)$92,322.81
Seeattachedwarranty
WARRANTY 23IncludedIncluded
statement
TIREFEE 235.25$120.75$1.75/Tirex3
DELIVERY 23IncludedIncluded
OTHER(PLEASEDESCRIBEONNEXTPAGE)$
GRANDTOTAL$1,064,262.56
NOTE:Optionsquotedbyvendor
RearViewMirrorw/BackupCameraandRearParkingSensors23ea.$495.00$11,385+SalesTax
BackUpAlarm23ea.$175.00$4,025.00+SalesTax
RESPONSE
PRICINGCONTINUED
Ifanincentivediscountprogramhasbeenincludedinthequotedprice,please
Notapplicable
describebelow:
Notapplicable
IfadditionalfeeswereindicatedinPricingSection,pleasedescribebelow:
Seeattachedwarrantystatement
Pleaseindicateallwarrantiesapplicabletothispurchase
Seepage17fordetails
Pleasestateguaranteeddeliverydate:___Days(Afterreceiptoforder)
Net30
PaymentTerms
Confirmedsigned
ADDITIONALPURCHASESOFVEHICLESconfirmacknowledgement
BIDDEREXCEPTIONS
SPECIFICATIONS
MAKE&MODEL
Newandunused,currentmodelyearornewer,WestwardIndustriesGO4EV,or
equal.PerSpec
2016WestwardIndustriesGO4EV
StateYear,MakeandModel:
MOTOR
96Volt,55peakHP(41KW)
3phaseACmotor
Standardisnow20.2KWLithiumIONBatteryPack
96volt,19.2kwLithiumIonBatterypackstandard
TRANSMISSION PerSpec
Singlespeedtransaxle
Forward/Reverseswitchondash
BRAKING PerSpec
Hydraulicdiscbrakesonallthreewheelswithdualmastercylinder
ParkingΑHydraulicovermechanical
RegenerativeBraking
PerSpec
FEATURES
3wheelwithͻǒĬĻŭǒğƩķͼtubularsteelframe
WhiteAluminumandPlasticbodypanels
Storageboxwithlockablecover
Slidingmetaldoorswithindependentlyslidingwindows
SteelfrontandrearbumpersToclarify,rearsteelbumperisunderplasticbodypanel
3pointshoulderharnessseatbelt
Outsiderearviewmirrors
Electricwindshieldwiperwithintermittentcontrolandwindshieldwasher
Domelight,floormat
12VDCaccessoryportforphone,radio,etc.
LTA(lateralthrustalarm)safetydevice
NerfbarΑProvideoptionpriceforNerfbar.
ELECTRICALSYSTEM
J1772chargeinlet.110Vor220VchargingPerSpec
Onboard2.5kwcharger.Chargesinlessthan6hours(undernormaluse)
LEDHeadlightsΑProvideoptionpriceforLEDheadlights.
GaugesΑLCDDigitaldisplay.Speed,odometer,hourmeter,warningandoperator
messages,andbatterylevel
WiringΑPrewiredforRadioandMunicipallightingoptions.Citytoapprove
PerSpec
locations.
DOTApprovedLEDStop/TailandTurnlights
DOTApprovedHighVisibilityStopandTurnlights
Warningandoperatormessages,andbatterylevel
ElectronicallyGovernedat40or45mph40mph
NormalOperatingconditionsyields6575milespercharge.
J17722in1portablechargingpowercord120V/220V
PortableLevel1Powercord(110vslowcharge)
SUSPENSION PerSpec
FrontΑLeadinglinksuspensionPolyurethaneIsolationsystem
RearΑHeavyDutyleafspringsuspensionwithgasshocksformaximumloadcontrol
165/6014isthetiresizeprovided
TIRES
165/50ЊЍͼLowrollingresistanceallseasonradials
COLOR PerSpec
Whiteexterior
Darkinterior
GVWR PerSpec
2250lbs
State:GVWR2,250lbs._________________
1,650lbs
State:UnladenweightasƭƦĻĭķΑ1,650lbs__
State:Legalloadcapacity________________600lbswithoperator
MOTOR&BATTERY
96Volt,55peakHP(41KW)
3phaseACmotor
20.2kwLithiumIonBatteryPack
96Volt,19.2kwLithiumIonBatterypack
PerSpec
CLIMATECONTROL
Heating1500wheaterblower/heaterunit
PerSpec
STEERING
Adjustabletiltsteeringwheelwithcentermountedhorn
SEA PerSpec
T
Onepassengeradjustableforeandaftwith
adjustablebackandheadrest
KEYS PerSpec
Four(4)setsofkeys.
PerSpec
DMVREGISTRATION
BiddershallregistervehicleswithEXEMPTlicenseplates.Vehiclesshallbe
deliveredwithtemporaryregistrationfixedtothelowerrightsideofwindshield.
Vehicleswillnotbeacceptedwithoutproperproofofregistration.
DELIVERYREQUIREMENTS
Thebiddershallbepreparedtodeliverallvehicleswithinninety(90)calendardays
fromreceivingbidaward.
VendorshallnotifytheCityofSantaMonica24hourspriortodelivery,contact:
MarcZamora,FleetSupervisor.
PH(310)4582201x852
6
Vehiclesshallbedeliveredto:
CityofSantaMonica
PublicWorksDepartment/FleetManagement
2500MichiganAvenue,Building
5
SantaMonica,CA.90404
MondaythruThursdayfrom6:00amto5:00pm.Vendorshallallow20minutesforWeexpecttodeliverthe23vehiclesinthree(3)stagesasfollow:Firstgroup
inspection,pervehicle,uponarrival.Vendorisresponsibleforanyloadingortobedeliveredandinvoicedwithin90120daysA.R.O,orsooner.Second
unloadingofvehicles.Vehiclesmustbeoperational,notrequiringadditionalgrouptobedeliveredandinvoicedwithin120150daysA.R.O.,orsooner.
assemblyorinstallationofanyequipmenttobeconsidereddelivered.Finalgrouptobedeliveredandinvoicedwithin150180daysA.R.O.,or
sooner.
RESPONSE
OTHER
complete
Oaksform
Arizonaformcomplete
Yes;outofcitybusinesslicense
BusinessLicenserequired
Page1of1
AttachmentB
SummaryofMaintenanceandRepairCostsforCity'sGO4Flee
t
YTD
Maint$Maint$Maint$Maint$Maint$Maint$Maint$Maint$Maint$Maint$Maint$Through
Unit#YearMakeModelFuelOriginalCostFY04/05FY05/16FY06/07FY07/08FY08/09FY09/10FY10/11FY11/12FY12/13FY13/14FY14/1512/31/15Total
15793 2003GO4INTERCEPTIING$30,175.00$956.85$2,604.00$2,834.00$6,358.62$3,577.45$4,577.74$8,320.33$8,071.39$2,446.65$6,908.30$10,624.40$72.80$57,352.53
15794 2003GO4INTERCEPTIING$30,175.00$814.17$2,129.00$4,220.00$7,754.20$4,764.45$7,006.71$7,483.15$10,849.87$1,834.09$7,517.88$1,697.84$208.00$56,279.36
15796 2003GO4INTERCEPTIING$30,175.00$1,456.55$2,239.00$4,843.00$3,881.35$6,970.75$6,892.25$3,066.06$5,897.05$1,729.21$6,007.76$6,519.86$2,383.49$51,886.32
15797 2003GO4INTERCEPTIING$30,175.00$1,869.09$3,472.00$4,187.00$6,475.49$10,896.16$5,137.25$4,511.02$4,104.93$1,860.82$12,402.10$14,534.65$1,474.64$70,925.15
15800 2003GO4INTERCEPTIING$30,175.00$0.00$0.00$0.00$0.00$0.00$0.00$5,763.54$46.20$3,702.77$4,161.45$8,572.58$126.10$22,372.64
15801 2003GO4INTERCEPTIING$28,476.00$782.81$1,969.00$3,319.00$10,872.20$7,221.04$5,093.52$6,667.93$5,170.63$7,924.53$4,656.57$6,150.40$1,866.64$61,694.27
15803 2003GO4INTERCEPTIING$28,476.00$5,178.08$3,244.00$3,747.00$4,804.37$3,544.04$5,285.39$6,164.41$4,939.42$2,503.09$5,714.95$15,450.97$857.49$61,433.21
15804 2003GO4INTERCEPTIING$28,476.00$1,746.39$2,720.00$2,034.00$3,447.76$5,070.22$8,688.33$6,377.50$8,102.92$608.85$5,151.02$5,798.60$1,285.57$51,031.16
15805 2003GO4INTERCEPTIING$28,476.00$1,749.87$5,467.00$6,105.00$9,272.07$8,403.69$6,771.89$4,591.66$10,944.56$8,787.39$7,273.98$6,463.83$3,139.78$78,970.72
15806 2003GO4INTERCEPTIING$28,476.00$2,818.59$4,077.00$6,007.00$4,823.65$2,924.33$4,559.41$4,694.40$11,956.18$1,907.80$10,079.36$8,370.15$1,391.30$63,609.17
16172 2008GO4INTERCEPTIIIUL$34,036.99$0.00$0.00$0.00$0.00$2,517.44$2,524.08$10,561.19$8,126.34$1,889.82$6,248.83$6,184.06$2,074.71$40,126.47
16173 2008GO4INTERCEPTIIIUL$34,036.99$0.00$0.00$0.00$0.00$2,210.80$3,931.25$4,532.44$4,293.16$5,642.57$6,457.84$8,206.03$1,687.43$36,961.52
16208 2008GO4INTERCEPTIIIUL$33,440.00$0.00$0.00$0.00$0.00$0.00$2,798.41$4,276.54$12,188.97$5,322.95$7,846.53$9,268.11$3,094.39$44,795.90
16209 2008GO4INTERCEPTIIIUL$33,440.00$0.00$0.00$0.00$0.00$0.00$5,704.13$10,172.06$6,045.47$6,046.78$4,316.23$0.00$180.70$32,465.37
16241 2009GO4INTERCEPTIIIUL$33,687.64$0.00$0.00$0.00$0.00$0.00$2,382.55$5,536.92$4,933.31$11,966.78$11,852.46$8,606.32$1,844.32$47,122.66
16242 2009GO4INTERCEPTIIIUL$33,687.64$0.00$0.00$0.00$0.00$0.00$2,608.25$4,582.40$4,146.49$7,913.51$6,442.62$6,427.09$727.01$32,847.37
16243 2009GO4INTERCEPTIIIUL$33,687.64$0.00$0.00$0.00$0.00$0.00$2,347.74$4,140.45$6,673.28$2,483.34$9,794.77$6,777.24$1,615.66$33,832.48
16244 2009GO4INTERCEPTIIIUL$33,688.00$0.00$0.00$0.00$0.00$0.00$2,864.27$2,656.57$4,393.97$8,911.16$3,926.05$6,026.22$1,263.65$30,041.89
16245 2009GO4INTERCEPTIIIUL$33,687.64$0.00$0.00$0.00$0.00$0.00$2,537.24$2,669.64$3,295.71$5,671.58$7,570.93$12,016.66$1,635.32$35,397.08
16246 2009GO4INTERCEPTIIIUL$33,687.64$0.00$0.00$0.00$0.00$0.00$1,892.48$4,628.87$10,103.14$2,430.24$14,131.81$6,652.51$9,484.23$49,323.28
16247 2009GO4INTERCEPTIIIUL$33,687.64$0.00$0.00$0.00$0.00$0.00$3,598.54$8,508.70$6,669.47$9,378.70$11,060.44$14,800.08$1,817.67$55,833.60
16248 2009GO4INTERCEPTIIIUL$33,687.64$0.00$0.00$0.00$0.00$0.00$1,111.32$3,113.95$13,031.46$2,722.66$7,724.41$9,535.99$1,019.80$38,259.59
16249 2009GO4INTERCEPTIIIUL$33,687.64$0.00$0.00$0.00$0.00$0.00$2,586.35$2,475.81$4,138.78$4,416.47$4,325.74$11,098.24$4,183.28$33,224.67