SR 04-25-2017 3G
Ci ty Council
Report
City Council Meeting : April 25, 2017
Agenda Item: 3.G
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Street & Fleet Services
Subject: Bid Award for the Purchase of Two Compressed Natural Gas Street Signs
and Markings Stencil Trucks
Recommended Action
Staff recommends that the City Co uncil:
1. Award Bid #4261 to Roadline Products, a California -based company, for the
purchase and delivery of two Compressed Natural Gas Street Signs and
Markings Stencil Trucks ;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Roadline Products for the purchase and delivery of two Compressed Natural Gas
Street Signs and Markings Stencil Trucks in an amount not to exceed $335,398
for one year .
Executive Summary
This purchase would replace two vehicles that have reached the end of their cost -
effective useful lives in the Street Signs and Markings section of the Street and Fleet
Maintenance Division through the Vehicle Replacement Program. The CNG Stencil
Trucks are primarily used for painting red curbs, double y ellow markings, crosswalk s,
stop legends, h andi cap blue curbs, p assenger loading zones , and various other traffic
control items throughout the c ity . In March 2017 , the City solicited bids for the purchase
of two Compressed Natural Gas (CNG) Street Signs and Markings Stencil Truck s. Staff
recommends Roadline Products as the best and lowest bidder for the purchase and
delivery of two CNG Street Signs and Markings Stencil Trucks , for a total amount not to
exceed $335,398 for one year . This purchase meets the goals of the City’s Redu ced -
Emissions Fuels Policy by utilizing vehicles powered by CNG .
Discussion
The City replaces vehicles that have reached the end of their cost -effective useful life
based on age, mileage, and repair history in accordance with the Vehicle Replacement
Progr am. This purchase would replace two CNG Stencil Trucks that have reached the
end of their cost -effective useful lives in the Street Signs and Markings section of the
Street and Fleet Maintenance Division . The existing vehicles have a cost -effective
useful life span of ten years based on industry standards , utilization , and the
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environment in which they are operated. The existing vehicles are 17 and 19 years old.
Vehicle Data
The vehicle data table below shows the vehicle unit number, model year, cost -eff ective
useful life, age, replacement fiscal year, original cost, total maintenance cost over the
life of the vehicle, and the percentage of the original cost that the maintenance cost has
reached.
Replacing
Unit(s)
Year Cost -Effective
Useful Life
Age Repla cement
FY
Original
Cost
Total
Maintenance Cost
%
15764 2000 10 17 FY09/10 $72,261 $54,898 76%
15360 1998 10 19 FY07/08 $60,172 $74,202 123 %
Example of a CNG Stencil Truck
The Street Signs and Markings section of the Street and Fleet Services Division is
responsible for installation and maintenance of curb zones, crosswalks, stop signs,
street name signs, and barricades. The CNG Stencil Trucks are primarily used for
painting red curbs, double y ellow markings, crosswalks, stop legends, h andi cap blue
curbs, p assenger loading zones , and various other traffic control items throughout the
c ity . Both vehicles are used simultaneously by four staff (two staff per vehicle) for seven
and a half hours per day, five days per week. The Street Signs and Marki ngs section is
responsible for maintaining (installing, repainting, and removal) of all curb markings in
the City per Attachment A . They refresh street ma rkings, suc h as limit lines and lane
lines, throughout the city. They also install and /or remove curbs at the request of
Engineering and Transportation E ngineering and Management to accommodate new
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construction. A total of 76 projects were completed last year outside the ir regular
maintenance schedule.
The vehicles to be replaced are unleaded vehicles a nd are 17 and 19 years old. The
new units will be fueled by CNG in order to conform with our Reduced -Emissions Fuels
Policy. The CNG engine adds approximately $30,000 per vehicle to the purchase price,
in addition to the added cost accounted for by inflati on over the last 17 to 19 years. The
paint system and customized equipment to hold the stencils on the specialized service
body include many technological improvements which are now standard for this type of
work, but also increase the overall purchase pri ce.
This purchase meets the goals of the City’s Reduced -Emissions Fuels Policy by utilizing
vehicles powered by CNG , which reduces emissions.
Vendor Selection
In March 2017, the City published Notices Inviting Bids to furnish and deliver two CNG
Stencil Trucks, in accordance with City specifications. The bid was posted on the City’s
on -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 966 vendors
were n otified and 22 vendors downloaded the bid. Two bid s w ere received and publicly
opened on March 1, 2017, per Attachment B .
Roadline Products, Inc. $335,397.50
Wondries Fleet Group $351,363.30
Staff recommends Roadline Products as the best and low est bidder for the purchase
and delivery of two CNG Street Signs and Markings Stencil Trucks as required by Fleet
Management . Roadline has a good working relationship with the City and has been a
leader in the service body industry for 30 years. The bid wa s evaluated based on the
criteria in SMMC 2.24.072, including price, ability to deliver, quality of product, and
compliance with City specifications.
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Financial Impacts and Budget Actions
The purchase order to be awarded to Roadline Products is for an am ount not to exceed
$335,398. Funds are available in the FY 2016 -17 Capital Improvement Program budget
in account C540167.589200.
Prepared By: Heidi Duran, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Street Signs & Marking M aintenance Zone Map
B. Bid Summary
C. Roadline - Oaks Form