SR 05-14-2019 3E
City Council
Report
City Council Meeting: May 14, 2019
Agenda Item: 3.E
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Award Bid to Southbay Truck Center, LLC for up to Four Cab -Over-Engine
(COE) 4-Yard CNG Dump Trucks
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4360 to Southbay Truck Center, LLC, a California-based company,
for the purchase and delivery of three 4-yard cab-over-engine (COE)
compressed natural gas (CNG) dump trucks for the Public Works Department;
2. Authorize the Procurement Manager to issue a purchase order with Southbay
Truck Center, LLC, for the purchase and delivery of three 4-yard COE, CNG
dump trucks in the amount not to exceed $411,461, with future year funding
contingent on Council budget approval; and
3. Authorize the Procurement Manager to issue any necessary change orders to
the purchase order in an amount not to exceed $136,112 for the purchase of one
additional vehicle within 12 months after receipt of the purchase order, at the
same price terms and conditions. This would result in a revised purchase order
total not to exceed $547,573, with future year funding contingent on Council
budget approval.
Summary
City staff use dump trucks to transport equipment and materials to various project sites
citywide. This purchase, as part of the Vehicle Replacement Program, would replace
three vehicles used by the Public Works Department with cab-over-engine (COE) 4-
yard dump trucks. Staff also requests authorization to purchase one more truck to
replace a unit that may be identified as a candidate for replacement or may be
potentially damaged beyond repair during City activities within the next 12 months. Staff
recommends Southbay Truck Center, LLC as the best bidder for the purchase and
delivery of up to four cab-over-engine 4-yard dump trucks for a total amount not to
exceed $547,573. This purchase meets the goals of the City’s Sustainable Fleet Policy
by utilizing vehicles that will be powered by compressed natural gas, which is provided
from 100% renewable sources. Vehicles with compressed natural gas engines are not
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legal for sale in California until certified through the California Air Resources Board
(CARB) On-Road new Vehicle & Engine Certification Program. As such, bidders were
required to provide evidence of CARB certificatio n to supply the vehicles requested in
this report.
Discussion
Public Works staff use the three cab-over-engine 4-yard dump trucks to maintain the
City’s Airport and park grounds, and to clean up and haul materials during tree trimming
activities. Additionally, staff use the trucks to haul various landscaping materials, such
as trees, shrubs, dirt, grass, and soil, throughout the city. Staff also use the trucks to
haul items to and from work sites, including tools, small equipment, and traffic
delineation equipment and signage. Staff also tow trailers with the trucks to carry heavy
equipment.
On June 26, 2018, the City Council awarded RFP #139 to Clean Energy Renewable
Fuels, LLC for the procurement and supply of renewable natural gas. The agreement
became effective on April 1, 2019, moving the City away from purchasing natural gas
from non-renewable sources.
The 4-yard dump trucks have a cost-effective, useful life of 10 years. The three dump
trucks that would be replaced are listed in the vehicle data table below, which includes
the vehicle unit number, model year, age, original cost, total maintenance cost over the
life of the vehicle, and the percentage of the original cost that the maintenance cost has
reached.
Unit # Year Age Original
Cost
Total Maintenance
Cost
% Maintenance Cost
to Original Cost
15345 1996 22 $46,820 $44,726 96%
15753 2001 17 $57,485 $51,657 90%
15767 2001 17 $56,004 $26,803 48%
Vendor Selection
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Bid Data
Bid
Posting
Date
Bid Posted On
Bid Advertised In # of
Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened (City Charter &
Municipal Code)
9/27/2018 City's Online
Bidding Site
Santa Monica Daily
Press 15 3 10/17/2018
Submittals Received Selection Criteria
GreenKraft, Inc. $264,405 Municipal Code SMMC 2.24.072
Reynolds Buick, Inc. $323,836 Evaluation
Criteria
Price, previous experience, ability
to deliver, quality of product, and
compliance with City specifications.
Southbay Truck
Center, LLC $384,644
Best Bidder Southbay Truck Center, LLC
Best Bidder Justification
Southbay Truck Center, LLC is not the lowest bidder but was able to substantially meet the bid
specifications by including verification of its CARB certification, offering up to four Cab-Over-
Engine 4-yard CNG dump trucks that include the mandatory power hydraulic braking system,
and providing an acceptable equivalent dump body. The lowest bidder, Greenkraft, did not meet
bid requirements to provide hydraulic brakes, which were stipulated in the bid as required with
no exceptions. Instead the company bid to provide air brakes which have shown to be less
reliable which can result in more maintenance costs and down-time. The next bidder,
Reynolds, did not submit a CARB certification which is a minimum requirement at the time of the
bid submittal because this certification is required by the State of California in order for a
supplier to build and sell vehicles with compressed natural gas engines within the state. The
vehicles requested in this report are powered with compressed natural gas fuel, which comes
from 100% renewable sources and is consistent with the City’s Sustainable Fleet Policy.
Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Southbay Truck Center, LLC for
the purchase and delivery of up to four cab-over-engine 4-yard CNG dump trucks.
Purchase Order Request
Request Amount
FY 2018-19 Budget
CIP Account #
Total Purchase Order
Amount
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$411,461 C7000010.689000 $547,573
The requested amount is higher than the bid amount because the tax rate, tire fee, and
delivery was calculated in the bid on one vehicle rather than three.
Future year funding is contingent on Council budget approval.
Prepared By: Ryan Kraemer, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Southbay Truck Center, LLC Oaks Form
B. RNG Staff Report June 26, 2018
City Council
Report
City Council Meeting: June 26, 2018
Agenda Item: 3.A
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Office of Sustainability & the
Environment
Subject: Award Contract for Purchase of Renewable Natural Gas
Recommended Action
Staff recommends that the City Council:
1. Award RFP #139 to Clean Energy Renewable Fuels, LLC, a California-based
company, for the procurement and supply of Renewable Natural Gas; and
2. Authorize the City to register and participate in the California Air Resources
Board Low Carbon Fuel Standards Carbon Credit Program; and
3. Authorize the City Manager to negotiate and execute an agreement with Clean
Energy Renewable Fuels, LLC in an amount not to exceed $306,350 (including a
10% contingency) for one-year, with four additional one-year renewal options, on
the same terms and conditions, for a total amount not to exceed $1,531,750 over
a five-year period, with future year funding contingent on Council budget
approval.
Executive Summary
The City operates a fleet of approximately 1,060 vehicles ranging from transit buses and
refuse vehicles to street sweepers and sedans. A s part of the City’s goals of curbing
greenhouse gas emissions, approximately 70% of the City’s vehicles run on some form
of alternative fuel, including compressed natural gas (CNG), renewable liquefied natural
gas (RLNG), renewable diesel, electricity, and propane. The remaining 30% of the
City’s fleet runs on unleaded gasoline. Purchasing renewable natural gas (RNG) for the
vehicles fueled by CNG would support the City’s long-term goal of reaching carbon
neutrality by 2050 because it would reduce the greenhouse gas emissions associated
with these vehicles by 60% while reducing the City’s overall fleet emissions by 6%.
Additionally, RNG qualifies as an advanced biofuel under the Renewable Fuel
Standard. This means RNG fuel purchased by the City generates carbon credits
(credits) which in turn can be sold or traded. Staff recommends registering and
participating in the California Air Resources Board Low Carbon Fuel Standards carbon
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credit program and awarding an agreement with Clean Energy Renewable Fuels, LLC
for the purchase of renewable natural gas and management of a Low Carbon Fuel
Standard Program for an amount not to exceed $1,531,750 over a five-year period.
Background
Beginning in 1998, the City began converting its heavy and medium duty vehicles to
CNG. The Big Blue Bus has been purchasing renewable liquefied natural gas (RLNG)
to fuel its 200 plus buses or 20% of the fleet since 2015 under an existing agreement
with Clean Energy Fuels. Approximately 270 vehicles or 27% of the fleet currently run
on CNG. RNG is fully interchangeable with CNG. It is harvested from methane captured
at landfills, wastewater treatment facilities, and dairy and pig farms. It is 60% less
carbon intensive compared to CNG sourced from non-renewable sources.
Low Carbon Fuel Standards – Carbon Credits
California’s Low Carbon Fuel Standard (LCFS) mandates were enacted by executive
order pursuant to the Global Warming Solutions Act, Assembly Bill 32, to reduce the
carbon intensity in transportation fuels to 1990 levels by 2020. The carbon intensity of a
fuel is the measure of its greenhouse gas emissions on a lifecycle basis and includes all
emissions during extraction and refining, production and processing, and use in the
vehicle. The LCFS Program is one of the measures adopted by the California Air
Resources Board (CARB) pursuant to Health and Safety Code Sections 38500-38599
to reduce greenhouse gases in California. To generate credits , fuels must have a lower
carbon intensity than the target set by the CARB. Fuels with a carbon intensity higher
than the standard would generate a deficit. Credit owners can sell or trade credits in the
California LCFS market, thereby generating revenues. Credits generated through the
LCFS Program can be banked without penalty over the course of the program.
Presently, the City is not enrolled in the LCFS program and is not receiving any revenue
from the sale of LCFS credits. Under the existing program, LCFS credits are generated
based on the volume of fuel dispensed at a facility. With BBB’s contract for RLNG,
Clean Energy dispenses the fuel at its facility prior to delivering it to the BBB yards.
However, with RNG, the City would be dispensing the fuel at the City Yards. If Council
approves the contract to replace the City’s current natural gas purchases with RNG, the
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City would be eligible to enroll in the LCFS program and able to generate LCFS credits.
Potential revenues are estimated to generate approximately $120,000 annually .
Estimated revenues are based on the number of carbon credits the City could
potentially generate by converting to RNG and the current market value of those credits.
Discussion
Renewable Natural Gas (RNG), or biomethane, has been identified as a viable
alternative to traditional natural gas. RNG has the same chemical composition as
traditional natural gas, but has a low carbon intensity. The City currently purchases its
natural gas from the local public utility Southern California Gas Company, which
delivers the natural gas through two lines located at the City Municipal Yards, 2500
Michigan Avenue. The natural gas is then compressed on-site and stored at the City
Municipal Yards prior to being dispensed to fuel the City’s CNG vehicles. Santa Monica
currently dispenses and consumes approximately 370,000 (Therms) or 294,000 (Gas
Gallon Equivalent) of natural gas annually.
If awarded, the City would purchase RNG from Clean Energy Renewable Fuels, LLC,
which generates RNG from methane captured at landfills and wastewater treatment
facilities, purifies the methane, compresses it, and sends it to the interstate fuel pipeline
system accessed by the Southern California Gas Company. Clean Energy Renewable
Fuels, LLC would register with CARB on behalf of the City to manage the LCFS
Program and sell the credits on the City’s behalf to generate revenues based on the
market value of the credits. By producing RNG, Clean Energy Renewable Fuels, LLC
generates its own credits which it sells to generate revenues to operate its business.
Clean Energy is able to guarantee price parity between Compressed Natural Gas and
Renewable Natural Gas by passing on to its customers a portion of the revenue it
generates from the sale of its own credits. Clean Energy Renewable Fuels, LLC would
administer the LCFS Program on behalf of the City including tracking, registering,
submitting reports, trading the credits, generating monthly revenue, and submitting
checks to the City.
Vendor/Consultant Selection
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On October 12, 2017, the City issued a Request for Proposals (RFP) for consulting
services for the management of a LCFS Program and purchase of renewable natural
gas. The RFP 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. Eleven vendors downloaded the RFP, and two vendors responded. On
November 29, 2017, responses to the RFP by the following two firms were reviewed by
a selection panel of staff from the Office of Sustainability and the Enviro nment, Big Blue
Bus, Resource Recovery and Recycling, and Fleet Management:
• Clean Energy Renewable Fuels, LLC
• Trillium USA Company
On January 12, 2018, the selection committee held interviews with the vendors.
Proposals were evaluated based upon the following selection criteria: experience,
sample materials, work plans, project team, price, creativity, overall presentation,
carbon intensity of fuel, and ability to meet timelines. Based on this criteria and criteria
in SMMC 2.24.073, staff recommends Clean Energy Renewable Fuels, LLC as the best
qualified firm to provide RNG and management of the LCFS Program based on pricing,
ability to provide a share of LCFS credits, previous experience, ability to deliver RNG
with the lowest greenhouse gas pathway to Santa Monica, ability to deliver RNG from
landfills with the lowest Carbon Intensity, quality of product, the management team’s
industry expertise, and compliance with City specifications. Clean Energy Renewables
Fuels, LLC will provide the City with 10% of the incremental LCFS credit revenue.
Financial Impacts and Budget Actions
The agreement to be awarded to Clean Energy Renewable Fuels, LLC is for an amount
not to exceed $1,531,750. Funds in the amount of $306,350 are available in the FY
2018-19 budget in the Public Works Department. The agreement will be charged to the
following accounts:
Account Number Amount
54459.522950/70500001.521820 $256,850
25671.522950/50500001.521820 $ 49,500
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TOTAL $306,350
Revenues from LCFS credits will be booked to #54459.408150/70500001.415540.
Revenues collected would be allocated proportionally to the various funds used to
purchase RNG fuel.
Future year funding is contingent on Council budget approval.
Prepared By: James Velez-Conway, Senior Sustainability Analyst
Approved
Forwarded to Council
Attachments:
A. Clean Energy Oaks Initiative