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SR 06-22-2021 3F City Council Report City Council Meeting: June 22, 2021 Agenda Item: 3.F 1 of 4 To: Mayor and City Council From: Rick Valte, Acting Public Works Director, Public Works, Fleet Services Subject: Purchase Order Authorizations to Replace Beach Maintenance Vehicles Staff recommends that the City Council: 1. Authorize the Procurement Manager to issue a purchase order with RDO Equipment Company for the purchase of two John Deere Beach Tractors for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(c) and is for a total amount not to exceed $305,000; and 2. Authorize the Procurement Manager to issue a purchase order with Velocity Truck Center for the purchase of one Crane Carrier Refuse Truck for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(c) and is for a total amount not to exceed $480,000. Summary Beach Maintenance use tractors and a refuse truck daily to ensure Santa Monica State Beach is clean and safe for the public. Staff recommend the purchase of two tractors and one refuse truck for Beach Maintenance in the Public Works Department to replace the current vehicles which have exceeded their useful lives. The tractors are used to move and sanitize the sand every morning from Will Rogers State Beach to the Venice border, and the refuse truck services 264 trash cans on the beach daily. Staff recommends issuing two purchase orders to purchase these three heavy-duty vehicles for a total amount not to exceed $785,000 including a 10% contingency. Discussion The Fleet Management Division is responsible for ensuring that over 700 vehicles in the City’s diverse fleet are available, dependable, meet the highest environmental standards for a sustainable fleet, and are safe to operate from acquisition through 3.F Packet Pg. 122 2 of 4 disposal. The Division routinely replaces vehicles that have reached the end of their cost-effective useful lives through the Vehicle Replacement Fund. Beach Maintenance relies on the aforementioned equipment to keep Santa Monica State Beach clean, sanitized, and safe for public use, and to divert pollutants from going into the ocean. John Deere tractors are used to pull large heavy-duty rakes along the sand at the water’s edge to remove debris such as trash, leaves, rocks and items left behind by beachgoers, and to relocate or smooth the sand mounds that accumulate, particularly against the snow fence at the east edge of the beach. The current tractors are nine and eleven years old, and have an asset life of ten years. Additionally, a specialized four-wheel drive side loading trash truck is required to service the 264 trash cans located on the sand throughout Santa Monica State Beach. One equipment operator spends the full workday during the summer and most of the day during the winter servicing the cans. When the trash truck is out of service for repairs, Beach Maintenance must manually remove trash from the cans requiring a total of four staff to do what one equipment operator can do with the trash truck. Trash trucks like the ones used in the Resource Recovery and Recycling (RRR) Division are not four-wheel drive and are unable to maneuver in the sand. Staff reviewed alternatives but none were as efficient or cost-effective as purchasing a four- wheel drive trash truck. Staff explored moving the trash cans from the sand to along the new beach trail and bike path but the trash trucks used by RRR are too heavy and would damage the path. The current vehicle is 12 years old and was due for replacement in 2018. The three heavy-duty vehicles below are proposed for replacement and are nearing or have exceeded their asset lives. Replacing Units Purchased Asset Life Age Original Cost Total Maintenance Cost % 20200 2012 10 years 9 years $128,518 $144,662 112% 20006 2009 10 years 11 years $99,996 $158,327 158% 20094 2011 7 years 10 years $315,576 $454,940 144% 3.F Packet Pg. 123 3 of 4 Vendor Selection Exception to Competitive Bidding Staff recommends Velocity Truck Centers, a local dealer of Crane Carrier Company, LLC, to furnish and deliver one Crane Carrier LET2-26 refuse truck as an exception to competitive bidding per Muni Code 2.24.250 (c), competitive procedures were followed by a governmental agency, federal, state, county, city, joint powers agency, special district, or cooperative purchasing agency and the goods or services are supplied to the City at the same or better price. Velocity Truck Centers has proposed to assemble the four-wheel drive trash truck per Beach Maintenance specifications. Additionally, Velocity Truck Centers has previously supplied parts and service to the City through various purchase orders, with satisfactory results. On April 16, 2020, Sourcewell (formerly known as National Joint Powers Alliance (NJPA)), a government agency that establishes nationally leveraged and competitively solicited purchasing contracts for education, government, and nonprofits, issued a Request for Proposals (RFP) for Class 4-8 Chassis with Related Equipment, Accessories, and Services. Under the terms of the RFP and the resulting Sourcewell Agreement with Crane Carrier Company (Agreement #060920-CRN), similar nationally leveraged purchasing discounts are also available to other government agencies. The discounts offered in the Sourcewell contract are an additional 10% off customer discount pricing. Staff also recommends RDO Equipment Co., a local distributor of John Deere tractors, to furnish and deliver two John Deere 6175M tractors as an exception to competitive bidding per Muni Code 2.24.250 (c). RDO Equipment Co. has previously supplied parts and service to the City through various purchase orders, with satisfactory results. On March 22, 2019, Sourcewell issued a RFP for Heavy Construction Equipment with Related Accessories, Attachments and Supplies. Under the terms of the RFP and the resulting Sourcewell Agreement with John Deere (Agreement #032119-JDC), similar nationally leveraged purchasing discounts are also available to other government agencies. The discount offered in the Sourcewell contract is 24% off the dealer price. Financial Impacts and Budget Actions Staff seeks authority to approve available funding from the Vehicle Replacement Fund to award a purchase order with RDO Equipment Company for purchase and delivery of two John Deere tractors and a purchase order with Velocity Truck Centers for purchase and delivery of a Crane Carrier trash truck. Purchase Order Request FY 2021-22 Budget Request Amount Vendor CIP Account # Total Purchase Order Amount $305,000 RDO Equipment C7000010.689000 $305,000 $480,000 Velocity Truck Centers C7000010.689000 $480,000 Total $785,000 3.F Packet Pg. 124 4 of 4 Prepared By: Jessica Saks, Project Support Assistant Approved Forwarded to Council Attachments: A. John Deere - RDO Oaks Form B. Velocity Oaks Form 3.F Packet Pg. 125 CITY OF SANTA MONICA OAKS INITIATIVE NOTICE NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk. This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica. All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period. In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months. 3.F.a Packet Pg. 126 Attachment: John Deere - RDO Oaks Form (4468 : Beach Vehicle Replacements) CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Public benefits include: 1. Personal services contracts in excess of $25,000 over any 12-month period; 2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12- month period; 3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- month period; 4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period; 5. Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000; 6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12- month period; or 7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12- month period. Name(s) of persons or entities receiving public benefit: Name(s) of trustees, directors, partners, and officers: Name(s) of persons with more than a 10% equity, participation, or revenue interest: Prepared by: ____________________________Title: __________________________ Signature: ______________________________________ Date: ________________ Email: ____________________________________ Phone: ____________________ FOR CITY USE ONLY: Bid/PO/Contract # ____________________________ Permit # ___________________________ 3.F.a Packet Pg. 127 Attachment: John Deere - RDO Oaks Form (4468 : Beach Vehicle Replacements) Report Name :Management Structure Filtered By :-- Exported By :Hilary Stubben Exported On :12/3/2020 Entity Name:Deere & Company Name Title Title Role Role Start Last Elected Status Comments May, John C.Chairman and Chief Executive Officer Director 5/1/2020 2/26/2020 Active -- May, John C.Chairman of the Board of Directors Director 11/4/2019 2/26/2020 Active -- Kalathur, Rajesh Chief Information Officer Officer 11/15/2018 2/26/2020 Active -- Kalathur, Rajesh President, John Deere Financial Officer 4/1/2019 2/26/2020 Active -- May, John C.President Officer 4/1/2019 2/26/2020 Active -- Campbell, Ryan D.Senior Vice President and Chief Financial Officer Officer 4/1/2019 2/26/2020 Active -- Gilmore, David C.Senior Vice President, Sales and Marketing - Regions 3 &4 Officer 10/1/2020 --Active -- Guyot, Pierre Senior Vice President, John Deere Power Systems Officer 1/1/2019 3/1/2020 Active -- Rauch, Brian J.Senior Vice President, Engineering, Manufacturing, and Supply Management, Worldwide Construction & Forestry Division Officer 3/16/2013 3/1/2020 Active -- Ruccolo, Domenic G.Senior Vice President Officer 6/1/2017 3/1/2020 Active -- Thorne, David F.Senior Vice President, Worldwide Construction & Forestry Division - Marketing and Sales Officer 6/1/2017 3/1/2020 Active -- Hager, Leslee S.Vice President, Internal Audit Officer 5/1/2020 5/1/2020 Active -- Haney, Matthew G.Vice President and Deputy General Counsel Officer 6/1/2015 3/1/2020 Active -- Jayaram, Ganesh Vice President, Information Technology Officer 4/8/2016 3/1/2020 Active -- McCabe, James M.Vice President, Taxes Officer 5/1/2017 3/1/2020 Active -- Morris, Bradley D.Vice President, Labor Relations Officer 3/1/2012 3/1/2020 Active -- Noe, Gregory R.Vice President and Deputy General Counsel Officer 6/15/2020 3/1/2020 Active -- Norton, William F.Vice President, A&T Global Platform - Hay & Forage Officer 3/1/2010 3/1/2020 Active -- Renato Herrmann, Paulo Vice President, A&T Sales & Marketing, Latin America Officer 9/1/2012 3/1/2020 Active -- Trahan, Jeffrey A.Vice President Officer 9/1/2020 --Active -- Wiggins, Wallas Vice President, Global Supply Management and Logistics Officer 7/16/2020 7/16/2020 Active -- Davies, Todd E.Corporate Secretary and Associate General Counsel Officer 7/1/2014 3/1/2020 Active -- Trahan, Jeffrey A.Treasurer Officer 9/1/2020 --Active -- Bailey, Kevin D Assistant Secretary Officer 10/19/2016 3/1/2020 Active -- Bartscher, Brian J.Assistant Secretary Officer 3/1/2018 3/1/2020 Active -- Bazaraa, Aussama A Assistant Secretary Officer 2/22/2017 3/1/2020 Active -- Behrens, Allison M.Assistant Secretary Officer 5/21/2018 3/1/2020 Active -- Buchignani, Richard M Assistant Secretary Officer 2/23/2005 3/1/2020 Active -- Dodson, Keegan L.Assistant Secretary Officer 8/16/2015 3/1/2020 Active -- Edwards, Shane R Assistant Secretary Officer 12/31/2016 3/1/2020 Active -- Freund, David M.Assistant Secretary Officer 4/1/2017 3/1/2020 Active -- Gant, Larry J.Assistant Secretary Officer 2/22/2012 3/1/2020 Active -- Gant, Larry J.Assistant Treasurer Officer 9/28/2020 --Active -- Griswold, Daniel A.Assistant Secretary Officer 7/1/2020 --Active -- Groenenboom, Amy L.Assistant Secretary Officer 3/1/2016 3/1/2020 Active -- Halupnik, Mark A.Assistant Secretary Officer 8/7/2020 --Active Replaced Bob Larson for Treasury signing authority Halupnik, Mark A.Assistant Treasurer Officer 9/28/2020 --Active -- Jepsen, Joshua A.Assistant Secretary Officer 7/16/2015 3/1/2020 Active -- Marunde, Joshua C.Assistant Secretary Officer 3/15/2015 3/1/2020 Active -- McCabe, James M.Assistant Secretary Officer 5/1/2014 3/1/2020 Active -- Pustelnik, Tracey A.Assistant Secretary Officer 11/1/2013 3/1/2020 Active -- Rahm, Angela S.Assistant Secretary Officer 4/1/2017 3/1/2020 Active -- Recker, Andrew M.Assistant Treasurer Officer 9/28/2020 --Active -- Rubino, Michael C.Assistant Secretary Officer 3/1/2016 3/1/2020 Active -- Shearer, J. Nicole Assistant Treasurer Officer 9/28/2020 --Active -- Wells, Brian A.Assistant Secretary Officer 4/29/2016 3/1/2020 Active -- Wilczynski, A. Paul Assistant Secretary Officer 2/27/2003 3/1/2020 Active -- Zimmerman, Laura J.Assistant Secretary Officer 4/1/2017 3/1/2020 Active -- 3.F.a Packet Pg. 128 Attachment: John Deere - RDO Oaks Form (4468 : Beach Vehicle Replacements) Report Name :Management Structure Filtered By :-- Exported By :Hilary Stubben Exported On :12/3/2020 Entity Name:Deere & Company Name Title Title Role Role Start Last Elected Status Comments Arthur, Lane Vice President, Data, Applications and Analytics Officer 6/16/2020 --Active -- Docherty, Dennis J.Vice President, Ag & Turf Sales & Marketing, Region 2 Officer 1/1/2019 3/1/2020 Active -- Downing, Mara S.Vice President, Corporate Communications & Brand Management Officer 1/1/2019 3/1/2020 Active -- Gakstatter, Luke W.Senior Vice President, Global Aftermarket and Customer Support Officer 6/16/2020 4/16/2020 Active Appointment announced BB 2205 Gilmore, David C.Senior Vice President, Global Marketing Services and Integration Team Officer 1/1/2019 6/16/2020 Active -- Haas, Bernhard E.Senior Vice President and Strategic Advisor, Integration Team Officer 6/16/2010 3/1/2020 Active -- Haney, Matthew G.Senior Vice President and Chief Counsel, John Deere Financial Officer 6/1/2015 3/1/2020 Active -- Hindman, Jahmy Chief Technology Officer Officer 6/16/2020 --Active -- Howze, Marc A.Group President, Lifecycle Solution & Chief Administrative Officer Officer 1/1/2019 6/16/2020 Active -- Jones, Mary K.W.Senior Vice President, General Counsel, Public Affairs Officer 1/1/2019 2/26/2020 Active -- Kovar, Deanna A.Vice President, Production Systems Officer 6/16/2020 --Active -- Lynn, Richard John Vice President and Comptroller Officer 4/1/2019 3/1/2020 Active Replace Ryan Campbell Merrett, Tim J.Vice President, Turf and Compact Utility Business Unit Officer 6/16/2020 3/1/2020 Active -- Owenson, Steven N.Senior Vice President and Finance Director Officer 7/1/2017 3/1/2020 Active -- Parker, Susan M.Vice President and Chief Compliance Officer Officer 9/1/2019 3/1/2020 Active Replaced Renee Mailhot who retired August 30, 2019 Pauwels, Jerred A.Vice President, Excavators and Mining Product Supply Officer 6/15/2020 3/1/2020 Active -- Reed, Cory J.President, Worldwide Agriculture and Turf Division Production and Precision Ag Regions 3&4 Officer 6/16/2020 2/26/2020 Active -- Ruccolo, Domenic G.Chief Executive Officer, Wirtgen Group Officer 12/1/2017 --Active -- Sandquist, Jayma A.Chief Marketing Officer & Senior Vice President, U.S. & Canada Officer 6/16/2020 6/16/2020 Active -- Sayago, Alejandro Vice President, Ag & Turf Sales & Marketing, Region 2 Officer 10/1/2020 --Active -- Sergesketter, Randal A.Senior Vice President and Strategic Advisor, Harvesting Program Delivery Officer 6/15/2020 3/1/2020 Active -- Singh, Robin Vice President and Chief Human Resources Officer Officer 6/16/2020 3/1/2020 Active -- Stone, John H.President, Worldwide Construction & Forestry & Power Systems Officer 11/1/2016 6/16/2020 Active -- Traeger, Andrew C.Senior Vice President, Global Risk and R2 Officer 7/1/2017 3/1/2020 Active -- von Pentz, Markwart President, Worldwide Agriculture & Turf Division Small Ag & Turf Regions 1 & 2 Officer 6/16/2020 2/26/2020 Active -- Wetzel, Aaron Loy Vice President, Production Systems Officer 6/16/2020 3/1/2020 Active -- Ylanen, Timo Vice President, Worldwide Forestry Officer 9/30/2020 --Active -- Fuhr, Carrie Assistant Secretary Authorized Representative 6/4/2019 3/1/2020 Active -- Post, Nancy E.Assistant Secretary Authorized Representative 6/4/2019 3/1/2020 Active -- 3.F.a Packet Pg. 129 Attachment: John Deere - RDO Oaks Form (4468 : Beach Vehicle Replacements) CITY OF SANTA MONICA OAKS INITIATIVE NOTICE NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk. This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica. All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period. In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months. 3.F.b Packet Pg. 130 Attachment: Velocity Oaks Form (4468 : Beach Vehicle Replacements) CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Public benefits include: 1.Personal services contracts in excess of $25,000 over any 12-month period; 2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12- month period; 3.Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- month period; 4.Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period; 5.Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000; 6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12- month period; or 7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12- month period. Name(s) of persons or entities receiving public benefit: Name(s) of trustees, directors, partners, and officers: Name(s) of persons with more than a 10% equity, participation, or revenue interest: Prepared by: ____________________________Title: __________________________ Signature: ______________________________________ Date: ________________ Email: ____________________________________ Phone: ____________________ FOR CITY USE ONLY: Bid/PO/Contract # ____________________________ Permit # ___________________________ Bradley C. Fauvre - President - James C. Barker - President Fleet & Municipal Sales Ron Creighton May 26, 2021 rcreighton@vvgtruck.com (909) 510-4406 Los Angeles Truck Centers, LLC dba Velocity Vehicle Group Bryan Kobus - CFO Bradley C. Fauvre & James C. Barker 3.F.b Packet Pg. 131 Attachment: Velocity Oaks Form (4468 : Beach Vehicle Replacements)