SR 08-24-2021 3A
City Council Report
City Council Meeting: August 24, 2021
Agenda Item: 3.A
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To: Mayor and City Council
From: Rick Valte, Acting Public Works Director, Public Works, Fleet Services
Subject: Authorization of Purchase Orders with Coastline Equipment, CraneWorks
Southwest, National Auto Fleet Group, and Nixon-Egli Equipment for Vehicle
Purchases for the Public Works Department
Recommended Action
Staff recommends that the City Council:
1. Authorize the Procurement Manager to issue a purchase order with Coastline
Equipment for the purchase of three John Deere 315SL backhoes for the Public
Works Department – Water Resources Division. 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 $495,585;
2. Authorize the Procurement Manager to issue a purchase order with CraneWorks
Southwest, Inc. for the purchase of a Crane Truck for the Public Works
Department – Water Resources Division. 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 $206,140;
3. Authorize the Procurement Manager to issue a purchase order with National
Auto Fleet Group for the purchase of a Ford Transit CCTV Truck for the Public
Works Department – Water Resources Division. 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 $271,590;
4. Authorize the Procurement Manager to issue a purchase order with Nixon-Egli
Equipment Co. for the purchase of three Truck Mounted High-Pressure Sewer
Cleaners for the Public Works Department – Water Resources Division. 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
$1,138,610; and
5. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Summary
The City’s Water Resources Division operates and maintains three water treatment
facilities and four water storage reservoirs as well as over 200 miles of water distribution
mains, 150 miles of sewers, and 60 miles of storm drains throughout the City. Various
service trucks and construction vehicles are used by Water Resources staff to operate
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and maintain the water and wastewater infrastructure throughout the City. These
vehicles are aging and to ensure reliable operations and reduce downtime and
maintenance costs of these vehicles, staff recommends purchasing eight replacement
vehicles and equipment based on competitive contract pricing available to government
agencies, for a total amount not to exceed $2,111,925, including a 10% contingency.
Discussion
The Fleet Management Division is responsible for ensuring the City’s diverse fleet of
over 700 vehicles are available, dependable, meet the highest environmental standards
for a sustainable fleet, and are safe to operate from acquisition through disposal. The
Fleet Management Division and Water Resources Division have worked together to
extend the useful lives of Water Resources’ vehicles to the extent possible. The eight
vehicles identified for replacement have reached or exceeded their asset lives and have
an average age of 12 years. Due to their age and use, these vehicles incur significant
maintenance and repair costs to remain reliable, safe, and operational.
Staff is requesting to purchase the following vehicles and equipment for a total amount
of $637,928 for the Water Fund and $1,281,996 for the Wastewater Fund.
Vehicle Replacement Program – Vehicle and Equipment Purchases
Fund Description Vendor Purchase
Price Quantity Extended Price
Water John Deere
315SL
Coastline
Equipment $150,177 3 $450,531
Water Crane Truck CraneWorks
Southwest, Inc. $187,397 1 $187,397
Wastewater Ford Transit National Auto
Fleet Group $246,896 1 $246,896
Wastewater
Truck Mounted
High-Pressure
Sewer Cleaner
Nixon-Egli
Equipment Co. $344,751 2 $689,502
Wastewater
Truck Mounted
High-Pressure
Sewer Cleaner
Nixon-Egli
Equipment Co. $345,598 1 $345,598
Total: 8 $1,919,924
The Water Resources Division uses these vehicles to carry out day-to-day operations to
provide water and wastewater services to the community, which include the following:
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• Responding to emergencies, such as water main breaks, service line leaks, and
wastewater overflows;
• Excavation and installation of water services for new and existing construction;
• Transportation of personnel, equipment, and construction material to construction
sites to service water and wastewater infrastructure;
• Responding to customer service requests, such as investigating water leaks on
property; and
• Maintaining storm drains and catch basins.
These vehicles are used year-round and are on standby 24 hours per day to respond to
water, wastewater, and stormwater emergencies. Not having functioning and reliable
vehicles to support operations could lead to slow emergency response times and
increase the duration of construction or repairs (for example, in the absence of a crane,
it would take field crews two to three times longer to transport materials). These delays
could increase water loss, risk damage to property, and/or prolong service interruptions
until repairs could be completed.
At one time, the Water Resources Division operated a fleet of four backhoes that
supported excavation and removal of soil to repair or replace underground infrastructure
(water pipes and sewer lines). One of the four was decommissioned more than three
years ago due to age and costs associated with maintenance. The second backhoe has
been undergoing service and repairs for the majority of the past 12 months. The two
remaining backhoes currently in operation have been in use since 1999 and 2001, well
beyond their typical useful lives, and are more often being repaired than they are
available for use. As a result, the Water Resources Division has needed to rent
backhoes on an as-needed basis at approximately $3,000 per month, per backhoe to
support daily operations as well as to respond to emergencies.
The crane was purchased in 1995 and is used to transport water pipes, mobilize traffic
plates, and move other heavy construction material. However, the crane has been
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continuously in service or being repaired for the past five years. It now needs to be
replaced as it is beyond its asset life and cannot be further repaired. The crane is also
assigned as an emergency vehicle with the Office of Emergency Management and
would be used in the event of emergencies or a natural disaster. The City currently does
not have an operable crane in any other department. Replacing the crane with a new,
functional crane is vital not only for Water Resources operations but also for the City’s
disaster preparedness.
The closed-circuit television (CCTV) truck is a mobile, remote-controlled, robotic camera
system critical to inspecting and identifying issues within the City’s sewer system that
may compromise its integrity. Such issues include root intrusions, blockages, pipe
cracking, offset joint pipes, corrosion, and earthquake damage. Issues identified by the
CCTV truck can be proactively corrected by increasing maintenance frequency or
initiating capital improvement projects for sewer main repairs and/or replacements.
The truck mounted high-pressure sewer cleaners, or sewer jetters, are specialized
vehicles used to maintain the City’s 152-mile sewer system by clearing heavy debris
such as tree roots, grease, and other solids. Water Resources has had to schedule
sewer cleanings with increased frequency in areas such as the Downtown due to high
sewer flows. In recent years the City’s wastewater staff has jetted on average more than
400 miles of sewer mains annually. In addition to preventive maintenance, Water
Resources uses the sewer jetters in emergencies, such as sewer system overflows, to
quickly clear blockages.
Vendor Selection
Exceptions to Competitive Bidding
Staff recommends Coastline Equipment, a local dealer of John Deere equipment, to
furnish and deliver three John Deere 315SL backhoes as an exception to competitive
bidding per Muni Code 2.24.250 (c).
On March 22, 2019, Sourcewell, a government agency that establishes nationally
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leveraged and competitively solicited purchasing contracts for education, government,
and nonprofits, issued a Request for Proposals (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, established on May 13, 2019), similarly nationally leveraged purchasing discounts
are also available to other government agencies. The backhoes are offered at a
discount of 46% off the list price. In addition, Coastline Equipment has previously
supplied parts and equipment to the City through various purchase orders, with
satisfactory results.
Staff recommends CraneWorks, a local distributer of Crane Carrier Company, to furnish
and deliver a crane truck as an exception to competitive bidding under Muni Code
2.24.250 (c).
On April 16, 2020, Sourcewell issued a 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,
established on August 1, 2020), similarly nationally leveraged purchasing discounts are
also available to other government agencies. The crane truck is offered at an additional
10% off their preferred customer discount pricing.
Staff recommends National Auto Fleet Group to furnish and deliver a Ford Transit van
as an exception to competitive bidding under Muni Code 2.24.250 (c).
On December 8, 2016, Sourcewell issued a RFP for Vehicles, Cars, Vans, SUVs, and
Light Trucks with Related Equipment, Accessories, and Services. Under the terms of
the RFP and the resulting Sourcewell Agreement with National Auto Fleet Group
(Agreement #120716-NAF, established on January 17, 2017), similarly nationally
leveraged purchasing discounts are also available to other government agencies. The
Ford Transit is offered at a discount of 18.045% off the list price.
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Staff recommends Nixon-Egli Equipment Co., a local distributor of Sewer Equipment
Company of America equipment, to furnish and deliver the three sewer cleaners as an
exception to competitive bidding under Muni Code 2.24.250 (c).
On December 21, 2017, Sourcewell issued a RFP for Sewer Vacuum, Hydro-
Excavation, and Street Sweeper Equipment, with Related Accessories and Supplies.
Under the terms of the RFP and the resulting Sourcewell Agreement with Sewer
Equipment Company of America (Agreement #122017-SCA, established on February
20,2018), similarly nationally leveraged purchasing discounts are also available to other
government agencies. The sewer cleaners are offered at 3% off MSRP. In addition,
Nixon-Egli has previously supplied parts and equipment to the City through various
purchase orders, with satisfactory results.
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.
Financial Impacts and Budget Actions
Staff seeks authority to appropriate funding from the Wastewater Fund to cover its
portion of the purchase and future replacement contributions to the Vehicle
Replacement Fund and approve funding from the Vehicle Replacement Fund to award
a purchase order with Coastline Equipment for purchase and delivery of three John
Deere 315SL Backhoes; a purchase order with CraneWorks Southwest, Inc., for
purchase and delivery of one Crane Truck; a purchase order with National Auto Fleet
Group for purchase and delivery of one Ford Transit CCTV Truck; and a purchase order
with Nixon-Egli Equipment Co. for purchase and delivery of three Truck Mounted High
Pressure Sewer Cleaners.
The budget appropriation would not exceed the FY 2020-22 Adopted Biennial Budget.
FY 2021-22 CIP Budget Changes
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Release Fund Balance Appropriate Funds
Fund Amount Account Number Amount
Wastewater Fund (51) $236,829 I5100010.689000 $236,829
$236,829 Total $236,829
Purchase Order Request
FY 2021-22 Budget
Request Amount
Vendor CIP Account # Total Purchase
Order Amount
$495,585 Coastline Equipment C7000010.689000.90534 $495,585
$206,140 CraneWorks Southwest, Inc. C7000010.689000.90534 $206,140
$271,590 National Auto Fleet Group C7000010.689000.90537 $271,590
$1,138,610 Nixon-Egli Equipment Co. C7000010.689000.90537 $1,138,610
Total $2,111,925
Prepared By: Jessica Saks, Project Support Assistant
Approved
Forwarded to Council
Attachments:
A. Coastline - Oaks Initiative
B. Crane-Works - Oaks Initiative
C. National Auto Fleet Group - Oaks Initiative
D. Nixon-Egli - Oaks Initiative
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3.A.a
Packet Pg. 23 Attachment: Coastline - Oaks Initiative (4561 : Water Replacement Vehicles)
3.A.a
Packet Pg. 24 Attachment: Coastline - Oaks Initiative (4561 : Water Replacement Vehicles)
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.A.b
Packet Pg. 25 Attachment: Crane-Works - Oaks Initiative (4561 : Water Replacement Vehicles)
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.A.b
Packet Pg. 26 Attachment: Crane-Works - Oaks Initiative (4561 : Water Replacement Vehicles)
3.A.c
Packet Pg. 27 Attachment: National Auto Fleet Group - Oaks Initiative (4561 : Water Replacement Vehicles)
3.A.c
Packet Pg. 28 Attachment: National Auto Fleet Group - Oaks Initiative (4561 : Water Replacement Vehicles)
3.A.dPacket Pg. 29Attachment: Nixon-Egli - Oaks Initiative (4561 : Water Replacement Vehicles)
3.A.dPacket Pg. 30Attachment: Nixon-Egli - Oaks Initiative (4561 : Water Replacement Vehicles)