SR 11-15-2022 5D
City Council
Report
City Council Meeting: November 15, 2022
Agenda Item: 5.D
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Fleet Services
Subject: Authorize the Procurement Manager to issue purchase orders for the
purchase of various replacement vehicles
Recommended Action
Staff recommends that the City Council:
1. Authorize the Procurement Manager to issue a purchase order with Tennant
Company for the purchase of six scrubbers for the Public Works Department.
This recommended award is made as an exception to the competitive bidding
process pursuant to Section 2.24.250(b) and is for a total amount not to exceed
$936,260;
2. Authorize the Procurement Manager to issue a purchase order with Nixon-Egli
Equipment Co. for the purchase of one DZero Plus Electric Sidewalk Sweeper 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 $385,032;
3. Authorize the Procurement Manager to issue a purchase order with National
Auto Fleet Group for the purchase of one bin truck for the Public Works
Department and two sports utility vehicles (SUVs) for the Records and Election
Services 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 $188,557; and
4. Authorize the Procurement Manager to issue a purchase order with Los Angeles
Truck Centers (DBA Velocity) for the purchase of two front loader trucks 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 $991,110.
Summary
Various divisions in the City provide essential services that maintain clean and safe
neighborhoods and open spaces for Santa Monica’s residents, visitors, and City staff.
These operations rely on fleet vehicles and equipment. Many of these vehicles are
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aging. To ensure reliable operations, provide uninterrupted service to the community,
and reduce downtime and maintenance costs, staff recommends purchasing twelve
vehicles and equipment based on competitive contract pricing available to government
agencies.
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 has worked together with various city divisions to extend the
useful lives of their vehicles to the extent possible. Twelve vehicles have been identified
for purchase, including eleven replacements that have reached their asset useful life
and one new sweeper. Due to their age and use, the replacement vehicles require
significant maintenance and repair costs to remain reliable, safe, and operational.
Funding is available and has been collected for these vehicle replacements over each
asset’s useful life.
Promenade Maintenance
The Promenade Maintenance team uses the six vehicles identified for purchase year-
round to carry out the daily operations to safely sanitize all public sidewalks and rights-
of-way, and motor sweep the Third Street Promenade, sidewalks, alleys and other
areas in the downtown business district. These vehicles are also used to clean up after
public safety emergencies in the downtown district, including traffic collisions.
With an average of 19.8 million visitors per year, the downtown is a highly trafficked
tourist attraction and is the central hub of Santa Monica’s business district. Without
functioning and reliable equipment to support operations, the City could see slower
response rates to requests, a rise in complaints, and a drop in sanitary conditions. As
we continue to recover from the COVID-19 pandemic and its impact to tourism, this
equipment is key in keeping the downtown both aesthetically pleasing and hygienically
clean. The sweeper/scrubbers scheduled for replacement have been in use since 2018
and have a typical useful life of 4 years.
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Resource Recovery and Recycling
The RRR Division uses the four vehicles identified for purchase to carry out day-to-day
operations to provide services to the community, including collection of recycling,
organics, and waste materials on a scheduled basis and providing roll-out service for
the City’s inventory of two-, three-, and four-yard collection bins, when requested.
Bin trucks are used to pull heavy bins to the street from locations where larger vehicles
either cannot maneuver safely or are too tall to fit through entrances, such as parking
structures and underground trash enclosures in apartment buildings. Due to their
weight, it is not feasible to have staff push these containers out to the street. Older
multifamily buildings may have lower entrance heights that do not allow for taller
vehicles to enter. Bin trucks are built to enter these types of spaces. The bin trucks
scheduled for replacement have been in use since 2012 and have a typical useful life of
10 years.
Front loader collection vehicles are used to service the City’s 15 commercial collection
routes. They are used to lift large bins that can weigh up to 1,200 pounds when full,
depending on the material being collected. The two front loaders scheduled for
replacement have been in use since 2013 and have a typical useful life of seven years.
Staff is also recommending the purchase of one electric sweeper for the RRR division
as they prepare to clean and maintain the City’s expanding bike lane network. The
purchase of this electric sweeper will be funded through the South Coast Air Quality
Management District (SCAQMD) AB2766 Subvention Fund Program. Future
replacement of this vehicle will be incorporated into the RRR contribution into the
vehicle replacement fund.
Support Services Division, Records and Election Services
The Support Services Division uses the two vehicles identified for purchase to provide
all City facilities with daily pickup and distribution of all US Mail, inter‐office mail, and
delivery to the Post Office. These vehicles are used year‐round to support the mail
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services, print shop deliveries, and off‐site election activities. With over 30,000 mail
pieces and close to 100 print jobs that need to be processed and delivered annually, the
City depends on the reliability of this division to provide timely service to ensure that
time sensitive material is processed timely.
Staff is recommending the purchase of twelve vehicles and equipment for a total
amount not to exceed $2,500,959, including a 10% contingency as itemized in Table 1.
Table 1 - Vehicle Replacement Program – Vehicle and Equipment Purchases
Replacing Unit Vendor Description Qty. Extended
Price
20591 Tennant Co. M-20 Scrubber 1 $141,120
20592 Tennant Co. M-30 Scrubber 1 $163,505
20593 Tennant Co. M-30 Scrubber 1 $163,505
20594 Tennant Co. M-30 Scrubber 1 $163,505
20595 Tennant Co. M-20 Scrubber 1 $141,120
20640 Tennant Co. M-30 Scrubber 1 $163,505
15949 National Auto Fleet Group Ford Escape 1 $49,922
20254 National Auto Fleet Group Ford Escape 1 $49,922
20249 National Auto Fleet Group Bin Truck 1 $88,713
20288 Los Angeles Truck Centers Front Loader 1 $495,555
20289 Los Angeles Truck Centers Front Loader 1 $495,555
NEW Nixon-Egli Equipment Co. E-Sidewalk Sweeper 1 $385,032
Total: 12 $2,500,959
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Vendor Selection
Exception to Competitive Bidding
Sweeper / Scrubbers
Staff recommends Tennant Company to furnish and deliver six sweeper/scrubbers as
an exception to competitive bidding per Muni Code 2.24.250 (b). Tennant Company
as the sole source manufacturer of Tennant machines, repair, and maintenance parts,
and provides scrubber sweepers for the City’s Promenade Maintenance Division.
These machines and parts are sold through Tennant Company’s wholly owned
subsidiary, Tennant Sales and Service Co. Tennant Sales and Service Co. is the sole
source for the “Tennant Factory Trained” service technicians qualified to repair and
maintain machines manufactured by Tennant Company.
The reliability and durability of these sweeper/scrubbers ensure the delivery of a clean
and safe Third Street Promenade and downtown district to Santa Monica’s residents
and visitors. Tennant Company provides these sweeper/scrubbers with full-service
maintenance agreements. This provides the additional advantage of predictable costs
with fewer unforeseen out-of-pocket repair bills or expenses and a cost-effective way
to maintain the units at optimum functionality. Tennant Company services the units
on-site, thereby shortening the downtime of the vehicles. The City’s public spaces
require durable equipment that is compatible with the demanding cleaning
environment and schedule.
Bin Truck and SUVs
Staff recommends National Auto Fleet Group, a distributer of Ford trucks, vehicle
upfitting, chassis upfitting equipment, to furnish and deliver one Bin Truck and two
SUVs as an exception to competitive bidding under Santa Monica Municipal Code
Section 2.24.250 (c). This exception applies here because: “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.”
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On November 8, 2021, Sourcewell issued an RFP for Cars, Trucks, Vans, SUVs, Cab
Chassis, & Other Vehicles. Under the terms of the RFP and the resulting Sourcewell
Agreement with National Auto Fleet Group (Agreement #091521-NAF established on
November 8, 2021), similarly nationally leveraged purchasing discounts are also
available to other government agencies.
Front Loaders
Staff recommends Los Angeles Truck Centers, a distributer of Autocar and Amrep
equipment, to furnish and deliver two front loaders as an exception to competitive
bidding under Santa Monica Municipal Code Section 2.24.250 (c).
On August 1, 2020, Sourcewell issued an RFP for Class 4-8 Chassis with Related
Equipment, Accessories, and Services. Under the terms of the RFP and the resulting
Sourcewell Agreement with Autocar (Agreement #060920-ATC established on August
1, 2020), similarly nationally leveraged purchasing discounts are also available to
other government agencies. The chassis is offered at an additional 20% reduced rate
through preferred customer discount pricing.
Electric Sidewalk Sweeper
Staff recommends Nixon-Egli Equipment Co., a local dealer of Dulevo, to furnish and
deliver one electric sidewalk sweeper as an exception to competitive bidding per
Santa Monica Municipal Code Section 2.24.250 (c). On November 7, 2019, Houston-
Galveston Area Council (H-GACBuy), a government agency that establishes
nationally leveraged and competitively solicited purchasing contracts for education,
government, and nonprofits, issued a Request for Proposals (RFP) for purpose-built
and commercial cab-chassis mounted street sweeper body designs, airport sweeper
bodies, and smaller riding and walk-behind styles. Under the terms of the RFP and
the resulting H-GACBuy agreement with Dulevo (Agreement #SW04-20 established
on April 1, 2020); similarly nationally leveraged purchasing discounts are also
available to other government agencies.
Environmental Assessment
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This is not a project for the purpose of CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Vehicle Replacement Fund
and the SCAQMD Subvention fund to award a purchase order with Tennant Company
for purchase and delivery of six sweeper/scrubbers; a purchase order with National
Auto Fleet Group for purchase and delivery of one bin truck and two SUVs; a purchase
order with Los Angeles Truck Centers for purchase and delivery of two front loaders;
and a purchase order with Nixon-Egli Equipment Co. for purchase and delivery of one
electric sidewalk sweeper.
Contract/Agreement/Purchase Order Request
Vendors FY 2022-23
Amount CIP Account # Total Contract
Amount
Tennant Company $936,260 C7000010.689000.90532 $936,260
National Auto Fleet Group $88,713 C7000010.689000.90535 $88,713
National Auto Fleet Group $99,844 C7000010.689000.90532 $99,844
Los Angeles Truck Center $991,110 C7000010.689000.90535 $991,110
Nixon-Egli Equipment Co. $385,032 C1806910.689000 $385,032
Total $2,500,959
Prepared By: Doris Mejia, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Nixon-Egli Oaks Form 2023
B. TennantCo. Oaks
C. National Auto Fleet Group - Oaks Initiative
D. Los Angeles Truck Centers - Oaks Initiative_print
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5.D.aPacket Pg. 209Attachment: Nixon-Egli Oaks Form 2023 (5296 : Authorize the Procurement Manager to issue purchase orders for the purchase of replacement
5.D.aPacket Pg. 210Attachment: Nixon-Egli Oaks Form 2023 (5296 : Authorize the Procurement Manager to issue purchase orders for the purchase of replacement
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.
5.D.b
Packet Pg. 211 Attachment: TennantCo. Oaks (5296 : Authorize the Procurement Manager to issue purchase orders for the purchase of replacement v)
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 # ___________________________
5.D.b
Packet Pg. 212 Attachment: TennantCo. Oaks (5296 : Authorize the Procurement Manager to issue purchase orders for the purchase of replacement v)
Tennant Sales and Service CompanyNameTitleRoleFirst ElectedExpires OnTermDavid W. HumlDirectorDirector03/01/202112/31/2999PerpetualDiane A. ZanishAssistant SecretaryOfficer12/31/2999PerpetualKevin M. O'RiordanAssistant SecretaryOfficer04/26/202212/31/2999PerpetualKristen M. ZehrAssistant SecretaryOfficer12/31/2999PerpetualKristin Anne StokesDirectorDirector12/31/2999PerpetualKristin Anne StokesSecretaryOfficer12/31/2999PerpetualRichard H. ZayChief Executive OfficerOfficer12/31/2999PerpetualRichard H. ZayPresidentOfficer12/31/2999PerpetualThomas Allan StueveDirectorDirector12/31/2999PerpetualThomas Allan StueveTreasurerOfficer12/31/2999PerpetualThomas Allan StueveVice PresidentOfficer12/31/2999Perpetual07/27/2022Page 1 of 15.D.bPacket Pg. 213Attachment: TennantCo. Oaks (5296 : Authorize the Procurement Manager to issue purchase orders for the purchase of replacement v)
5.D.c
Packet Pg. 214 Attachment: National Auto Fleet Group - Oaks Initiative (5296 : Authorize the Procurement Manager to issue purchase orders for the
5.D.c
Packet Pg. 215 Attachment: National Auto Fleet Group - Oaks Initiative (5296 : Authorize the Procurement Manager to issue purchase orders for the
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:
Los Angeles Truck Centers, LLC
Name(s) of trustees, directors, partners, and officers:
Bradley C Fauvre – President
James A Barker - President
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Bradley C Fauvre – 50%
James A Barker – 50%
Prepared by: Louie Garcia Title: Regional Parts and Service Manager
Signature: Louie Garcia Date: 8/15/2022
Email: lgarcia@vvgtruck.com Phone: 949-655-2373
FOR CITY USE ONLY:
Bid/PO/Contract # Permit #
5.D.d
Packet Pg. 216 Attachment: Los Angeles Truck Centers - Oaks Initiative_print [Revision 1] (5296 : Authorize the Procurement Manager to issue purchase