SR 04-25-2023 5B
City Council
Report
City Council Meeting: April 25, 2023
Agenda Item: 5.B
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Fleet Services
Subject: Authorization of Purchase Orders with National Auto Fleet Group and Los
Angeles Truck Centers for Vehicle Replacement Purchases for Various
Divisions
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15302
(Replacement or Reconstruction) of the California Environmental Quality Act
(CEQA) guidelines.
2. Authorize the Procurement Manager to issue a purchase order with National
Auto Fleet Group for the purchase of forty-one Ford sedans, sports utility
vehicles, vans, and trucks for the Police, Fire, Public Works, and Library
Departments. 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 $3,181,078.
3. Authorize the Procurement Manager to issue a purchase order with Los Angeles
Truck Centers for the purchase of twelve side loader trucks, one rear loader and
three 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 $7,837,992.
Summary
Various City of Santa Monica departments and divisions 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 vehicles and equipment
managed and maintained by the City’s Fleet Management Division. Many of these
vehicles are aging past their cost-effective useful lives. To ensure reliable operations,
provide uninterrupted service to the community, and reduce downtime and
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maintenance costs, staff recommends purchasing fifty-seven 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 division routinely replaces vehicles that have reached the end of their
cost-effective useful lives through the Vehicle Replacement Fund.
In response to the budgetary impacts of the COVID-19 pandemic, contributions to the
Vehicle Replacement Fund were suspended for the General and Beach Funds, and
vehicle replacements were temporarily suspended unless they were necessary for
public safety or for the operation of essential City services. The Fleet Management
Division has worked together with various City divisions to extend the useful lives of
their vehicles as much as possible.
Fifty-seven vehicles have been identified for replacement. These vehicles are vital to
essential operations but have reached or exceeded their cost-effective useful life,
incurring maintenance costs of approximately 50% of the original purchase cost over
the last two years. Due to their age and use, these vehicles require significant
ongoing maintenance and repair costs to remain reliable, safe, and operational.
Staff is recommending the purchase of fifty-seven vehicles and equipment for a total
amount not to exceed $11,019,070, of which $2,428,023 is from the General Fund,
including a 10% or 30% contingency as itemized in Table 1. A detailed list of each
vehicle is included to provide additional context. (Attachment A). Funding for the
replacement of these vehicles is available and was collected over each asset’s useful
life.
Due to high demand and limited vehicle availability, the Ford vehicles may not be
readily available to the City. This may create a significant escalation in vehicle cost
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and, as a result, the purchase order for the Ford vehicles would include a higher
contingency amount. However, purchasing in higher numbers would put the City in a
more competitive position when the manufacturer begins to accept orders for the year
and would ensure the timeline for replacement is not extended any further past the
cost-effective useful life of the vehicles. Given the long lead times for these vehicles,
and an average delivery time of up to two years, it is essential to be proactive and
start the process for replacement. These essential vehicles are key to public safety,
maintaining our open spaces, and supporting the City Council’s priority of a Clean and
Safe Santa Monica.
Table 1. Vehicle Replacement Program: Vehicle and Equipment Purchases
Fund Dept. Vendor Description Qty. Extended Price*
RRR Public Works LA Truck Centers Side Loader 12 $6,008,972
RRR Public Works LA Truck Centers Front Loader 3 $1,399,310
RRR Public Works LA Truck Centers Rear Loader 1 $429,710
RRR Fund Total 16 $7,837,992
Wastewater Public Works National Auto Fleet Group Ford Mach-E 2 $147,038
Wastewater Public Works National Auto Fleet Group Ford F-250 1 $84,658
Wastewater Fund Total 3 $231,695
Water Public Works National Auto Fleet Group Ford F-250 3 $521,360
Water Fund Total 3 $521,360
General Police National Auto Fleet Group Ford PIU 28 $1,857,814
General Library National Auto Fleet Group Ford E-350 1 $90,148
General Library National Auto Fleet Group Ford Escape 1 $60,900
General Finance National Auto Fleet Group Ford E-250 2 $174,664
General Police National Auto Fleet Group Ford Explorer 1 $76,995
General Public Works National Auto Fleet Group Ford F-250 2 $167,501
General Fund Total 35 $2,428,023
Total 57 $11,019,070
*Extended price includes contingency
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Public Works Department
Resource Recovery and Recycling (RRR)
The RRR Division relies on these vehicles to carry out day-to-day operations that
directly support the City’s priority of a Clean and Safe Santa Monica, including:
• Collection of recycling, organics, and waste materials;
• Distribution and replacement of two-, three-, and four-yard collection bins;
• Street sweeping along the City’s ~253 curb lane miles; and
• Responding to requests for bulky and abandoned item pickup.
Water Resources Division
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 and maintain this water and wastewater infrastructure.
These vehicles are also used to carry out day-to-day operations to provide water and
wastewater services to the community, which include the following:
• 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.
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Public Landscape
The Public Landscape Division maintains the City’s parks urban forest, and oceanfront.
Park Maintenance staff provide landscaping and irrigation in 28 parks and nearly 30 0
medians and open spaces. The oceanfront team preserves the 245-acre Santa Monica
State Beach, including 3.5 miles of bike path, and the historic Santa Monica Pier. This
division relies heavily on their vehicles to provide:
• Daily clean-up of Ocean Front Walk, including pick up of large and bulky items;
• Responding to 311 requests;
• Pressure wash service to 3.5 miles of beach area including, Ocean Front
Walk, parking lots, restrooms, and the bike path; and
• Maintain trees and parks on public streets and citywide.
Police Department
The Police Department uses their vehicles for emergency response, patrol, pursuit, and
traffic enforcement. These police vehicles consist of patrol and pursuit units with a useful
life of four years. The vehicles in the Police Department are used for a variety of purposes
and assignments including emergency response, routine patrol, and specialized details
and assignments.
Santa Monica Public Library
The Santa Monica Public Library’s Administration and Business Services Division uses
their vehicles to provide program support and to transport supplies, materials, and
books between their five locations. These vehicles are also used to conduct security
patrols at Library facilities.
Finance Department
The Finance Department’s Treasury Division is responsible for collecting revenue from
parking meters throughout the City. These vehicles provide support to the division to
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carry out day-to-day operations and collect coins from over six thousand street parking
meters throughout the City.
Vendor Selection
Exception to Competitive Bidding
Staff recommends: 1) National Auto Fleet Group, a distributer of Ford trucks, vehicle
upfitting, chassis upfitting equipment, to furnish and deliver forty-one vehicles and; 2)
Los Angeles Truck Centers, a distributer of Crane Carrier equipment, to furnish and
deliver sixteen front, side, and rear loaders as an exception to competitive bidding
under Santa Monica Municipal Code Section 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.”
On September 15, 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, similar nationally leveraged
purchasing discounts are also available to other government agencies. Sourcewell
Agreement #091521-NAF was established on November 4, 2021, expires November
8, 2025, and has one one-year renewal option.
On June 9, 2020, Sourcewell issued an RFP for Class 4-8 Chassis with Related
Equipment, Accessories, and Services. Under the terms of the R FP, and the resulting
Sourcewell Agreement with Los Angeles Truck Center, a distributor of Crane Carrier
equipment , similar 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. Sourcewell Agreement #060920-CRN
was established on August 7, 2020, expires August 1, 2024, and has one one-year
renewal option.
Sourcewell is a cooperative purchasing agency that serves government, education,
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and nonprofit organizations. As a cooperative purchasing agency, they acquire goods
or services by aggregating the demand of two or more entities in an effort to obtain
more economical pricing.
Environmental Assessment
The purchase orders for replacement vehicles are categorically exempt from CEQA
pursuant to Section 15302 (Replacement or Reconstruction) of the CEQA Guidelines.
Section 15302 exempts Class 2 projects which “consists of replacement or
reconstruction of existing structures and facilities where the new structure will be
located on the same site as the structure replaced and will have substantially the same
purpose and capacity as the structure replaced”. The replacement vehicles would
replace existing City fleet vehicles, with essentially the same purpose and capacity.
Therefore, the purchase orders qualify for a Class 2 exemption.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Vehicle Replacement
Fund to award a purchase order with Los Angeles Truck Centers for the purchase
and delivery of sixteen rear, side, and front loader trucks in the amount of
$7,837,992; and a purchase order with National Auto Fleet Group for the purchase
and delivery of forty-one Ford vehicles in the amount of $3,181,078.
Purchase Order Requests
Vendors CIP Account # Total Contract Amount
Los Angeles Truck Centers C7000010.689000 $7,837,992
National Auto Fleet Group C7000010.689000 $3,181,078
Total $11,019,070
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Prepared By: Doris Mejia, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Attachment A Vehicles Staff Report 4.2023
B. NAFG Oaks
C. LA Truck Center - Velocity Oaks
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REPLACING
UNITS DEPT FUND VENDOR DESCRIPTION QTY UNIT COST CONTINGENCY UNIT COST
W/CONT EXTENDED PRICE
Justification for replacement:
-Age (50% past useful life or 2 years
over its useful life)
- Maint Cost (repair costs are over 50%
more than replacement value of new
vehicle)
20105 PW – RRR RRR LA Truck Centers Rear Loader 1 $ 390,645.87 10%$ 429,710.46 $ 429,710 Age & Maint Cost
20368 Age & Maint Cost
20406 Age & Maint Cost
20407 Age & Maint Cost
20408 Age & Maint Cost
20409 Age & Maint Cost
20410 Age & Maint Cost
20411 Age & Maint Cost
20412 Age & Maint Cost
20559 Age & Maint Cost
20560 Age & Maint Cost
20561 Age & Maint Cost
20582 Age & Maint Cost
20456 Age & Maint Cost
20457 Age & Maint Cost
20568 Age & Maint Cost
Fund Total 16 $ 7,837,992
15819 PW - Water Wastewater NAFG Ford F-250 1 $ 65,121.33 30%$ 84,657.73 $ 84,658 Age, Maint Cost
15716 Age, Maint Cost, Upgrading Fuel Sys.
20195 Age
Fund Total 3 $ 231,695
15816 Age, Maint Cost
16094 Age, Maint Cost
15815 PW - Water Water NAFG Ford F-250 1 $ 130,066.26 30%$ 169,086.14 $ 169,086 Age, Maint Cost
Fund Total 3 $ 521,360
15501 Ford E-250 Age, Maint Cost
15578 Age, Maint Cost
16083 Library Department General NAFG Ford E-350 1 $ 69,344.98 30%$ 90,148.47 $ 90,148 Age & Maint Cost
16200 Library Department General NAFG Ford Escape 1 $ 46,846.35 30%$ 60,900.26 $ 60,900 Age & Maint Cost
20180 Police Department General NAFG Ford Explorer 1 $ 59,226.56 30%$ 76,994.53 $ 76,995 Age
20603 Age
20605 Age
20606 Age
20607 Age
20608 Age
20609 Age
20617 Age
20618 Age
20619 Age
20620 Age
20621 Age
20622 Age
20623 Age
20630 Age
20632 Age
20656 Age
20686 Age
20687 Age
20688 Age
20692 Age
20710 Age
20724 Age
20725 Age
20730 Age
20731 Age
20157 Police Department General NAFG Ford PIU 1 $ 51,239.04 30%$ 66,610.75 $ 66,611 Age
20610 Age
20668 Age
20218 Age, Maint Cost
20219 Age, Maint Cost
Fund Total 35 $ 2,428,023
Total 57 $ 11,019,070
General Fund C7000010.689000.90532
30%$ 83,750.71 $ 167,501
ATTACHMENT A. COMPREHENSIVE VEHICLE AND EQUIPMENT LIST
RRR Fund C7000010.689000.90535
Wastewater Fund C7000010.689000.90537
Water Fund C7000010.689000.90534
PW - Public Landscape General NAFG Ford F-250 2 $ 64,423.62
$ 1,665,269
Police Department General NAFG Ford PIU 2 $ 48,436.50 30%$ 62,967.45 $ 125,935
87,332.13$ 174,664.26$
Police Department General NAFG Ford PIU 25 $ 51,239.04 30%$ 66,610.75
Finance Department General NAFG 2 67,178.56$ 30%
$ 147,038
PW - Water Water NAFG Ford F-250 2 $ 135,489.82 30%$ 176,136.77 $ 352,274
$ 466,436.81 $ 1,399,310
PW - Water Wastewater NAFG Ford Mach-E 2 $ 56,552.94 30%$ 73,518.82
10%$ 500,747.61 $ 6,008,971
PW – RRR RRR LA Truck Centers Front Loader 3 $ 424,033.46 10%
PW – RRR RRR LA Truck Centers Side Loader 12 $ 455,225.10
5.B.a
Packet Pg. 86 Attachment: Attachment A Vehicles Staff Report 4.2023 [Revision 10] (5519 : Replacement Vehicles for Various Departments)
5.B.b
Packet Pg. 87 Attachment: NAFG Oaks (5519 : Replacement Vehicles for Various Departments)
5.B.b
Packet Pg. 88 Attachment: NAFG Oaks (5519 : Replacement Vehicles for Various Departments)
5.B.c
Packet Pg. 89 Attachment: LA Truck Center - Velocity Oaks (5519 : Replacement Vehicles for Various Departments)