Report to Mayor and City Council
Tuesday, October 03, 2023
Consent
SUBJECT:
Title
CONSIDER (1) ADOPTING RESOLUTION NO. 23-158 AMENDING THE FY 2023-24 BUDGET, AND (2) AWARDING A PURCHASE AGREEMENT TO LONG BEACH FORD LLC, TO BUY ONE NEW 2023 FORD F-350 TRUCK AND ONE NEW 2023 FORD F-550 TRUCK FOR THE DEPARTMENT OF COMMUNITY SERVICES (CITY COUNCIL)
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I. SUMMARY
The Department of Community Services provides programming to twelve (12) full-service city parks, four (4) mini parks, and the Carson Event Center. This responsibility often requires transporting heavy equipment and multiple supplies to these facilities, which necessitates the use of heavy-duty trucks. To this end, the Department recently completed Invitation for Bids (IFB) No. 23-13 (Exhibit No. 2) to solicit a vendor capable of providing three Ford trucks at the most competitive price: one F-150, one F-350, and one F-550.
Long Beach Ford, LLC, dba BP Ford of Long Beach (“Long Beach Ford”) submitted the only bid and was ultimately determined to be the lowest responsive and responsible bidder. (Exhibit No. 3).
However, new California Air Resources Board (CARB) regulations require a phased-in transition toward zero-emission medium and heavy-duty vehicles in local government fleets, including a requirement that 50% of fleet vehicle purchases be zero-emission vehicles beginning in January 2024. In light of these impending regulations and the fact that all of the trucks bid by Long Beach Ford per IFB 23-13 are gasoline-powered, staff has removed the one F-150 from the recommended award and intends to re-bid for a zero-emissions truck in lieu of this gasoline-powered vehicle at a later date.
Staff recommends that the City Council approve the proposed Purchase Agreement (Exhibit No. 4) and adopt Resolution No. 23-158 (Exhibit No. 1) to amend the FY 2023-24 budget to allow for the purchase of two (2) new 2023 Ford F-Series trucks - an F-350 and an F-550 (both gasoline-powered) - from Long Beach Ford for a total cost of $155,221.93.
II. RECOMMENDATION
Recommendation
1. WAIVE further reading and ADOPT Resolution No. 23-158, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2023-24 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS”;
2. AWARD and APPROVE the proposed Purchase Agreement with Long Beach Ford, LLC for the purchase of one new 2023 F-350 truck and one new 2023 Ford F-550 truck at a not-to-exceed contract sum of $155,221.93 (Exhibit No. 4; “Agreement”); and
3. AUTHORIZE the Mayor to execute the Agreement, following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. REJECT the bid.
2. TAKE another action the City Council deems appropriate, consistent with the
requirements of the law. IV. BACKGROUND
One of the primary duties of the Department of Community Services/Recreation/Parks Maintenance is to provide programming at the City’s parks and the Carson Event Center. To complete this task, staff must haul large tools, equipment, and supplies to these facilities. Therefore, the availability of a vehicle able to transport these items is vital and necessary to the Department’s ability to provide continued services to the city and its residents in a safe and efficient manner. The current vehicle shortage prevents staff from fulfilling this goal. Moreover, staff foresees utilizing the trucks for emergency response, if needed.
On June 29, 2023, staff issued IFB No. 23-13 to purchase 3 new 2023 Ford F-Series trucks on PlanetBids via the City’s online portal. Notice of the IFB was posted in accordance with Carson Municipal Code (CMC) Section 2610(b) on the City’s website, at the City’s public notice locations, and published in the Daily Journal newspaper on June 27, 2023. The deadline to submit a proposal was July 27, 2023. The Purchasing Division also reached out to local dealerships, including those in Carson, informing them of the IFB and presenting them the opportunity to submit a bid.
In response to the IFB, the City received one bid, from Long Beach Ford. The bid was reviewed for completeness of response and compliance with IFB No. 23-13 requirements. Long Beach Ford submitted a bid price of $209,340.27 for the three (3) trucks, provided all required information to comply with IFB 23-13, and was determined to be the lowest responsive and responsible bidder per CMC 2610.
However, with the impending CARB regulations as discussed above, staff elected to remove the one (1) F-150 and re-bid for a zero-emissions truck at a later date. The recommended purchase is therefore comprised of one (1) F-350 truck and one (1) F-550 truck at a total cost of $155,221.93.
The F-550 flatbed truck is replacing City vehicle #744, which has been red tagged due to an issue with the parking brake. Additionally, manufactured parts are no longer available for vehicle #744, so it will be removed from the Fleet.
The F-350 will be utilized to tow the City’s mobile stage to events. The vehicle has 4x4 capabilities and provides increased maneuverability when setting the mobile stage up on park facilities.
The new vehicles are estimated to be delivered by the end of the 2023 calendar year.
V. FISCAL IMPACT
Funds are available in the Fiscal Year 2023-24 adopted budget. Therefore, staff is requesting approval of Resolution No. 23-158 to reallocate $155,221.93 from Recreation Division accounts to the Reservations Vehicle Inventory GL account 101-90-950-620-8003 to support this expense.
VI. EXHIBITS
1. Resolution No. 23-158 (pgs. 4 - 5)
2. IFB 23-13 (pgs. 6 - 26)
3. Long Beach Ford Bid (pgs. 27 - 36)
4. Purchase Agreement (pgs. 37 - 47)
Prepared by: Bobby Grove CS Superintendent, Tim Grierson Recreation Superintendent, and Michael Whittiker Jr., Director of Community Services/Recreation/Park Maintenance