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AGENDA STAFF REPORT
441FORN,
DATE: February 12, 2018
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Steve Myrter, P.E., Director of Public Works
SUBJECT: POLARIS BEACH UTILITY VEHICLE REPLACEMENT
SUMMARY OF REQUEST:
That the City Council adopt a Resolution:
1. Approving Budget Amendment No. 18 -07 -01 for $27,200;
2. Authorizing the purchase of one replacement vehicle, equipment,
up- fitting, and contingency for the City's fleet at a total of
$27,188.12, in accordance with the breakdown set out in this staff
report, pursuant to Seal Beach Municipal Code Section
3.20.025(B);
3. Authorizing the City Manager to approve purchase orders for the
new vehicle, equipment, up- fitting and payment of all State taxes
and fees required for delivery for vehicle and equipment purchases;
and,
4. Authorizing the City Manager to surplus existing vehicle and
equipment upon the completion of the new vehicle and equipment
purchase and retrofitting.
BACKGROUND AND ANALYSIS:
On June 11, 2012, the City Council adopted the 2012 Fleet Management Plan
and directed staff to implement the recommendations contained therein. The
Fleet Management Plan established a vehicle and equipment replacement
schedule based on years of service and mileage. Currently, the replacement
schedule allows the City to effectively plan and budget for vehicle and equipment
replacements. The overall goal of the Fleet Management Plan is to maximize
efficiency and value.
The City of Seal Beach Police Department procured a Polaris beach utility
vehicle as part of a grant in 2010. This vehicle has served for 8 years as the
Agenda Item D
primary beach patrol vehicle. The small, compact size and its maneuverability
allow our officers the opportunity to patrol the densely populated beaches during
the summer months. Its off -road capabilities allow officers to patrol the beaches,
Gum Grove and wetlands.
In the 2012 Fleet Management Plan, this vehicle is scheduled to be replaced in
FY 2018/19. Staff has rated this vehicle and determined that it needs to be
replaced based on the vehicle's current condition and age. The degradation of
the vehicle has been accelerated due to the exposure of the salt air. In the Fleet
Management Plan, it is suggested that lifeguard trucks get replaced every five
years due to their exposure to salt air. With this vehicle exposed to the same
environment as a lifeguard truck, it is suggested that this vehicle follow the same
replacement schedule. Staff performed a visual inspection and found the frame,
suspension, brakes, hardware and fasteners to have a significant amount of rust.
Staff has determined the cost of repairs outweighs the cost of the vehicle.
Procurement Process
The City's purchasing and contract policies are set out in the Seal Beach
Municipal Code (SBMC) and Charter. The cost for goods or services to be
purchased dictates how they are to be procured such as through an informal or
formal bidding process. SBMC Section 3.20.025 lists certain exemptions from
the bidding process, including for purchases of a commodity that can be obtained
only from one vendor.
Staff procured this Polaris beach utility vehicle through a "Piggy- back" method.
This method is a commonly used term to competitively bid contracts awarded by
other National Joint Powers Alliance (NJPA) and State public agencies to ensure
the best pricing for purchases. The NJPA is a municipal national contracting
agency that provides nationally leveraged and competitively solicited purchasing
contracts, which the City of Seal Beach is a member.
Under the NJPA contract #051717 -PSI, staff solicited the manufacturer of the
vehicle to provide the City a quote for $19,591.77. This includes all taxes, fees
and delivery of the vehicle. In standardizing the vehicle to match the police fleet,
staff received a quote for $5,124.70 to up -fit the vehicle. The total cost of the
vehicle with up- fitting is $24,716.47. An additional 10% contingency of $2,471.65
will be applied for any unforeseen cost. The total cost including the vehicle,
equipment and up- fitting and contingency is $27,188.112. Any unspent funds will
be return back to the original source.
Vehicle and Equipment Surplus
After the new vehicle is purchased and up -fitted with necessary equipment and
placed into service, the vehicle that was replaced will be sent to auction. The
sale proceeds from that auction will be deposited back into the fleet replacement
fund.
Page 2
ENVIRONMENTAL IMPACT:
There is no environmental impact associated with this item.
LEGAL ANALYSIS:
The City Attorney has reviewed and approved as to form.
FINANCIAL IMPACT:
The total cost for the replacement vehicle purchase, equipment and contingency
is $27,188.12. Since this cost was not budgeted in the approved FY 17/18,
Budget Amendment No. 18 -07 -01 is required to purchase the vehicle with the
following breakdown:
Any remaining funds will be returned back the original funding source.
RECOMMENDATION:
That the City Council adopt a Resolution:
Approving Budget Amendment No. 18 -07 -01 for $27,200;
2. Authorizing the purchase of one replacement vehicle, equipment
and up- fitting, and contingency for the City's fleet at a total cost of
$27,188.12, in accordance with the breakdown set out above in this
staff report, pursuant to Seal Beach Municipal Code Section
3.20.025(B);
3. Authorizing the City Manager to approve purchase orders for the
new vehicle, equipment and payment of all State taxes and fees
required for delivery for vehicle and equipment purchases; and,
4. Authorizing the City Manager to surplus existing vehicle and
equipment upon the completion of the new vehicle and equipment
purchase and retrofitting.
Page 3
Re,isecUAdopted
Proposed
Budget (di1)
Description
Account
Budget
Budget
Amendment
Vehicle
037 - 86348075
$ 160,100
$ 187,300
$ 27,200
Transfe in - Cperation
034 - 000-31502
$ 1,371,800
$ 1.399,000
$ 27.200
Transfer Cut-operation
021- 98047002
$ 80,000
$ 107,200
$ 27,200
Any remaining funds will be returned back the original funding source.
RECOMMENDATION:
That the City Council adopt a Resolution:
Approving Budget Amendment No. 18 -07 -01 for $27,200;
2. Authorizing the purchase of one replacement vehicle, equipment
and up- fitting, and contingency for the City's fleet at a total cost of
$27,188.12, in accordance with the breakdown set out above in this
staff report, pursuant to Seal Beach Municipal Code Section
3.20.025(B);
3. Authorizing the City Manager to approve purchase orders for the
new vehicle, equipment and payment of all State taxes and fees
required for delivery for vehicle and equipment purchases; and,
4. Authorizing the City Manager to surplus existing vehicle and
equipment upon the completion of the new vehicle and equipment
purchase and retrofitting.
Page 3
SUBMITTED BY:
Stevym , P11 vr-
Director of Public Works
NOTED AND APPROVED:
AQ Q \ n
II . Ingram, City M ager
Prepared by: Michael Ho, P.E., Dep. Dir. PW /City Engineer
Attachments:
A. Resolution
Page 4
Attachment "A"
RESOLUTION
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING
THE PURCHASE OF A REPLACEMENT VEHICLE AND EQUIPMENT
FOR THE CITY'S FLEET AND AUTHORIZING THE CITY MANAGER TO
SURPLUS EXISTING VEHICLE AND EQUIPMENT
WHEREAS, the City Council adopted the 2012 Fleet Management Plan on June
12, 2012;
WHEREAS, the Fleet Management Plan established a vehicle and equipment
replacement schedule and scoring methodology to evaluate the condition of
vehicles and equipment requiring replacement;
WHEREAS, the City's fleet is evaluated on an annual basis and the City has
determined that one existing vehicle and equipment require replacement;
WHEREAS, in accordance with the Seal Beach Charter and the City's purchasing
ordinance set forth in Chapter 3.20 of the Seal Beach Municipal Code, in order to
obtain the replacement vehicles and new maintenance equipment, the City
solicited requests for quotations for purchase of vehicles, and also determined that
the retrofitting of the fleet can be obtained only from one vendor in order to ensure
the standardized retrofitting of the vehicles and equipment by utilization of the
"piggy -back process" through the National Joint Powers Alliance (NJPA).
NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY
RESOLVE:
Section 1. The City Council hereby approves Budget Amendment No. 18 -07 -01
with the following breakdown:
Description
Account
PEvsed/Adopted
Proposed
Budget (diff)
Budget
Budget
Amendment
Vehicle
034- 86348075
$ 160,100
$ 187,300
$ 27,200
Transfein - Operation
034 -000 -31502
$ 1,371,800
$ 1,399,000
$ 27,200
Transfer Cut- operation
021 - 980-07002
$ 80,000
$ 107,200
$ 27,200
Section 2. In accordance with Seal Beach Municipal Code Section 3.20.025,
which provides an exemption from bidding procedures for purchases of a
commodity that can be obtained only from one vendor, the City Council hereby
approves the purchase of one replacement vehicle, equipment and up- fitting, and
contingency for the City's fleet at a total cost of $27,188.12.
Section 3. The City Council hereby authorizes the City Manager to approve
purchase orders for the new vehicle, equipment, up- fitting and to pay all sales tax
and fees required for delivery for the vehicle and equipment purchases.
Section 4. The City Council hereby authorizes the City Manager to surplus the
existing vehicle and equipment upon the completion of the new vehicle and
equipment purchase and retrofitting.
Resolution Number
PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a
regular meeting held on the 12th day of February, 2018 by the following vote:
AYES:
Council Members:
NOES:
Council Members:
ABSENT:
Council Members:
ABSTAIN:
Council Members:
Michael Varipapa, Mayor
ATTEST:
Robin L. Roberts, City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Robin Roberts, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number on file in the office
of the City Clerk, passed, approved, and adopted by the City Council at a regular
meeting held on the 12th day of February, 2018.
Robin L. Roberts, City Clerk