TITLE
Recommendation to adopt Specifications No. ITB FS21-009 and award a contract to Tropos Technologies, Inc., of Morgan Hill, CA, for furnishing and delivering two Tropos Able XR electric vehicles, for a total contract amount not to exceed $111,437, inclusive of taxes and fees; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Tropos Technologies, Inc., for the purchase of two Tropos Able XR electric vehicles. The electric vehicles will replace current units in the Public Service Bureau in the Public Works Department (PW), and in Animal Control Services in the Parks, Recreation and Marine Department (PRM). The PW unit will be used for curb painting and is able to carry the large, specialized payloads required for those services. The PRM unit will allow expanded transportation of animals currently not possible with the unit it is replacing. Purchase of these vehicles was approved by the City Manager in the FY 17 and FY 18 Fleet Replacement Plans.
The current units are an average of five years past their useful life, experiencing increased downtime, and replacement parts are becoming increasingly difficult to obtain. These electric carts are smaller than the units they are replacing, and able to carry larger loads, making them more practical for daily operations.
The bid was advertised in the Long Beach Press-Telegram on November 20, 2020, and 54 potential bidders specializing in light duty vehicles were notified of the bid opportunity. Of those bidders, five downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the sixth floor of City Hall, and the Division’s website at www.longeach.gov/purchasing. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 35 local, minority-owned, and women-owned business groups. One bid was received on December 2, 2020, and the bidder was not a Minority-owned Business Enterprise (MBE), Woman-owned Business Enterprise (WBE), certified Small Business Enterprise (SBE), or Long Beach business (Local). Tropos Technologies, Inc., of Morgan Hill, CA (not a MBE, WBE, SBE, or Local), was the sole responsive bidder.
Local Business Outreach
In an effort to align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download the bid specifications. Through outreach, four Long Beach vendors were notified to submit bids, of which none downloaded or submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Taylor M. Anderson on December 23, 2020, by Business Services Bureau Manager Tara Yeats on December 17, 2020, and by Budget Management Officer Rhutu Amin Gharib on December 27, 2020.
SUSTAINABILITY
Electric vehicle replacements have been supported by the City because there are no toxins or other pollutant emissions from these units.
TIMING CONSIDERATIONS
City Council action is requested on January 19, 2021, to ensure a contract is in place expeditiously. Delay in replacement will result in higher expense in maintaining the old units as well as possible service delays for the user departments.
FISCAL IMPACT
The total contract amount will not exceed $111,437, inclusive of taxes and fees, and is budgeted in the Fleet Services Fund Group in the Financial Management Department. Ongoing maintenance costs are estimated at $1,703 annually and capital replacement charges based on an asset life of ten years are estimated at $7,891 annually for these units. These costs will be collected through the Fleet Services Memorandum of Understanding (MOU) regular monthly charges to the General Fund Group in the Public Works and the Parks, Recreation and Marine Departments starting when the vehicles are delivered and in use. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
THOMAS B. MODICA
CITY MANAGER