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Home My WebLink AboutStaff Report 3.C 11/21/2016L��i PAY , `Y r85`U' DATE: November 21, 2016 Agenda Item #3.0 TO: Honorable Mayor and Members of the City Council through City Manager { FROM: Dan t. ASCE — Director, Public Works and Utilities Joe Rye, Transit Division Manager, Public Works and Utilities SUBJECT: Resolution Approving Purchase of Two Replacement Paratransit Vehicles for Petaluma Paratransit RECOMMENDATION It is recommended that City Council adopt the attached Resolution Approving the Purchase of Two Replacement Paratransit Vans for Petaluma Paratransit. BACKGROUND A key to reliable transit service is maintaining a newer fleet. The proposed purchase of two new paratransit vans is to replace two older and obsolete vehicles. The action supports the transit vehicle upgrade strategy whereby Federal Transit Administration (FTA) transit capital funds are allocated to the Metropolitan Transportation Commission (MTC) and then passed through to Petaluma as part of their regional transit capital priorities program. On December 3, 2012, the City Council adopted a resolution authorizing the filing of an application for FTA Section 5307 funding for this vehicle purchase. That grant has been approved by the FTA and funds were made available for the current fiscal year. The funding allows the City to purchase these vehicles. DISCUSSION The purchase of two, Class B, Glaval paratransit replacement vans powered by gasoline engines is proposed. They would arrive in the next 6 months and replace two retired vans, resulting in an active fleet of eight paratransit vans. These replacement paratransit vans would be procured in compliance with Petaluma Municipal Code (PMC) Section 4.04.100, by utilizing an FTA- approved method of cooperative purchasing by joining onto another agency's publicly bid process. This would exempt the City from independently bidding for the vans while allowing the benefits of economies of scale to achieve lower pricing in a larger, purchasing consortium process. The use of joint procurements and procurement consortiums to obtain better pricing and lessen transit agency staff burden is strongly encouraged by the MTC. This same method was used for the purchases approved by City Council in 2010, 2011, and March 2014. These vans are being purchased using the FTA- approved California Association for Coordinated Transportation/Morongo Basin Transit Authority (CaIACT /MBTA) Vehicle Purchasing Cooperative with an option assigned by CalACT on October 12, 2016, as shown in Attachment 3. The aforementioned PMC section requires documentation as to the advantage of using cooperative purchasing. Therefore, a second quotation from the vendor, A -Z Bus Sales, for the same vehicles was obtained. The pricing for the exact same vehicles would cost the City more per vehicle, plus additional staff hours that would be necessary to conduct a procurement with formal bidding. As shown in Attachment 2, the CalAct Cooperative purchase consortium price for the two Type B vans will cost $80,122.10 and $76,615.12 respectively, for a total of $156,737.22. One van does not require a new video surveillance system because it will be equipped with a video system from a retired van. The Transit Advisory Committee considered this item at their October 6, 2016 meeting and recommends that City Council adopt the resolution approving purchase of two replacement vans. After procurement, both vehicles will require application of the Petaluma Paratransit graphics package at an added cost of approximately $750 -1,000 each. FINANCIAL IMPACTS The combined total cost to purchase the two vehicles, is expected to be approximately $159,000 plus up to $2,263 for exterior graphics, which are procured separately from local vendors. The purchase and graphics will be partially funded by a FTA Section 5339 funds of $127,497, and Proposition 1B, Public Transportation Modernization, Improvement, and Service Enhancement Account of $22,497, and Transportation Development Act funds of $9,009 programmed by MTC. Once surplussed, the retired vans will be sold at auction and are not expected to yield more than $5,000. All funds are included in the FY 16/17 Operating Budget for Petaluma Transit. ATTACHMENTS 1. Resolution 2. Quotation A -Z Bus Sales — (2) Type B Elkhart Vans, (1) with Seon Video System 3. CaIACT /MBTA Letter of Assignment 2 Attachment 1 RESOLUTION AUTHORIZING THE PURCHASE OF TWO REPLACEMENT PARATRANSIT VEHICLES FOR PETALUMA PARATRANSIT WHEREAS, pursuant to Fixing America's Surface Transportation Act (FAST), eligible project sponsors wishing to receive Federal Transit Administration (FTA) Section 5307 and 5339 grants for a project shall submit an application with the metropolitan transportation planning organization (MPO), for review and inclusion in the MPO's Transportation Improvement Program; and WHEREAS, the City of Petaluma submitted an application for Section 5339 funding for transit vehicle procurements in the amount of $127,497 in FTA funds, plus $22,497 in Public Transportation Modernization, Improvement, and Service Enhancement Account and $9,009 in Transportation Development Act funds to MTC and the FTA in October 2015, and funding has been subsequently awarded; and WHEREAS, an option was located to purchase two paratransit vehicles through a procurement consortium, led by the California Association for Coordinated Transportation and Morongo Basin Transit Authority, known as the "Cooperative ", where A -Z Bus Sales of Sacramento, CA was a successful bidder; and WHEREAS, the Petaluma Municipal Code section 4.04. 100 provides that purchases made through a cooperative purchasing program with the state, county or other public agencies are exempt from provisions of Chapter 4.04 of the Petaluma. Municipal Code which requires the City to conduct its own competitive bid process for certain purchases and documentation as to the advantage of the cooperative purchases will be retained; and WHEREAS, after reviewing the quotes from A -Z Bus Sales, staff recommends that the Council authorize the purchase of two paratransit vans from A -Z Bus Sales under the terms of the CaIACT MBTA Cooperative. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Petaluma hereby authorizes the City Manager to accept the Assignment to Purchase Agreement from CaIACT -MBTA and approve a purchase order for two paratransit vans to A -Z Bus Sales in an amount not to exceed $156,737.22, and authorizes the City Manager to surplus the two retired paratransit vans to be replaced by the subject vehicle purchase. 3 A�Z%*,*Aw.*1 MBTA CaIACT Cooperative RFP 11.03 Customer: Petaluma Transit Quote Date 9/21/2016 Address: 555 McDowell Blvd County: Sonoma Expires 9/21/2016 City Petaluma zip Code: 94954 Contact: Joe Rye !Office Phone: 707- 778 -4421 DSI Account: EmailAddress :'JRYE @ci.petaluma.ca.us Cell Phone: Fax Number Sales Representative Clay Hartman Type B Ford Gasoline Option Description Contract Price 1 Gas - Cut -Away Chassis 4 Freedman Foldaway Seat (double) 1 Roof Vents 1 Additional Mobility Aid positions (w /tie downs) 9 Credit for seat delete 1 Removable diamond floor access plate 1 USSC G2 E Drivers Seat (If not standard) 1 Mor -RYD Suspension 1 ADNIK Power Seat Base 1 Braun NCL 1000 (1 k Ibs capacity lift) 1 AMIN CD Per spec 1 Documentation Charges 1 DMV /State Fees Glaval Chassis, E- 450,158 ", 6.81- V -10 1 Change Underseat Heater to a wall type 1 Make LH side seats all doubles, RH side all singles 1 Seon TL- HD- 5- 500GB, 4Camera System with GPS and 500 GB +spare HD 1 Filon Ceiling and Walls, ILO standard (25' length) Model Year 201( Type: B Gas Passenger Capacity: 11+3 Seat Fabric: Level 4 Doc 90 Air Conditioning System: TA733 Exterior Color /Graphics: White only, no graphics Make: Toro Chassis: E-450 Wheelbase: 158" Engine: 6.8L V -10 gasoline GVWR: 14,500 Body Length: 22' 1,025.00 4,100.00 425.00 425.00 775.00 775.00 (110.00) (990.00 110.00 110.00 nc 825.00 825.00 445.00 445.00 575.00 575.00 OEM Radio Std 80.00 80.00 12.25 12.25 50.00 50.00 3,553.00 3,553.00 625.00 625.00 Wheelchair Lift Model: rsraunLemury Wheelchair Lift Location Rear Number of Tie Downs: 3 Alternator: 225 Amp OEM Tie Down Type QRT360 Estimated Delivery: 150 Days ARO 2 4 Ao1Z%*,*.4ro MBTA CaIACT Cooperative RFP 11.03 Customer:' Petaluma Transit Address: 555 McDowell Blvd County: Sonoma City Petaluma ' Zip Code: 94954 Contact: Joe Rye Office Phone: 707 -778 -4421 Email Address: JRYE @ci.petaluma.ca.us Cell Phone: Sales Representative Clav Hartman TvPe B Ford Gasoline Option Description Galvanized Steel Cage Costruction Galvanized Exterior Skins - Vacuum Laminated Body Construction One Piece FRP Roof Assembly 36" Electric Entry Door Ergonomic Driver Control Panel with Quick Disconnect Driver Side Running Board Remote control & heated Exterior Mirrors Standard 2 -Step Entry with 12" First Step Height Dual Entry Grab Rails 5/8" Marine Plywood Subfloor, with Galvanized Steel Sub - structure Integrated Track Seating System Daytime Running Lights Base Unit as Specified Published Options Non - Published Options Sub -total per Unit ADA Portion that is non taxable Taxable Amount (subtotal less non taxable) Sales Tax Quote Date 9/2112016 Expires 9/21/2016 DSI Account: Fax Number Contract Price ALL LED Exterior Lighting Filon FRP Interior Sidewalls, Roof, Rear Walls Number, function, and color coded wiring Braun Century W/C Lift Side Mounted Battery on Slide Out Tray w /High Amp Circuit Breakers 96" Body Width Seating: Level 4 upholstery, Grab Handles, USR's, aisle arm rests ISO 9001:2008 Quality Manufacturing Process Ford QVM Certified Manufacturer Back Up Alarm, Anti -ride Rear Bumper Front Mud Flaps Altoona 7 Year /200,000 Mile Tested Stanchion and Modesty Panel Behind Driver, with Plexigiass 63,447.00 6,357.25 4,228.00 74,032.25 13,676.25 60,356.00 4,979 37 Petaluma CalACT MBTA fee of 1.5% of subtotal 1,110.48 µ Delivery (first 100 miles free) Grand Total, Each 80,122.10 Qty 1 Grand Total $ 80,122.10 Signature Signature Print Name Print Name Date MBTA CaIACT Cooperative RFP 15.03 i Customer: Petaluma Transit Address: 555 McDowell Blvd County: Sonoma City Petaluma Zip Code: 94954 enda-r Contact: Joe Rye. Office Phone: 707- 778 -4421 Email Address: dRYE(a)cl.petaluma.ca.us Cell Phone: Sales Representative Clav Hartman Type B Ford Gasoline Option Description 1 Gas - Cut -Away Chassis 4 Freedman Foldaway Seat (double) 1 Roof Vents 1 Additional Mobility Aid positions (w /tie downs) 9 Credit for seat delete 1 Removable diamond floor access plate 1 Armored Marker lights and side turn signal 1 USSC G2 E Drivers Seat (If not standard) 1 Mor -RYD Suspension 1 ADNIK Power Seat Base 1 Velvac Power Mirror 1 Braun NCL 1000 (1k Ibs capacity lift) 1 AM/FM CD Per spec 1 Documentation Charges 1 DMV /State Fees 1 Change underseat heater to a wall mount type 1 Make LH side seats all doubles, RH side all sir Elkhart Chassis, E- 450,158 ", 6.81. V -10 Model Year 2016 Make: F Oro Type: B Gas Chassis: E-450 eikrmrr C—h Passenger Capacity: 11 + 3 Wheelbase: 158" Seat Fabric: Level 4 Doc 90 Vinyl Engine: 6.81- V -10 gasoline Air Conditioning System: TA733 GVWR: 14,500 Exterior Color /Graphics: White only Body Length: 22ft Quote Date 9/21/2016 Expires 9/2112017 DSI Account Fax Number Contract Price 425.00 425.00 775.00 775.00 (110.00) (990.00; 110.00 110.00 225.00 225.00 nc 825.00 825.00 445.00 445.00 std 575.00 575.00 425.00 425.00 80.00 80.00 12.25 12.25 50.00 50.00 Wheelchair Lift Model: Braun Century Wheelchair Lift Location Rear Number of Tie Downs: 3 Alternator: 225 Amp OEM Tie Down Type Q'Straint 360 Estimated Delivery: 150 Days ARO 6 A�Z ouo MBTA CaIACT Cooperative RFP 15 -03 Customer: Petaluma Transit Quote Date 9/21/2016 Address: 555 McDowell Blvd County: Sonoma Expires 9/21/2017 wCity Petaluma Zip Code: 94954 eikh-1 ca ot, Contact Joe Rye Office Phone: 707- 778 -4421 DS] Account: Email Address: JRYE @cl.petaluma.ca.us Cell Phone: Fax Number Sales Representative Clav Hartman Type B Ford Gasoline Option Description Aluminum Exterior Skins - Vacuum Laminated Body Construction One Piece FRP Roof Assembly 36" Electric Entry Door Ergonomic Driver Control Panel with Quick Disconnect Driver Side Running Board Remote control & heated Exterior Mirrors Standard 2 -Step Entry with 12" First Step Height Dual Entry Grab Rails 5/8" Plywood Subftoor, with Steel Sub - structure Integrated Track Seating System Daytime Running Lights Contract Price Fully Insulated Body Assembly Process ALL LED Exterior lighting Smooth FRP Interior Sidewalls, Roof, Rear Walls Function and color coded wiring Braun Century W/C Lift located in the rear Side Mounted Battery on Slide Out Tray w /High Amp Circuit Breakers 91" Interior Body Width, 77" headroom height Seating: Level 4 upholstery, Grab Handles, USR's, aisle arm rests ISO 9001:2008 Quality Manufacturing Process Ford QVM Certified Manufacturer Back Up Alarm, Anti -ride Rear Bumper Front Mud Flaps Altoona 7 Year /200,000 Mile Tested Stanchion and Modesty Panel Behind Driver, with Plexiglass elk Base Unit as Specified 63,728.00 eumurt concn Published Options 7,007.25 Non - Published Options 50.00 Sub -total per Unit 70,785.25 ADA Portion that is non taxable 12,990.25 Taxable Amount (subtotal less non taxable) 57,795.00 Sales Tax 4,768.09 8 250° Petaluma CaIACT MBTA fee of 1.5% of subtotal 1,061.78 Grand Total, Each 76,615.12 Qty 1 Grand Total $ 76,615.12 Signature Signature Date Print Name Print Name 7 Attachment 3 ACALIFORNIA ASSOCIATION FOR COORDINATED TRANSPORTATION Assignment to Purchase Agreement The CaIACT -MBTA Purchasing Cooperative, "Assignor ", hereby assigns to the City of Petaluma, "Assignee ", two options to purchase Transit Vehicles ( "Vehicles ") from the Joint Procurement Cooperative at a price and under the terms and conditions contained in Assignor's Contract No 15 -03 with the Contractors awarded to on the Procurement. Only those vehicles and optional features may be purchased using the Solicitation and the purchase may only be from a Seller listed on the Schedule. Specifically, the Assignment shall have the right to purchase: Two (2) Class B Glaval Transit Buses Such ability to purchase commenced, per terms of Contract, on October 12, 2016, and may be exercised at any time on or before October 11, 2017. Assignee must communicate any changes in the order in particular cancellation to the Cooperative as soon as possible. With respect to the Vehicle assigned hereunder and this Assignment, Assignee agrees to perform all covenants, conditions and obligations required of Assignor under said Contract and agrees to defend, indemnify and hold Assignor harmless from any liability or obligation under said Contract. Assignee further agrees to hold Assignor harmless from any deficiency or Defect in the legality or enforcement of the terms of said Contract or option to purchase thereunder. Assignee agrees and understands that Assignor is not acting as a broker or agent in this transaction and is not representing Seller or Assignee, but rather is acting as a principal in assigning its interest in the above - referenced assignment to purchase the Vehicles under the Contract to Assignee. Please be advised that assignment of said vehicle does not constitute a recommendation or endorsement of this product by the Cooperative. The Assignee is responsible for its choice of vehicle product and options selected. Assignee is responsible for vehicle inspection, acceptance and enforcement of any contract provisions. Assignee agrees that any inspections necessary for delivery and acceptance of the vehicles are to be accomplished by their own qualified staff, firms on the CalACT Vehicle Inspectors list or other independent inspector pre- approved in writing and in advance by the CaIACT -MBTA Cooperative. While Pre -Award verifications of Buy America, FMVSS and Purchaser's Requirements have been accomplished, Assignee is responsible for Post -Award due diligence in this regard. Purchasing agencies are responsible for and are to exercise due diligence in evaluating the suitability of these vehicles for their operating environment and are responsible for determining their eligibility for funding. In particular, the Cooperative urges you to review the Altoona test report for the vehicle you are purchasing. Supporting documents for your records will be sent to your attention. Please retain these for any reviews or audits your agency will be subject to. Additional copies may be downloaded from our secure website, please contact CalACT staff for access to this. Assignee hereby unconditionally releases and covenants not to sue Assignor upon any claims, liabilities, damages, obligations or judgments whatsoever, in law or in equity, whether known or unknown, or claimed, which they or either of them have or claim to have or which they or either of them may have or claim to have in the future against Assignor, with respect to the Vehicles or any rights whatsoever assigned hereunder. Date: October12, 2016 Daniel Mundy Deputy Executive Director CalACT Assignor I