HomeMy WebLinkAboutStaff Report 3.D 03/02/2020DATE
M
FROM:
Agenda Item #3.D
March 2, 2020
Honorable Mayor and Members of the City Council through City Manager
Jared Hall, Transit Division Manager, Public Works and Utilities
SUBJECT: Resolution Authorizing the Purchase of Two Replacement Paratransit Vehicles
and Authorizing the City Manager to Execute all Necessary Documentation to
Complete the Purchase
RECOMMENDATION
It is recommended that City Council adopt the attached Resolution Authorizing the Purchase of
Two Replacement Paratransit Vehicles and Authorizing the City Manager to Execute all
Necessary Documentation to Complete the Purchase.
BACKGROUND
In order to maintain a reliable transit fleet, the City regularly replaces transit buses upon reaching
the end of their operational lifespan, which is typically 8 years. Two Petaluma Paratransit
vehicles, built in 2012, have reached the end of this operational lifespan and are in need of
replacement. One of these vehicles suffered an engine failure in July 2019 and is no longer
operable. This action would replace these two vehicles with new units to continue the operational
capacity of Petaluma Paratransit.
The purchase of these vehicles supports the transit vehicle replacement policy whereby Federal
Transit Administration (FTA) transit funds are allocated to the Metropolitan Transportation
Commission (MTC) and then programmed for Petaluma as part of their regional Transit Capital
Priorities program.
On November 21, 2016, the City Council adopted a resolution authorizing the filing of an
application for FTA Section 5307 funding for the purchase of two paratransit vehicle in the
amount of $132,784.
The grants for the purchase of these two new paratransit vehicles have been approved by the
FTA and funds were made available for the current fiscal year. The funding allows the City to
purchase these vehicles, with Federal funds making up 81% of the vehicle cost and the 19%
match coming from Transit Transportation Development Act (TDA) funds.
Staff is recommending the purchase of two Glaval Commute paratransit vans. These vehicles are
24' in length and would be able to accommodate up to 12 passengers or three wheelchairs at
once. There vehicles have proven reliability, would be able to provide the range and flexibility of
Petaluma Paratransit and would have double the fuel economy of the existing Petaluma
Paratransit vehicles that they would be replacing. Given the timely need for replacement of these
vehicles in order to maintain continuity of operations, staff advises against delaying procurement
as a result.
On May 20, 2019, City Council authorized purchasing three replacement cutaway vehicles (2
Glaval Commute and 1 Glaval Universal) to replace outgoing vehicles. These vehicles were
purchased in July 2019 and are currently being manufactured with an estimated delivery in the
first quarter of 2020.
As part of the discussion on May 20, 2019 additional information was requested on electric
paratransit vehicles prior to considering recommendations for purchase of the paratransit
vehicles. Staff presented additional information to Council regarding considerations of electric
cutaway vehicles and the viability of ordering them to replace the outgoing vehicles. At that
time, there were not any vehicles available on the market that have passed Federal Altoona
Testing. Any transit bus purchased with FTA funding (including the 5307 funds used to replace
Petaluma Paratransit vehicles) must undergo rigorous "Altoona" testing in order to be eligible for
purchase with 5307 funding; the funding source covering the cost of replacing the Petaluma
paratransit vehicles. Vehicles that have not received this approval thus are not eligible for 5307
funding and would have to be purchased using other funding sources; in this case additional
funding that would come from State Transportation Assistance (STA) or TDA transit funds that
otherwise go towards the operations of Petaluma Transit and Paratransit.
Since that time, staff continues to look to opportunities to `green' the fleet and conducted
additional research into the market for electric cutaway vehicles to see if there have been any
notable changes. This included reviewing the latest vehicle offerings at the annual California
Transit Association Conference in November 2019 amongst other research. The research showed
that there are not currently any electric paratransit cutaway vehicles available on the market able
to meet the needs of Petaluma Paratransit that have passed Altoona Testing nor that are currently
going through the process and have imminent approval pending.
Beyond the issue of not being able to use 5307 funding for the vehicles, there are also several
other areas of concern regarding purchasing electric cutaways at this time:
Range — Staff estimates electric driving range for existing electric cutaways to be 53 and
65 miles for the various models identified through staff research. By comparison,
Petaluma Paratransit vehicles currently experience 85 miles of travel per day up to 110
miles. Without having any current option for in -route inductive of plug-in charging, this
would pose operational constraints on Paratransit operations with a potential need to
return to the yard for mid-day charging and vehicle change out.
Cost — The two electric vehicles researched were found to cost approximately $125,000
more than the equivalent gasoline powered vehicle or approximately $217,000 per
vehicle (compared to $81,965 for the comparable gasoline powered vehicle). As part of
cost considerations, staff looked into the California Hybrid and Zero -Emission Truck and
Bus Voucher Incentive Project (HVIP) to help potentially offset the higher cost of the
electric buses. The electric buses available through this program would provide a $50,000
K
discount on the vehicle purchase price but would still result in a net cost increase of
$75,000 per vehicle (x2) or $150,000 total. In addition, the HVIP program is currently
waitlisted for FY 20 funding with a backlog of $200+ million in funding requests
statewide.
Unproven Reliability — Of the available options on the market for Battery Electric
Paratransit vehicles staff, wasn't able to identify any transit agencies within the region
that are currently operating any similar vehicles for usage in Paratransit service to speak
to their reliability. This would be an operational concern as ensuring vehicle reliability is
vital to maintaining Petaluma Paratransit service standards and keeping operational costs
minimized.
After this analysis and comparison of electric paratransit vehicles options to available gasoline
powered paratransit options, staff recommends that council approve the purchase of two Glaval
paratransit buses. The existing vehicles are intended to be sold at surplus.
DISCUSSION
The purchase of two Class B (less than 10,000 lbs.), gasoline powered, Glaval paratransit
replacement buses is proposed. The vehicles would be manufactured and delivered within the
next 6 months and replace two retired paratransit buses, allowing the City to maintain an active
fleet of ten paratransit buses. Glaval vehicles were selected by representing the best value
combination of pricing, durability and build quality, available specifications, compatibility with
the existing Petaluma Paratransit fleet, and delivery time. The vehicles are also expected to
provide a smoother, quieter ride than outgoing vehicles and improved fuel efficiency. Other
energy propulsion systems were considered for the vehicles but are not currently considered
viable due to several factors: a limited market for fully electric paratransit vehicles eligible for
FTA funding, incompatibility with other Petaluma Paratransit vehicles, and a lack of fueling
facilities in close proximity to the Transit Facility for Compressed Natural Gas or Hydrogen Fuel
Cell technology.
These replacement paratransit buses would be procured in compliance with Petaluma Municipal
Code (PMC) Section 4.04.100, by utilizing an FTA -approved, competitively bid, method of
cooperative purchasing by joining onto another agency's publicly bid process. This would
exempt the City from independently bidding for the buses 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 of Petaluma Paratransit vehicles approved by City Council in 2010, 2011, 2014, 2016
and 2019. These vehicles are being purchased using the FTA -approved California Association
for Coordinated Transportation/Morongo Basin Transit Authority (CalACT/META) Vehicle
Purchasing Cooperative.
The aforementioned PMC section requires documentation as to the advantage of using
cooperative purchasing. Therefore, a second quotation was received for purchasing the same type
of vehicles separately from the cooperative procurement. The pricing for the same vehicles
outside of the cooperative purchase would cost the City an additional $16,225.15, plus staff
hours necessary to conduct a procurement with formal bidding.
As shown in Attachment 2, the CalAct Cooperative purchase consortium price for each of the
Type B buses will cost $81,965.35 per unit (times 2 units) for a total of $163,930.70. After
procurement, both vehicles will require application of the Petaluma Paratransit graphics package
at an added cost of approximately $1,000 — $1,200 each.
PUBLIC OUTREACH
When developing the specification list for the 2019 paratransit bus purchase, staff conducted a
paratransit user group meeting to get feedback from Petaluma Paratransit riders on the design
and vehicle characteristics that they prefer. This feedback informed the 2019 paratransit vehicle
purchase in addition to this proposed purchase of two paratransit vehicles. Petaluma Paratransit
driver feedback was also requested and incorporated into the vehicle specifications based upon
driver experience and feedback received from Petaluma Paratransit riders.
The Petaluma Transit Advisory Committee discussed this item at their December 2019 meeting
and unanimously recommended that City Council adopt the resolution approving the purchase of
two replacement buses.
COUNCIL GOAL ALIGNMENT
This action supports City Council Goals:
Workplan item # 97 — "Improve integration of transit to all demographics by
partnering with social service agencies and non-profit organizations."
Workplan item #100 — "Increase efforts to support seniors that help them to
remain engaged, active, and independent."
Purchase alternative enerzv buses — Staff researched purchasing zero -energy buses as
part of this procurement. Purchasing a paratransit bus with Federal 5307 FTA funding
requires that the vehicle be approved through Altoona testing. Purchasing a paratransit
bus that hasn't undergone Altoona testing and thus isn't eligible for FTA 5307 funding
would require using other funding sources such as the City General Fund or Petaluma
Transit operating funds such as TDA/STA to cover the purchase of the vehicle.
In addition, any federal funding that Petaluma would have received toward purchase of
the vehicle would not be eligible to backfill or offset the other funding sources. This
means that, in addition to losing out on $132,784 in FTA 5307 funding towards the
purchase of the vehicles, other funding sources such as TDA/STA funding would have to
backfill this amount resulting in a total difference of $256,000 of funding that the City
would be covering (not including the additional costs of purchasing an electric vs
gasoline bus). The additional funding to cover this purchase would most likely come out
0
of the Petaluma Transit operational fund and would require cuts in existing service levels
or routes - either fewer trips throughout the day or reducing nighttime or weekend lifeline
services to existing riders.
2. Delav vehicle purchases — The City could elect to delay the purchase of the two
paratransit vehicles to wait for: potential changes in federal requirements for purchase of
vehicles using FTA 5307 funding, for additional funding to become available to purchase
clean energy transit buses, or until paratransit buses that have undergone Altoona testing
and are eligible for purchase with FTA 5307 funds are available.
Delaying replacement of the two paratransit buses would have several potential negative
impacts upon the operations of Petaluma Paratransit, including: delay of any vehicle
delivery, delay of future vehicle replacement funding cycles, reduced reliability of the
Petaluma Paratransit fleet, decreased safety and readiness of the Paratransit fleet, and
increased vehicle maintenance costs through servicing older vehicles. One of the two
outgoing vehicles experienced an engine failure in July 2019 and isn't operable, thus the
current available fleet size for Petaluma paratransit will remain reduced affecting service
levels.
Potential for changes to Federal regulations regarding the Altoona testing requirement are
not likely to change in the near term and staff isn't aware of any zero -emission paratransit
vehicles currently being evaluated for Altoona testing nor are any likely to be approved
within the next year.
FINANCIAL IMPACTS
The combined total cost to purchase the two vehicles, is expected to be approximately
$163,930.70 plus up to $2,400 for exterior graphics, which are procured separately from local
vendors. The purchase of the vehicles will be partially funded by FTA Section 5307 funds in the
amount of $132,784 (81%), and Transportation Development Act funds of $31,146 (19%). Once
surplussed, the retired vans will be sold at auction and are expected to yield approx. $1,000 and
go towards future transit vehicle replacements. All funds are included in the FY 20 Operating
Budget for Petaluma Transit.
ATTACHMENTS
1. Resolution
2. Quotation A -Z Bus Sales — (2) Type B Glaval paratransit buses
Attachment 1
RESOLUTION AUTHORIZING THE PURCHASE OF TWO REPLACEMENT
PARATRANSIT VEHICLES AND AUTHORIZING THE CITY MANAGER TO
EXECUTE ALL NECESSARY DOCUMENTATION TO COMPLETE THE PURCHASE
WHEREAS, Staff seeks to "Improve integration of transit to all demographics" and
"increase efforts to support seniors that help them to remain engaged, active, and independent"
identified as part of the Petaluma City goals for 2019-2021; and
WHEREAS, Petaluma Paratransit seeks to replace two existing paratransit vehicles that
have reached the end of their operational lifespan with new units in order to maintain fleet
reliability; and
WHEREAS, pursuant to Fixing America's Surface Transportation Act, eligible project
sponsors wishing to receive a Federal Transit Administration (FTA) Section 5307 grant 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 and subsequently has been
awarded Section 5307 funding for purchasing paratransit vehicles in the amount of $132,784 in
FTA funds, and $31,146 in Transportation Development Act funds to Metropolitan
Transportation Commission and the FTA in June and December 2017; 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 when there is an
advantage to using competitively bid cooperative purchase agreements; and
WHEREAS, after reviewing the quotes from A -Z Bus Sales, staff recommends that the
Council authorize the purchase of two Glaval Commute paratransit vans from A -Z Bus Sales
under the terms of the CalACT 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 the purchase of two paratransit vans to A -Z Bus Sales in an
amount of $163,930, and authorizes the City Manager to execute all documents necessary to
complete the purchase and surplus the two retired paratransit vans to be replaced by the subject
vehicle purchase.
31
Customer:
Address: 555 N. McDowell Blvd
City Petaluma
Contact: Jared Hall
Email Address: ihall(a)ci.petaluma.ca.us
Sales Representative Clav Hartman
Option Description
1 Gas - Cut -Away Chassis
META CaIACT Cooperative RFP 15-03
Petaluma Transit
County: Sonoma
Zip Code: 94954
Office Phone: 707-778-4421
Phone:Cell
•- T350
Glaval Chassis,
4 z \
• • • •
Sub -Total Base Unit
4 Freedman Foldaway Seat (double)
1 Roof Vents
1 Additional Mobility Aid positions (w/tie downs) (total of 3 in lieu of 2)
4 Credit for seat delete
1 Removable diamond floor access plate
1 Mor-RYD Suspension
1 Stop Request System (w/ sign)
1 PA system ( with exterior ADA speaker)
1 Braun NCL 1000 (1 k lbs capacity lift)
1 Documentation Charges
1 DMV/State Fees
1 Rear Back Camera built onto Rear View Mirror
1 Passenger Heater located in Rear evaporator in lieu of underseat.
1 23' Length ILO 21' standard length
1 Additional Vertical Stanchion pole in entrance stepwell area.
1 Filon ceiling and walls in lieu of std
2 8.5" x 11" Framed Display Rack on back of drivers partition (1 sheet of paper)
3 Plexiglass tri -fold literature holders on back of drivers partition
1 Street side exhaust, mounted high to body skirt, no turn down tip
1 TA733 in lieu of TA712 Passenger Air Conditioning (70K BTU ILO 60K BTU)
3 8100 Deluxe Series w/c tie downs in lieu of 360 Series
1 AM FM Aftermarket In Dash Radio
1 Seon 4 -Camera Security Camera System
Model Year /u_i y
Type: A -T350
Passenger Capacity: 11 + up to 3 w/c capacity
Seat Fabric: Level 4
Air Conditioning System: TA733
Exterior Color/Graphics: All white exterior, no lettering
Sub -Total Published
Sub -Total Non -Published
Make: rora
Chassis: Ford Transit 350 HD
Wheelbase: 156
Engine: 3.7L V-6
GVWR: 10,360
Body Length: 23ft
Attachment 2
Quote D.
•
• -4/28/2020
DSI Account:
Q .
Floor• .
Contract Price
f f
z �
\ \
1,106.69
458.87
836.77
(118.77)
118.77
890.75
917.75
404.89
620.83
80.00
12.25
375.00
459.44
475.00
156.24
659.81
116.13
31.67
215.36
1,013.47
(91.89)
242.81
3,856.47
4,426.76
458.87
836.77
(475.08)
118.77
890.75
917.75
404.89
620.83
80.00
12.25
8,292.56
375.00
459.44
475.00
156.24
659.81
232.26
95.01
215.36
1,013.47
(275.67)
242.81
3,856.47
7.505.20
Wheelchair Lift Model: Braun Century
Nheelchair Lift Location Rear
Number of Tie Downs: 3
Alternator: 250 amp
Tie Down Type 8100
Delivev 180 dans ARO
7
MBTA CaIACT Cooperative RFP 15-03
Customer:
Petaluma Transit Quote Date 6/25/2019
Address: 555 N. McDowell Blvd
County: Sonoma Expires 4/28/2020
City Petaluma
Zip Code: 94954
Contact: Jared Hall
Office Phone: 707-778-4421 DSI Account:
Email Address: ihall(q)ci.Petaluma.ca.us
Cell Phone: Quanity 1
S ales Representative Clay Hartman
Type T350 Floor plan
QTY Option Description
Contract Price
1 V$
Aluminized Steel Cage Costruction
Fully Insulated Body Assembly Process
Galvanized Exterior Skins - Laminated Body Construction ALL LED Exterior Lighting
One Piece Roof Assembly
Intermotive Flex Tech Electrical System
36" Electric Entry Door
Number, function, and color coded wiring
Ergonomic Driver Control Panel
Braun Century W/C Lift
Driver Side Running Board
Dual OEM batteries
Remote control & heated Exterior Mirrors
195/75R1 6 Tires, Duals on rear Axle
Standard 2 -Step Entry with 12" First Step Height
80" Interior Body Width
Dual Entry Grab Rails
Seating: Level 4 upholstery, Grab Handles, USR's,
5/8" Marine Plywood Subfloor, with Aluminized Steel Sub -structure ISO 9001:2008 Quality Manufacturing Process
Integrated Track Seating System
Ford QVM Certified Manufacturer
Altro Flooring , Storm Gray in color
Back Up Alarm, Anti -ride Rear Bumper
Daytime Running Lights
Front Mud Flaps
OEM Ford Drivers Seat
Altoona Tested
Freedman Passenger seating, 2 x 1 rows
Stanchion and Modesty Panel Behind Driver, with Plexiglass
5 YEAR 100,000 Mile Limited B d W t
M t All A licable FMVSS R t in Effect at time of Manufacture
Base Unit as Specified 59,937.39
Published Options 8,292.56
Non -Published Options 7,505.20
Sub -total per Unit 75,735.15
ADA Portion that is non taxable 13,987.57
Taxable Amount
(subtotal less non taxable) 61,747.58
Sales Tax 5,094.18 8.250% Petaluma
CalACT MBTA fee of 1.5% of subtotal 1,136.03
Grand Total, Each 81,965.35
Qty 1
Grand Total $ 81,965.35
Signature
Signature Date
Print Name
Print Name
COMPANY/AGENCY
li
0
Mal
�ommuie
Glaval":R
'a
it
U0 to five wh
"Outthe�,n,
Itiplp
floorpl,
f„Fv in
. . . . . . . . . .
....................
0
Mal
�ommuie
Glaval":R
'a
84
17-a2
40 - - 3516
32 15--
I
-- -------r---
UI
4. - 472 —33
"I*
5
°16
I_ 5
5516 %- -
_ I
I I
33 --t 13 36 32—
105
2814
NOTE: SHOWN WITH MID HI FREEDMAN SEATS
COMMUTE 10,360 GVWR
DEALER APPROVAL THIS FLOOR PLAN IS FOR ILLUSTRATION PURPOSES ONLY.
A WEIGHT ANALYSIS HAS NOT YET BEEN PERFORMED.
FINAL APPROVAL WITH A WEIGHT ANALYSIS IS REQUIRED UPON RECEIPT OF A
COMPLETED ORDER WITH ALL OPTIONS SHOWN.
❑ APPROVED OPTIONAL EQUIPMENT MAY BE SHOWN.
THE SALES ORDER PLACED DICTATES ACTUAL OPTION CONTENT.
CUSTOMER SIGNATURE
THIS DRAWING AND THE INFORMATION THEREON ARE
THE EXCLUSIVE PROPERTY OF GLAVAL BUS, A DIVISION i
OF FOREST RIVER. IT SHALL NOT BE COPIED OR
DUPLICATED IN ANY MANNER, NOR SHALL IT BE '
SUBMITTED TO OUTSIDE PARTIES FOR EXAMINATION
WITHOUT OUR WRITTEN CONCENT. IT IS LOANED FOR
USE WITH REFERENCE TO WORK UNDER CONTRACT
WITH, OR PROPOSALS SUBMITTED TO GLAVAL BUS, A ' REV
,[yy1CIf1N OF FORFQT RIVER_ LET DESCRIPTION OF CHANGE BY CHK DATE ECN No.
\\Star-ts-Ul\Ungineering\National Server\National Server\U Unve\MIkeKline\Quotes\LUQ/ UUUIUS\I-UKU\I KAN7l I\1 Sb WB 1 /4\KEAK LIF I\CLAVAL\3 L WC.4 DB FULD} lSb 1/4 (LAVAL-l.dWg, Model, 1L/1tl/LUld L:W 34 KM
41
�= 46 -�
1111
111 ■
30
48
SCALE
IN INCHES
TOLERANCE UNLESS
OTHERWISE SPECIFIED Buses for the now millenium
WOODOTHER DATE12/18/18 TITLE
1 1/8" L 1/16° NAME JOT 3 2 WC 156 WB MODEL 22 COMMUTE ' n
-' 1' L 1/2° DWG No 3 2 WC 4 DB FOLDS 156 174 GLAVAL-1 (�