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Home My WebLink About2019-03-12; City Council; ; Authorize purchase of nine approved replacement vehicles in the amount of $263,718� CITY COUNCIL � Staff Report Meeting Date: To: From: Staff Contact: CA Review 13:::k:� Subject: March 12, 2019 Mayor and City Council Scott Chadwick, City Manager Shawn Gaskari, Management Analyst shawn.gaskari@carlsbadca.gov or 760-434-2925 Authorize purchase of nine approved replacement vehicles in the amount of $263,718. Recommended Action Adopt a Resolution authorizing purchase of nine approved replacement vehicles in the amount of $263,718. Executive Summary During the budget adoption process in June 2018, the City Council approved an appropriation in the amount of $309,059 for the purchase of nine replacement vehicles. These vehicles will be purchased from U.S. Fleet Source utilizing California State Department of General Services - Procurement Division contract No. 1-18-23-l0F, at a total cost of $263,718. In addition to the budget adoption process, City Council authorization is required for goods purchases, including vehicle acquisitions, in excess of $100,000, either individually or collectively, pursuant to Carlsbad Municipal Code Section 3.28.040(D)(l). Staff is recommending that the City Council authorize purchase of nine replacement vehicles in the amount of $263,718. Discussion The Fleet Committee has reviewed the overall condition, maintenance history and future maintenance needs of the existing vehicles and has determined that it is in the best fiscal interest of the City of Carlsbad to replace these vehicles. The Kia Niro Plug-in Hybrid is a vehicle that performs like a standard hybrid with the added benefit of extended Electric Vehicle (EV) only driving when charged via an external charging system. With an EV-only range of up to 26 miles per charge, when fully charged, this vehicle has the potential to significantly reduce fuel consumption and positively contribute to Climate Action Plan (CAP) goal L-7 to increase the proportion of fleet low and zero-emissions vehicle miles traveled to 25 percent of all city related vehicle miles traveled by 2035. Although the city does not currently have charging infrastructure at all city facilities, the acquisition of these types of transitional vehicles that allow for charging will ensure that the March 12, 2019 Item #3 Page 1 of 7 charging infrastructure will be utilized when available. Until such charging infrastructure is in place, these replacement vehicles can be charged overnight via a standard voltage outlet. Another positive contribution to the CAP goals is that these vehicles will be replacing older, heavier and less efficient vehicles that include two half-ton pickup trucks, three compact pickup trucks, two sport utility vehicles and two standard hybrid sedans. In recent years, General Services division of the Public Works department has been engaging other departments in an annual review of their vehicles. Each vehicle is assessed by staff to determine how the vehicle is used and if it can be replaced by a more fuel-efficient vehicle such as a hybrid or plug-in hybrid. For fiscal year 2018-19, nine such vehicles were identified: eight will be deployed at the Public Works department (three vehicles at Carlsbad Municipal Water District, three at General Services division and two at Transportation division) and one at the Parks & Recreation department. Although seven of the vehicles being replaced fall into the "truck" category, staff has determined that current usage no longer requires off-road driving and enough space inside the vehicle is available for tools using fold-down seats. Furthermore, these vehicles also come with standard safety technology not available in the older models being replaced including autonomous emergency braking and forward collision warning system, with features that could enhance driver and passenger safety. The replacement vehicles will be purchased from U.S. Fleet Source through California State Department of General Services -Procurement Division, contract No. 1-18-23-lOF. This type of cooperative purchasing is allowed pursuant to Carlsbad Municipal Code Section 3.28.100 when it is determined by the purchasing officer to be in the best interest of the city. Fiscal Analysis The purchase price of the nine Kia Niro Plug-in Hybrids is $263,718. Funds in the amount of $309,059 were allocated to the fiscal year 2018-19 Vehicle Replacement Fund for purchase of nine replacement vehicles. No additional funds are requested at this time. The remaining funds of $45,341 will stay in the Vehicle Replacement Fund to be applied toward future purchases. Next Steps City staff will issue a purchase order for purchase of nine Kia Niro Plug-in Hybrid vehicles through U.S. Fleet Source for $263,718. Estimated delivery is 150 days from date of purchase. The replaced vehicles will be evaluated, prepared and sent to auction. Environmental Evaluation (CEQA) Pursuant to Public Resources Code Section 21065, this action does not constitute a "project" within the meaning of the California Environmental Quality Act (CEQA) in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect change in the environment, and therefore does not require environmental review. March 12, 2019 Item #3 Page 2 of 7 Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Exhibits 1. City Council Resolution. 2. U.S. Fleet Source quote. 3. Photo of Kia Niro Plug-in Hybrid. March 12, 2019 Item #3 Page 3 of 7 RESOLUTION NO. 2019-027 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE PURCHASE OF NINE REPLACEMENT VEHICLES FROM U.S. FLEET SOURCE IN THE AMOUNT OF $263,718. Exhibit 1 WHEREAS, the City Council of the City of Carlsbad, California has determined that funds in the amount of $309,059 were previously appropriated to the fiscal year 2018-19 Fleet Vehicle Replacement Fund by the City Council for purchase of nine replacement vehicles; and WHEREAS, the Fleet Committee has reviewed the overall condition, maintenance history and future maintenance needs of the existing vehicles and has determined that it is in the best fiscal interest of the City of Carlsbad to replace these vehicles; and WHEREAS, in accordance with Carlsbad Municipal Code 3.28.100, the City of Carlsbad utilized California State Department of General Services -Procurement Division contract No. 1-18-23-l0F for the purchase of the nine replacement vehicles; and WHEREAS, the City of Carlsbad has procured a bid from U.S. Fleet Source to provide nine Kia Niro Plug-in Hybrid vehicles in the amount of $263,718 and the purchasing officer has determined it is in the city's best interest to enter into a contract with U.S. Fleet Source to purchase these vehicles. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City of Carlsbad Public Works Department General Services Division is authorized to purchase nine Kia Niro Plug-in Hybrid vehicles from U.S. Fleet Source in the amount of $263,718. March 12, 2019 Item #3 Page 4 of 7 Exhibit 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 12th day of March 2019, by the following vote, to wit: AYES: NOES: ABSENT: Hall, Blackburn, Bhat-Patel, Schumacher, Hamilton. None. None. ,,,,111111111111111,,, ~,,,,,fl!!. CAFl/111❖, ~O•'{.,.ft% ~~ •. •• ·• •• Q~~ ff::/··· ~ ·-...... _-\ ~o\~ A)c,~ ~ \ /(c' ,~1.; g ~ •, .. ~ ~ ·•. , . ..,n, ...... · ~ 'l.,.. ·•. ' •. -·.,,~ ~ 'l. '-:.t ............ ~,"· ~ ❖❖,;-;:I.IFO~"._,,,,,~ 111111111111111111"'' March 12, 2019 Item #3 Page 5 of 7 EXHIBIT 2 FLEET VEHICLE SOURCE Quote 979 S VILLAGE OAKS DR COVINA, CA 91724 SOLD TO: City of Carlsbad 2480 Impala Drive Carlsbad, CA 92010 Bryce Wilson SHIPPED TO: City of Carlsbad 2480 Impala Drive Carlsbad, CA 92010 Bryce Wilson Sales Tax Rate: QUANTITY 7.75% office 626-316-7011 fax 626-416-3064 ..J~ U.S. FLEET SOURCE Veteran Owned Small Business DESCRIPTION 9 2019 Kia Niro LX PHEV with Floor Mats UNSPSC 25101503 9 White Paint 9 Delivery Fee 9 Cargo Cover 9 Cargo Net 9 Mud Guards 18 Key Fob and Key Insert 9 DOC Fees 36 Tire Fee 9 Electric Filing Fee for Exempt CA Plates QUOTE INVOICE NO. CA111519 DATE 11/15/2019 Supplier ID Number BID0056140 Contract Number 1-18-23-1 OF Vehicle Line Item 15 Seller's Permit# 103-097044 UNIT PRICE AMOUNT $ 25,706.00 $ 231,354.00 $ 350.00 $ 3,150.00 $ 150.00 $ 1,350.00 $ 126.50 $ 1,138.50 $ 82.50 $ 742.50 $ 82.50 $ 742.50 $ 300.00 $ 5,400.00 $ 80.00 $ 720.00 $ 1.75 $ 63.00 $ 29.00 $ 261.00 PLEASE SEND CHECK TO FLEET VEHICLE SOURCE Delivery ETA 150 Days SUBTOTAL $ 244,921.50 THANK YOU FOR YOUR BUSINESS! TAX $ 18,795.96 TOTAL $ 263,717.46 DIRECT ALL INQUIRIES TO: PAY THIS Sheila Rodriguez AMOUNT 626-316-7011 email: sheila@usfleetsource.com March 12, 2019 Item #3 Page 6 of 7