PREPARED BY: andrea mendez DATE OF MEETING: 07/15/19
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO (1) APPROPRIATING $8,129 FROM PARATRANSIT FUND BALANCE TO FUND THE ADDITIONAL COST TO PURCHASE TWO NEW VEHICLES FOR THE COMMUNITY SERVICES PARATRANSIT DIVISION INITIALLY AUTHORIZED VIA RESOLUTION 2018-159; AND (2) AUTHORIZING THE ADDITIONAL COST OF $4,986 FOR THE PURCHASE OF THE NEW CLASS B-FORD (E450) VEHICLE ($85,697) AND THE ADDITIONAL COST OF $3,143 FOR THE PURCHASE OF THE NEW BRAUN (ENTERVAN) LOW FLOOR MINIVAN ($50,857) FROM CREATIVE BUS SALES THROUGH THE CALACT/MBTA PURCHASING COOPERATIVE FOR A GRAND TOTAL COST OF $136,554
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
COMPLIANCE STATEMENTS
The vehicle replacement policy meets the Council Priority Workplan item: Improve Connections to Healthy Eating and Active Living, FY 2019-21 City Council Priority Work plan, effective March 1, 2019.
CEQA Compliance Statement
This is not a project as defined by CEQA.
BACKGROUND
The City of San Pablo receives Measure J funds from the Contra Costa County for the operations of Paratransit Services, which is operated through the Community Services Department and includes vehicle replacement.
In December 2018 staff researched available vehicles and found suitable replacements which meet the City’s requirements through the CALACT/MBTA Purchasing Cooperative for vehicles in need of being replaced. Pursuant to San Pablo Municipal Code section 3.16.110(E), the City may buy directly from a vendor at a price established by competitive bidding by another public jurisdiction even if the City had not joined with that public agency in a cooperative purchase (“piggybacking”). CALACT, the California Association for Coordinated Transportation, provides such a purchasing program that is federal and California State compliant. Thus, purchases made through CALACT/MBTA do not require the City to conduct a public bid as the purchase would be executed under an existing government contract that followed a competitive bid process. Although Municipal Code section 3.16.100(C) provides a preference for small local businesses in San Pablo when not contrary to federal or state law, there are no local dealerships for the needed vehicles.
In December 2018, staff was authorized (by Resolution 2018-159) to spend a total amount of $128,426 for the purchase of the two new vehicle replacements ($80,711 for the Class B Bus and $47,715 for the Minivan).
Due to a shortage of staff, the need to purchase the replacement vehicles did not come until June 2019. Since that time, staff was provided with an updated quote in which the cost of both vehicles slightly increased from the original amount approved in December 2018. The Class B Ford Bus increased by $4,986 and the Minivan increased by $3,143, for a total increase of $8,129. The new purchase amounts provided are $85,697 for the Class-B Ford Bus and $50,857 for the Minivan as reflected in the Attachment A: Quote from Creative Bus Sales through the CalAct/MBTA Purchasing Cooperative.
Staff sent older Community Services Paratransit vehicles to the auction in April 2019 and received a total of $27,610 ($22,315 for Bus #4 and $5,295 for Vehicle #8) which will offset the cost for the purchase of the replacement vehicles.
FISCAL IMPACT
Because of the increase in cost, the Paratransit Division requires an additional $8,129 for the purchase of the two new vehicles ($4,986 for the bus and $3,143 for the minivan). These transactions will occur utilizing Measure J Funds, which have a restricted use which includes paratransit purposes. Staff will appropriate the $8,129 shortfall from Measure J fund balance (263-0000-00000) to the capital equipment line item (263-5410-46300) to fund the purchase. Cost of the vehicles has been offset by revenue received into the Measure J fund (263-0000-39202) from the sale of Bus #4 and Van #8, which amounted to $27,610.
ATTACHMENTS:
Quote Creative Bus Sales Quote & Spec Sheet for Bus & Minivan
Resolution 2018-159