HomeMy WebLinkAbout22B - ELECTRIC CARSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 7, 2017
TITLE:
CONTRACT AWARD TO ELECTRIC CAR
SALES AND SERVICE FOR TWO GEM
UTILITY VEHICLES (SPEC. NO. 16 -132)
(STRATEGIC PLAN NO. 6,2)
(SURPLUS ALLOCATION FUNDING)
CI Y MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑
As Recommended
❑
As Amended
❑
Ordinance on 18' Reading
❑
Ordinance on 2n6 Reading
❑
Implementing Resolution
❑
Set Public Hearing For,_
CONTINUED TO
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Authorize a one -time purchase and payment of purchase order to Electric Car Sales and Service
for the purchase of two Polaris GEM electric utility vehicles in an amount not to exceed $39,155
plus a contingency of $1,175 for a total amount of $40,330, subject to non - substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The Finance and Management Services Agency, Facilities, Fleet Maintenance and Central Stores
Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles,
trucks, and maintenance equipment. The City's Vehicle Replacement Policy provides guidelines
and criteria for determining when vehicles need replacement. This criteria includes vehicle age,
mileage, maintenance costs, and safety history. As a result of reviewing the City's replacement
criteria, two electric utility trucks purchased in 2001 and assigned to Park Maintenance have been
identified for replacement.
The purchase of these two electric vehicles continues the on -going effort by Fleet staff to
purchase alternative fuel vehicles in an effort to create an environmentally responsible City Fleet.
Over the course of the past three years, the City has purchased six Compressed Natural Gas
(CNG) vehicles, eleven Liquefied Petroleum Gas (LPG or Propane) vehicles, two electric utility
vehicles and constructed a LPG fueling station at the Corporate Yard. Staff routinely evaluates
all new vehicle purchases to determine the feasibility of using alternative fuels while also
complying with AQMD standards for large maintenance vehicles. The City also received grant
money from AQMD to install a new CNG fueling station at the Yard, which should be completed
in 2018.
For small electric utility trucks, the City has standardized on purchasing Polaris GEM model
vehicles. Over the course of many years, the City has tried various make and models and staff
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Contract Award for GEM Utility vehicles
February 7, 2017
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has concluded that the GEM utility vehicle is the most reliable, driver friendly and efficient vehicle
to maintain. Polaris sells their vehicles through a network of authorized dealerships and they
offer a pre -set government reduced pricing strategy through the competitively bid National Joint
Powers Alliance (NJPA) contract. As a result, if the City did perform a competitive bidding
process, pricing would be the same for all bidding vendors. There are currently no Santa Ana
vendors that are authorized to sell the Polaris Gem electric utility vehicle.
The Santa Ana Municipal Code Section 2 -807 (a) notes that an exemption from competitive
bidding may be in order for purchases of equipment whenever there is one reasonably available
source or where solicitation of bids would for any reason be an idle act.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Strategic Plan Goal #6 — Community
Facilities & Infrastructure, Objective #2 (address deferred maintenance on City buildings and
equipment).
FISCAL IMPACT
Funds in the amount of $40,330 are available in FY 2016 -17 in the Council Special Projects -
Finance Fleet Maintenance account (05010022 - 66400).
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
CL /sp
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