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Home My WebLink AboutAgenda Report - September 7, 2011 C-07AGENDA ITEM CO &% CITY OF LODI COUNCIL COMMUNICATION • TM AGENDA TITLE: Adopt Resolution Authorizing City Managerto Execute Purchase Orderfor Four 32 -Foot Transit Vehicles with EI Dorado Bus Sales, of Hayward ($1,874,100) and Appropriating Funds ($1,940,000) MEETING DATE: September 7, 201 1 PREPARED BY: PublicWorks Director RECOMMENDED ACTION: Adopt resolution authorizing City Managerto execute purchase order for four 32 -foot transit vehicles from EI Dorado Bus Sales, of Hayward, in the amount of $1,874,100 and appropriating funds in the amount of $1,940,000. BACKGROUND INFORMATION: The City of Lodi currently operates and maintains 26 transit vehicles for the Grapel-ine, Dial -A -Ride and VineLine transit systems. In 2009, City staff submitted a funding requestfor four large buses and San Joaquin County Council of Government (SJCOG) programmed Congestion Mitigation and Air Quality (CMAQ) funds for the purchase in Fiscal Year 2013/14. City staff submitted a request to Caltrans to transfer federal funds and submitted a grant application to the Federal Transit Administration (FTA), effectively allowing the purchase of these buses to be budgeted in FY 2011/12. These are replacement buses for the 40 -foot NABI buses scheduled to retire in 2012. Staff recommends purchasing the four EI Dorado National CNG Easy Rider II (32 -foot) transit vehicles using the Morongo Basin Transit Authority Lead Agency for the California Association for Coordinated Transportation (MBTA/CalACT) Contract RFP No. 09-02 in the approximate amount of $1,874,100. Total project costs are estimated to be $1,940,000, including delivery and contingencies. Appropriation of $1,940,000 of FTA/CMAQ and Transportation Development Act (TDA) funds is requested. The 32 -foot buses are better suited for our community, given the vehicle capacity and shorterturning radius. The 40 -foot buses accommodate 35 passengers and the 32 foot buses accommodate 30 passengers. In addition, the 32 -foot buses will be able to turn from Kettleman Lane onto Mills Avenue, a maneuver the 40 -foot buses are unable to do because of the turning radius required. Per Lodi Municipal Code Section 3.20.045, State and Local Agency Contracts, the bidding process may be waived when it is advantageous for the City, with appropriate approval by City Manager and City Council, to use contracts that have been awarded by other public agencies, provided that their award was in compliance with their formally -adopted bidding or negotiation procedures. Purchasing the buses utilizing the MBTA/CaIACT contract saves the City of Lodi money and time. FISCAL IMPACT: Delaying the purchase of new vehicles will cause higher maintenance costs. FUNDING AVAILABLE: Requested Appropriation: FTA/CMAQ (1251) $1,887,620 TDA (1251) 52,380 $1,940,000 JordaniAyers Deputy City Manager/Internal Sepvices Director � i - -'/ - IAWJ� F. Wally S Jelin PublicWorks Director Prepared by Paula Fernandez, Transportation Manager/Senior Traffic Engineer cc: Fleet Services Supervisor MV General Manager Brenda Kuykendall Transportation Manager m, City Manager K:\WP\TRANSIT\CCMAQBusPurchase1 1.doc 8/29/2011 1. AA# 2. JV# °' -1 F�"»��' �� %f &011 BUS. UNIT # ACCOUNT # `( y now !y' D, AMOUNT YYy r*nR }N. a? i t Y'`4 a4+:•cW FTA/CMAQ $ TO: rinternal Services Dept. - Budget Division SOURCE OF 1250 12501 5493 3. FROM: Rebecca Areida-yadav $ 15. DATE: FINANCING 08/25/2011 4. DEPARTMENT/DIVISION: Public Works ¢'=F EQ�JEST J, STNI N7°'OFrAi ?KtO�'R 71O1`.A 41 ? "4> R i N111420,07 - 07FUND FUND # BUS. UNIT # ACCOUNT # ACCOUNT TITLE AMOUNT A. 1250 12501 5496 FTA/CMAQ $ 1,887,620.00 SOURCE OF 1250 12501 5493 TDA $ 52,380.00 FINANCING B. 1251 125193 7851 CNG Buses $ 1,940,000.00 USE OF FINANCING lease provide a description of the project, the total cost of the project, as well as justification for the !quested adjustment. If you need more space, use an additional sheet and attach to this form. urchase of four 32 foot transit vehicles from EI Dorado Bus Sales. Council has authorized the appropriation adjustment, complete the following: eeting Date: Res No: B Attach copy of resolution to this form. apartment Head Signature: Deputy City Manager/Internal Services Manager Date Submit completed form to the Budget Divisionwith any required documentation. Final approval will be provided in electronic copy format. RESOLUTION NO. 2011-137 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING PURCHASE OF FOUR 32 -FOOT TRANSIT VEHICLES, AUTHORIZING CITY MANAGER TO EXECUTE PURCHASE ORDER, AND FURTHER APPROPRIATING FUNDS WHEREAS, staff recommends purchasing four EI Dorado National CNG Easy Rider 11 (32 -foot) transit vehicles utilizing the Morongo Basin Transit Authority Lead Agency for the California Association for Coordinated Transportation (MBTA/CalACT) Contract RFP No. 09-02 to replacethe 40 -foot buses scheduledto retire in 2012; and WHEREAS, per Lodi Municipal Code §3.20.045, State and Local Agency Contracts, the bidding process may be waived when it is advantageous for the City, with appropriate approval by the City Manager and City Council, to use contracts that have been awarded by other California public agencies, provided that their award was in compliance with their formally - adopted bidding or negotiation procedures; and WHEREAS, staff recommends appropriation of $1,940,000, using Federal Transit Administration (FTA)/Congestion Mitigation and Air Quality (CMAQ) and Transportation DevelopmentAct (TDA) funds. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the purchase of four 32 -foot transit vehicles from EI Dorado Bus Sales, of Hayward, California, in the approximate amount of $1,874,100, utilizing the Morongo Basin Transit Authority Lead Agency for the California Association for Coordinated Transportation (MBTA/CalACT) Contract RFP No. 09-02; and BE IT FURTHER RESOLVED that the City Council does hereby authorize the City Managerto execute the purchase order; and BE IT FURTHER RESOLVED that funds in the amount of $1,940,000 be appropriated, utilizing Federal Transit Administration (FTA)/Congestion Mitigation and Air Quality (CMAQ) and Transportation DevelopmentAct (TDA) funds. Dated: September 7, 2011 I hereby certify that Resolution No. 2011-137 was passed and adopted by the City Council of the City of Lodi in a regular meeting held September 7, 2011, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Katzakian, Mounce, Nakanishi, and MayorJohnson NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None JOHL City Clerk 2011-137 CITY COUNCIL BOB JOHNSON, Mayor JOANNE L. MOUNCE, Mayor Pro Tempore LARRY D. HANSEN P H I L KATZAKIAN ALAN NAKANISHI CITY OF LODI PUBLIC WORKS DEPARTMENT CITY HALL, 221 WEST PINE STREET P.O. BOX 3006 LODI, CALIFORNIA 95241-1910 (209)333-6706 FAX (209) 333-6710 EMAIL pwdept@lodi.gov http:\\www.lodi.gov September 1, 2011 MV Public Transportation, Inc. Brenda Kuykendall, General Manager 24 S. Sacramento Street Lodi, CA 95240 KONRADT BARTLAM City Manager RANDIJOHL City Clerk D. STEVEN SCHWABAUER City Attorney F. WALLY SANDELIN Public Works Director SUBJECT: Adopt Resolution Authorizing City Manager to Execute Purchase Order for Four 32 -Foot Transit Vehicles with EI Dorado Bus Sales, of Hayward ($1,874,100) and Appropriating Funds ($1,940,000) Enclosed is a copy of background information on an item on the City Council agenda of Wednesday, September 7, 2011. The meeting will be held at 7 p.m. in the City Council Chamber, Carnegie Forum, 305 West Pine Street. This item is on the consent calendar and is usually not discussed unless a Council Member requests discussion. The public is given an opportunityto address items on the consent calendar at the appropriate time. If you wish to write to the City Council, please address your letter to City Council, City of Lodi, P. O. Box 3006, Lodi, California, 95241-1910. Be sure to allow time for the mail. Or, you may hand-deliverthe letter to City Hall, 221 West Pine Street. If you wish to address the Council at the Council Meeting, be sure to fill out a speaker's card (available at the Carnegie Forum immediately prior to the start of the meeting) and give itto the City Clerk. If you have any questions about communicating with the Council, please contact Randi Johl, City Clerk, at 333-6702. If you have any questions about the item itself, please call Paula Fernandez, Transportation Manager/Senior Traffic Engineer, at 333-6800, extension 2667. F. Wally Sandelin Public Works Director FWS/pmf Enclosure cc: City Clerk NCCMAQBUSPURCHASE11.D0C