Rancho Palos Verdes City Council
   

JUNE 6, 2006 REACH REPLACEMENT VEHICLES JUNE 6, 2006 REACH REPLACEMENT VEHICLES
JUNE 6, 2006 REACH REPLACEMENT VEHICLES

TO: HONORABLE MAYOR AND CITY COUNCIL

FROM: DIRECTOR OF RECREATION AND PARKS

DATE: JUNE 6, 2006

SUBJECT: REACH REPLACEMENT VEHICLES

Staff Coordinator: Matt Waters, Senior Administrative Analyst

RECOMMENDATION

1. Authorize the Recreation & Parks Department to purchase two new replacement vehicles; funding for this purchase is available in the adopted FY 05-06 Budget.

2. Authorize the Director of Recreation & Parks to act as a City representative in entering into a purchase agreement with Don Kott Auto Center, in the amount of $21,633.30 for a 12-passenger van.

3. Authorize the Director of Recreation & Parks to act as a City representative in entering into a purchase agreement with Creative Bus Sales, in the amount of
$ 53,031.51for a Type II medium bus.

BACKGROUND

The City’s FY 05-06 Budget includes $75,000 in its Equipment Replacement Fund for the acquisition of two new vehicles for the Recreation & Parks Department to replace the City’s two exiting 15-passenger vans. The City’s vans were purchased in 1989 and are in need of replacement due to their age, safety concerns, and increased repair expenses. The two fifteen-passenger vans (CA License plate # 285527 and CA License plate # 285528) are primarily used for the REACH program to transport developmentally disabled clients to recreation events and for occasionally transporting Los Serenos de Point Vicente docents and City staff. REACH is a year-round program administered by the City of Rancho Palos Verdes Recreation and Parks Department, designed to serve the social and recreational needs of youth and young adults with a variety of developmental disabilities including Downs Syndrome and autism. The REACH program offers challenging and diverse activities that promote social interaction, physical fitness, independent living and assimilation in to the community. There are over 100 REACH events a year, approximately 60 of which are offsite requiring the use of vans. These include trips to museums, theme parks, local plays, and occasional extended weekend trips to locations such as San Diego and Santa Barbara. Additionally, docents use the City’s vans for educational fieldtrips to locations such as Descanso Gardens and the Aquarium of the Pacific in Long Beach. City staff use the vans for special events and for City and park tours for staff and visiting dignitaries.

Neither of the existing vans used for the REACH program and occasional transport of City staff and volunteers can accommodate wheelchairs and both have mechanical problems. If new vehicles are purchased, one existing van will be transferred to the City’s fleet to be used for moving supplies for special events – not for passenger transport. The other van will be turned in to a dealership for credit toward purchase of a replacement van.

The Department recommends purchasing a 12-passenger Ford van and a Type II medium bus. The proposed new vehicles will be used primarily for the REACH program but will also be available for occasional use for other City needs. They would provide reliable transportation for a total of 29 riders. If both vehicles were utilized for REACH activities, the vehicles would accommodate 2 drivers, 3 support staff, and 24 passengers. When utilized for REACH program activities, the van would provide transportation for a maximum of twelve riders, including a driver, one additional staff person, and ten passengers. The bus would accommodate a maximum of seventeen riders, including a driver, two additional REACH staff members, and fourteen passengers. Up to two wheelchairs can be accommodated inside the bus, however each wheelchair would result in a loss of two passenger seats.

The equipment replacement fund included in the City’s FY 2005-2006 budget allocates
$75,000 for acquisition of two replacement vehicles for the Department.

DISCUSSION

Replacement Vehicle #1: 2006 FORD E350 XLT VAN
Consistent with the City’s open market procedure (Municipal Code Section 2.44.040), which regulates purchases of $25,000 or less, bids were obtained from three local vendors for a 2006 Ford E350 XLT van (see Table 1 below). With a total estimate of $21,633.30, including fees and tax, Don Kott Auto Center was the lowest bidder. The Department therefore recommends purchasing the van from Don Kott Auto Center.

The dealership is willing to credit the City $500 for the trade-in of one of its existing vans thereby bringing the final price down to $21,633.30. Delivery of the new vehicle could take up to 60 days while the dealership orders the vehicle.

Table 1: Bids For a 2006 Ford 350 XLT 12-Passenger Van

Vendor Base Price Fees + Taxes (inc. documentation fee + tire fee + sales tax Total Price for a Ford 12-Passenger Van
Don Kott Auto Center $20,438.39 $8.85+$1,686.16 = $1,695.01 $22,133.40
Power Ford $20,525.00 $45.00+$8.75+$1,693.31 = $1,747.06 $22,272.06
South Bay Ford $22,697.00 $98.75+$1,876.22 = $1,974.97 $24,671.97

REPLACEMENT VEHICLE #2 – AEROTECH 220 TYPE II MEDIUM BUS
Creative Bus Sales offers the best combination of price and quality for the type of vehicle needed. The total cost of the Aerotech 220 Type II Medium Bus would be $53,031.51, including the following estimated costs:

Base vehicle price $48,195.00
Flip seats option $ 1,410.00
Sales tax $3,414.26
California tire fee $12.25
Total Price $ 53,031.51

Competing bids for similar vehicles from Crystal Enterprises ($76,985.25 including fees and tax) and Nations Bus ($50,697.85 excluding applicable fees) were higher than Creative Bus Sales’ bid.

Not only does Creative Bus Sales offer a lower price than its competitors, but the company is also a State-approved California Multiple Award Schedule (CMAS) vendor. Based on their CMAS status, the City’s Municipal Code Section 2.44.050 allows the Department to purchase a bus from Creative Bus Sales without going through a formal bid procedure.

CONCLUSION

Based on the bids received, staff recommends the acquisition of a 12-passenger van from Don Kott Auto Center and a Type II Medium Bus from Creative Bus Sales.

FISCAL IMPACT

Funding is available in the City’s Equipment Replacement Vehicle Fund in the adopted FY 05-06 budget.

Respectfully submitted,

Ron Rosenfeld
Director of Recreation and Parks

Reviewed:

Les Evans
City Manager