City Council Meeting: December 2, 2008

Agenda Item: 1-B

To: Mayor and City Council

From: Carol Swindell, Director of Finance

Subject: Purchase of Neighborhood Electric Vehicle Utility Trucks

Recommended Action

Staff recommends that City Council award Bid #2955 to Miles Electric Vehicles to furnish and deliver thirteen new Neighborhood Electric Vehicle (NEV) utility trucks in an amount of $316,973.

Executive Summary

In accordance with the vehicle replacement program, thirteen vehicles currently being used by Park Operations are due for replacement. Resulting from the formal bid process, Miles Electric Vehicles is the best bidder and funds are available in the adopted budget for vehicle replacement.

Discussion

The NEV utility trucks will be used by Park Operations personnel and will replace vehicles scheduled for replacement. As referenced in the Information Item that was submitted to City Council on January 15, 2008 (http://www01.smgov.net/cityclerk/ council/information_items/2008/ReducedEmissionsFuelsPolicy.pdf), two of the goals of the Reduced-Emissions Fuels Policy for Vehicle Purchases are to reduce emissions and reduce the use of petroleum fuels. The purchase of these zero-emission, electric vehicles contributes to these goals. In addition, in accordance with its commitment to sustainability, the City continues to purchase reduced emissions fuel vehicles when available.

Vendor Selection

In July 2008, the City published Notices Inviting Bids to furnish and deliver thirteen new and unused NEV utility trucks in accordance with City specifications. Bid forms were mailed to seven vendors and notices were advertised in accordance with City Charter and Municipal Code provisions. Seven bid options were received from five vendors and publicly opened on August 11, 2008 per Attachment A.

All bidders were asked to provide a vehicle to be demonstrated by City staff in the operating conditions in which they will be used. City staff overwhelmingly found the vehicle provided by Miles Electric Vehicle more comfortable and easier to enter and exit than the competitors. In addition, this vehicle was found to be the best fit for the operation for the following reasons: dash board and controls were simple and easy to read, the interior was solid and well insulated, the ride was quiet, the dump bed was solid and easy to use, and the charge held up well during operations.

Bids were evaluated based on ability to meet specifications, competitive pricing and completeness of bid response. Based on these criteria, Miles Electric Vehicles is recommended as the best bidder.

Financial Impacts & Budget Actions

Funds for this purchase are available in account C540167.589200, Vehicle Replacement Fund.

Prepared by:

Kimberlie Nimori, Senior Buyer

Approved:	Forwarded to Council:
Carol Swindell Director of Finance	P. Lamont Ewell City Manager

Attachments: Attachment A – Pricing