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HomeMy WebLinkAboutItem 1d: Purchase of Paratransit Replacement Vehicles from A-Z Bus Sales 4 OF ARC,. °,~ 0116111-41 k ..:.!:!,!.t rt ug .'s %% °nj�Y°t� STAFF REPORT Development Services Department DATE: April 3, 2012 TO: Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director, Philip A. Wray, Deputy Director of Development Services/City Engineer By: Linda Hui, Transportation Services Manager SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PURCHASE ORDER IN AN AMOUNT NOT TO EXCEED $637,354 FOR TEN (10) 20- PASSENGER PARATRANSIT REPLACEMENT VEHICLES TO BE PURCHASED FROM A-Z BUS SALES, INC. UNDER THE CAL ACT CONTRACT Recommendation: Approve SUMMARY The U.S. Department of Transportation/Federal Transit Administration (FTA) Guidelines allow the use of federal funds to replace paratransit vehicles after a period of five (5) years of service or upon reaching 150,000 miles, whichever comes first. Ten of the 18 Arcadia Transit vehicles have been in service since 2005 and thus have passed the minimum useful life of five years. Based on the FTA eligibility status and the City's desire to maintain a good working vehicle fleet, staff recommends a purchase of ten (10) replacement vehicles. Staff recommends that the City Council authorize the City Manager to execute a purchase order in an amount not to exceed $637,354 for ten 20-passenger paratransit replacement vehicles, to be purchased from A-Z Bus Sales, Inc. BACKGROUND Currently, the Arcadia Transit fleet is composed of 18 vehicles including six (6) 2004 model 12-passenger, four (4) 2004 model 20-passenger, and eight (8) 2009 model 18- passenger vehicles. The City annually receives Federal Transit Administration (FTA) Section 5307 funding for transit capital expenses, and uses the funding to purchase replacement transit vehicles. In order to keep the service interruption caused by mechanical issues and maintenance cost to a minimum, the City regularly replaces the transit vehicles that have met the FTA funding requirements. Staff Report—Bus Purchase April 3, 2012 Page 2 The U.S. Department of Transportation/FTA funding provisions require that paratransit vehicles must meet a useful life of at least five years in service or an accumulation of 150,000 miles, whichever comes first. The six 12-passenger and four 20-passenger vehicles have been in service since 2005 and are beyond the minimum useful life. A combination of FTA Section 5307, State Transit Assistant, and Proposition 1B Gas Tax funds will be utilized to finance the purchase of ten vehicles. DISCUSSION The useful life of the 2005 fleet has been realized; therefore staff is recommending replacing these vehicles with 2012 model vehicles. Staff selected Ford Type C/Elkhart Coach as replacement vehicles after reviewing available vehicles and consulting with Arcadia Transit's vehicle maintenance staff. Staff is proposing to purchase these vehicles from A-Z Bus Sales Inc. of Colton, CA through its contract with California Association for Coordinated Transportation (Cal ACT). In order to save money and provide efficiency, FTA allows transit agencies to utilize each other's purchasing contracts. This practice is known as a "piggyback" purchase. In the fall of 2011, Cal ACT solicited proposals from transit vehicle vendors nation-wide to establish a Local Government Purchasing Schedule — a list of vendors providing a number of transit vehicles at set prices. Since most transit agencies utilize FTA funds to finance bus purchases, Cal ACT procurement provisions required the vendors to comply with the FTA contract requirements. Through this competitive procurement process, a large quantity of different types of transit vehicles would be available for local agencies to purchase from. Piggybacking on the Cal ACT contract with A-Z Bus Sales, Inc. will allow the City to benefit from economies of scale and the time saved by avoiding a separate bidding process. The new vehicles will be delivered fully equipped with farebox, seat belts, air conditioning systems, ADA-approved motorized wheelchair lifts, grab rails, the Arcadia Transit graphics, and many more necessary features. ENVIRONMENTAL IMPACT This is not a project as defined in California Environmental Quality Act (CEQA) §15378, thus the procurement is considered ministerial. FISCAL IMPACT The current fleet replacement is listed in the Regional Transportation Improvement Plan (RTIP) for Los Angeles County, and budgeted in the City of Arcadia FY11-12 budget using a combination of 80% Federal 5307, 20% State Transit Assistant and Proposition 1B Gas Tax funds. The total cost to purchase the new vehicles is $637,354. This procurement does not require the use of General Fund dollars. Staff Report — Bus Purchase April 3, 2012 Page 3 RECOMMENDATION Staff recommends that the City Council authorize the City Manager to execute a purchase order in an amount not to exceed $637,354 for ten (10) 20-passenger paratransit replacement vehicles, to be purchased from A-Z Bus Sales, Inc. under the Cal ACT contract. Approved by: ' ---� -- -- Dominic Lazzarett , ity Manager JK:PAW:LH:pa