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HomeMy WebLinkAboutItem 11g - Purchase of Electric Utility VehicleDATE: October 3, 2023 TO: Honorable Mayor and City Council FROM: Chen Suen, Fire Chief By: Tom Devlin, Acting Deputy Fire Chief SUBJECT: PURCHASE ORDER WITH GEORGE CHEVROLET FOR THE PURCHASE OF ONE NEW 2023 CHEVROLET BOLT ELECTRIC UTILITY VEHICLE (“EUV“) IN THE AMOUNT OF $36,500 CEQA: Not a Project Recommendation: Approve SUMMARY The approved Fiscal Year 2023-24 Fire Operating Budget includes staffing expansion within the Fire Prevention Bureau, with the addition of a full-time Fire Prevention Specialist position. As part of this new program approval, the Fiscal Year 2023-24 Equipment Acquisition Budget allocated one new all-electric vehicle for the Fire Department. To ensure that the City is receiving the most competitive price for one new 2023 Chevrolet Bolt Electric Utility Vehicle (“EUV”), a formal bid process was conducted, and the City received two bids. During the evaluation process, it was concluded that the lowest bidder, Sierra Auto Group, was unable to provide the asset or vehicle as required in the bid specifications, rendering their bid unresponsive. George Chevrolet is the second lowest bidder and was determined to be the most responsive. It is recommended that the City Council approve the purchase of one new 2023 Chevrolet Bolt Electric Utility Vehicle (“EVG”) with George Chevrolet, in the amount of $36,500. BACKGROUND The Fiscal Year 2023-24 Equipment Acquisition Budget included the addition of one new all-electric vehicle to support the staffing expansion within the Fire Prevention Bureau. The vehicle is needed to support the addition of one full-time Fire Prevention Specialist position, which was also approved in the FY 2023-24 Fire Operating Budget. Since 2004, the construction of multiple projects involving increased density has also generated a dramatic increase in the number of annual inspections from 1,470 to 3,484, or a 137% increase in annual inspections. The addition of this new proposed all-electric vehicle will enable the Fire Prevention Bureau staff to effectively continue their hazard reduction Purchase Order for Purchasing All-Electric Vehicle October 3, 2023 Page 2 of 3 efforts, field inspections, and plan checks as well as outreach and public education in the field. In collaboration with the Development Services Department, it was determined that the use of Air Quality Management District (“AQMD”) funds can be used to purchase this alternative fuel vehicle and the installation of a charging station. DISCUSSION A Notice Inviting Bids was published in accordance with City Council Resolution No. 7483, and on the City’s website. Additionally, bid packages were disseminated to local vendors who could provide this type of vehicle. On September 18, 2023, the City Clerk received two bids with the following results: Bidder Location Bid Amount Sierra Auto Group Monrovia, CA $35,852.15 George Chevrolet Bellflower, CA $36,488.65 All bid documents were reviewed for content and the vendors’ backgrounds were investigated. During the review process, it was discovered that Sierra Auto Group, the lowest bidder, noted in its bid that the EUV identified in the City’s bid specifications was “not in their inventory and is subject to dealer trade and availability,” but did not include any assurance of their ability to meet the 120-day delivery timeline that the City specified. City staff reached out to Sierra Auto Group and this vendor was given the opportunity to provide a vehicle within their inventory, dealer trade, and/or a scheduled assembly line build date that met the City’s vehicle and bid requirements. However, the vendor was unable to successfully do so, rendering their bid unresponsive. Alternatively, the bid submitted by George Chevrolet was evaluated and determined to be the most responsive and responsible. The build of this vehicle is scheduled for September 25, 2023, and will be delivered in less than 120 days, as indicated in the bid’s timeline criteria. ENVIRONMENTAL IMPACT The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”) under Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The City of Arcadia receives annual funding from the Air Quality Management District (“AQMD”) that can be used to purchase alternative fuel vehicles. The 2023 Chevrolet Bolt Electric Utility Vehicle (“EUV”) meets the AQMD criteria for purchased vehicles. The total Purchase Order for Purchasing All-Electric Vehicle October 3, 2023 Page 3 of 3 cost of the vehicle is $36,488.65 and sufficient funds in the amount of $40,000 have been allocated in the Fiscal Year 2023-24 Equipment Acquisition Budget. The $40,000 of funding is provided entirely with AQMD dollars. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a purchase order with George Chevrolet for the purchase of one new 2023 Chevrolet Bolt Electric Utility Vehicle (“EUV”), in the amount of $36,500.