TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: OCTOBER 22, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACTS TO LOS ANGELES TRUCK CENTER, LLC FOR THREE COMPRESSED NATURAL GAS SIDE-LOADER SANITATION TRUCKS AND TO QUINN COMPANY FOR ONE BACKHOE LOADER (FUNDING SOURCE: SANITATION FUND)
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SUMMARY
The 2024-25 Sanitation budget includes funding to replace three compressed natural gas (CNG) side-loader sanitation trucks and one backhoe loader. The current vehicles and backhoe are 2016 and 2015 models which are on a ten-year replacement cycle. The production timeline for the trucks is anticipated to be eighteen months, therefore, staff recommends initiating the purchase contract at this time to facilitate delivery in 2026.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to enter into an agreement with Los Angeles Truck Center, LLC in an amount not to exceed $1,549,265.82 for the purchase of three compressed natural gas side-loader sanitation trucks;
B. Authorize the City Manager to enter into an agreement with Quinn Company in an amount not to exceed $158,103.31 for the purchase of one new backhoe loader; and
C. Appropriate $32,369.13 from the Sanitation Fund to fully fund the purchases.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request more information from staff.
FINANCIAL REVIEW
The cost to purchase three CNG side-loader sanitation trucks is $1,549,265.82. The cost to purchase one backhoe loader is $158,103.31, bringing the total expenditure for the vehicles and equipment to $1,707,369.13. The adopted 2024-25 Sanitation Fund budget includes $1,675,000 in funding for these replacements. Staff recommends appropriating an additional $32,369.13 from the Sanitation Fund to fully fund the purchase of the vehicles. The Sanitation Fund has a current available fund balance of approximately $3.6 million.
The City of Claremont is a member of Sourcewell. Its membership entitles the City access to national, publicly bid contracts. Sourcewell awarded New Way and Autocar, the sanitation vehicle manufacturers, competitively bid contracts. Autocar provides the sanitation vehicle chassis and New Way provides the body. Under the Sourcewell agreements, New Way offers a four percent discount on MSRP and Autocar provides a twenty percent discount off the list price. Los Angeles Truck Center is a local, franchise dealer and offers this competitively bid pricing. Likewise, Caterpillar Inc., the backhoe loader manufacturer, was also awarded a competitively bid Sourcewell contract. A 22 percent discount off the list price is included in the quote provided by Quinn. Quinn is the local, franchise dealer for Caterpillar. This purchase complies with all City purchasing guidelines, and contract documents are available for review in the City Clerk’s office.
The staff cost to prepare this report and administer this contract is estimated at $3,300 and is included in the operating budget of the Community Services Department.
ANALYSIS
Sanitation Fleet
The sanitation fleet consists of twenty-four vehicles and pieces of heavy equipment. Sanitation fleet vehicle replacements are paid for out of the Sanitation Fund, along with grants or other eligible sources of funding when available. The fleet includes eight residential side-loader trucks, four commercial trucks, three roll-off trucks, and nine miscellaneous support vehicles. Vehicle replacements are scheduled every ten years, and staff begins to evaluate and monitor each piece of equipment when it reaches eight years of age. Functional equipment is utilized beyond the ten-year replacement schedule when appropriate.
The three residential side-loader vehicles proposed for replacement with this contract are model year 2016 vehicles. The backhoe loader is a 2015 model. Based on age, current condition, and maintenance history, the Motor Fleet Supervisor and Solid Waste Supervisor recommend replacing the vehicles. The lead time to produce the three new side-loader vehicles is anticipated to be approximately eighteen months, resulting in a 2026 anticipated delivery date. This coincides with the ten-year replacement cycle.
Advanced Clean Fleet Regulation
In April 2023, the Advanced Clean Fleet Regulation was approved by the California Air Resources Control Board (CARB). Beginning January 1, 2024, State and local government fleets must ensure that fifty percent of vehicle purchases over 8,500 pounds gross vehicle weight rating are zero-emissions. Local government agencies must begin submitting compliance reports to CARB on an annual basis and maintaining records and documentation. In July 2024, the City contracted with Fritts Ford to purchase three Ford Lightning F-150 work trucks. These three electric work trucks will offset the three CNG sanitation truck purchases, meeting the fifty percent zero-emissions requirement for calendar year 2024. The backhoe loader is not subject to Advanced Clean Fleet regulations as it is an off-road piece of equipment.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Kristin Mikula
Community Services Director Community Services Manager