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APPROVE PURCHASE OF ONE CUSTOMIZED TRUCK FOR A MOBILE CITY HALL
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve the purchase of one customized truck for Mobile City Hall from Big Valley Ford of Stockton, CA, in the amount of $85,776.18.
2. Approve findings pursuant to Stockton Municipal Code (SMC) section 3.68.070 in support of an exception to the competitive bidding process.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
During the 2015-16 budget process, City Council appropriated $100,000 for the purchase and outfitting of a vehicle to serve as a “Mobile City Hall”. The Mobile City Hall will address the City Council strategic priority of improved image and public relations by bringing City services directly to residents in locations that are convenient and informal. The program is based on similar initiatives nationwide in cities such as Boston and Rancho Cucamonga. The Community Services Department (CSD) will oversee and operate the new vehicle. The CSD will coordinate its use by all departments to provide a full array of services to a wider segment of Stockton residents.
In August 2016, Public Works’ Fleet staff initiated a Request for Specifications to determine a general interest in bidding upon the Mobile City Hall project. This process included contact with 10 local vendors to request submission of proposals for construction of this customized vehicle. Only two out of the 10 vendors responded, Delta Truck Center of French Camp, CA, and Big Valley Ford of Stockton, CA. The truck that Delta Truck Center proposed was larger and more costly than needed, and a smaller unit was not available. Big Valley Ford proposed a modified F550 truck, and teamed with a truck-body manufacturer to offer a unit that met all of the custom requirements for both the chassis and the body. After evaluating the two proposals, it was determined that the Big Valley Ford proposal was preferable due to the size and price of the proposed unit. Staff then worked with Big Valley Ford to finalize the specifications which consists of a Ford F550 chassis with a customized 16-foot step van body. It is recommended that the City purchase this customized and specialized unit from Big Valley Ford at a price of $85,776.18 (Attachment A).
DISCUSSION
Background
During the 2015-16 budget process, Council approved a $100,000 appropriation to purchase and outfit a vehicle to serve as a “Mobile City Hall” to fulfill the Council strategic priority of improved image and public relations. The purpose of the Mobile City Hall is to enhance public access to a variety of City services by bringing those services directly to residents in locations that are convenient and informal. The program is based on similar initiatives nationwide in cities such as Boston and Rancho Cucamonga. The City Manager’s Office designated the CSD to oversee the operation of the new vehicle, and to coordinate its use by all departments to provide a wider array of services to Stockton residents. Potential uses include payment of utility bills, permit applications, registration for classes and sports, library card registration, employment recruiting, and a host of other services.
In researching this project, staff determined that the State of California does not offer a similar product under a Cooperative Purchase Agreement. It was subsequently determined that the preferred procurement process would include proceeding with a Request for Specifications for such a vehicle due to the complexity of the customization required. Fleet staff contacted 10 local truck and trailer vendors - Valley Truck Center, Big Valley Ford, Chase Chevrolet, Central Valley Truck & Trailer, Pan Pacific RV Center, Manteca Trailer & Motorhome, Trailers Plus, The Trailer Specialist, California Custom Trailers, and D2 Trailer Sales - to gauge the capability of local vendors in providing a specialized unit for the Mobile City Hall. Only Delta Truck Center and Big Valley Ford responded; however, the smallest unit that Delta Truck Center could provide was larger and more costly than required. Delta Truck Center was unable to provide an alternative that more closely met the specifications. City staff then worked with Big Valley Ford to finalize the specifications for this customized vehicle with input from truck body manufacturer Utilimaster.
Present Situation
The specification for this vehicle consists of a Ford F550 chassis with a customized 16-foot step van body. The body interior includes seating, tables, counters, and cabinet storage. Big Valley Ford’s quote encompasses both Utilimaster’s build of the body and interior. Generators for electrical power, computers, and two large screen video monitors will be added after the unit is delivered.
Findings
In accordance with SMC section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. Such circumstances may include those expressly stated in this code section. The findings specifically related to an exception to the competitive bidding process for the Mobile City Hall truck project include:
1. The Mobile City Hall concept is unique because of the custom specifications that are required. This consists of a custom specification for the 16-foot step van body for the truck, as well as the chassis.
2. A Mobile City Hall vehicle is at the forefront of efforts to bring local government services to residents. As a result, there is no existing specification for such a vehicle.
3. The City solicited proposals from qualified vendors for development of a customized specification and supply of the unit.
4. Staff negotiated with the two potential vendors that responded to the solicitation.
5. Staff negotiated the final specification with the one responsive bidder.
6. This specification has been assessed to be compatible with the City’s standards.
7. Ford is the manufacturer of many pickup trucks in the City’s current fleet. The purchase of this brand of truck chassis provides for standardization of parts and equipment, and minimizes training requirements throughout the City’s fleet system.
8. The State of California does not offer a similar product under a Cooperative Purchasing Agreement.
9. The price of this truck from Big Valley Ford is reasonable for a custom-built product. Utilimaster is the only manufacturer that provided a truck body tailored to the City’s precise needs.
10. Purchasing a “Mobile City Hall” from Big Valley Ford will improve the delivery of services to Stockton residents and is in the public interest.
Based on these findings, staff recommends the purchase of one customized 16-foot step van from Big Valley Ford (Attachment A).
FINANCIAL SUMMARY
There are sufficient funds available in Account No. 010-0131-601 for the purchase of one Ford F550 chassis with customized step van body from Big Valley Ford in the amount of $85,776.18.
There is no impact to the City’s General Fund or to any other unrestricted fund because of taking the recommended action.
Attachment A - Quote from Big Valley Ford