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APPROVE MOTION TO AUTHORIZE THE PURCHASE OF ONE CUSTOM-BUILT BOOKMOBILE
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RECOMMENDATION
It is recommended that the City Council approve motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Authorize the purchase of one custom-built Bookmobile with Summit Bodyworks Specialty Vehicles of Lupton, CO, in the amount of $465,520.62 for the Community Services Department, Library Division.
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
The City operates the Stockton-San Joaquin County Public Library (Library) system, which provides library services to 16 City and County branch locations. Patrons in urban and rural locations that are outside of the branch locations service areas and who do not have access to a stationary library due to disability, disadvantages, or distance can receive library services through the Bookmobile. The current 2005 Bookmobile is far past its useful life and is frequently out of service, leading to an inability to provide services for extended periods.
It is recommended that Council approve a motion authorizing the Single Available Source procurement purchase of one custom-built Bookmobile with Summit Bodyworks Specialty Vehicles of Lupton, CO, in the amount of $465,520.62 (Attachment A).
DISCUSSION
Background
The Library system consists of 16 City and County branch locations that service a population of 781,600 residents spread across 1,400+ square miles. The Bookmobile, funded equally by the City and the County, can service both urban and rural locations and provide core library services to particular groups such as retirement homes, migrant camps, and rural areas of the County. Customers appreciate and rely on Bookmobile staff for reading recommendations, community connections, and special book requests. Other library systems have demonstrated that modern Bookmobiles can provide more than basic core services. Newer vehicles can provide enhanced consumer experiences due to their ability to provide computer and Wi-Fi services and being Americans with Disabilities Act accessible.
The current Bookmobile is a modified 2005 BlueBird Bus that was originally purchased with grant funds. The aging 19-year-old Bookmobile is far past its useful life, is frequently out of service, and is generally unable to provide services for long periods of time. In Fiscal Year (FY) 2020-21, the Bookmobile spent more than six months in the shop, and residents could not receive their services. The purchase of a new bookmobile will return these library services back to the community with pop-ups and other library events. The equipment being replaced will be removed from the fleet and sold at a public auction (Attachment B).
Present Situation
The City Fleet Internal Service Fund (ISF) will partially fund this replacement, and the remaining costs will be equally divided between the City and County. Summit Bodyworks Specialty Vehicles was selected as the preferential vendor due to their customizability and expertise in the niche bookmobile market. Summit Bodyworks Specialty Vehicles has over 30 years of experience in customizing vehicle builds with abilities to customize the bookmobile from the chassis up. Their turnkey application allows them to purchase the chassis and create a custom product with their onsite team of project managers, engineers, and designers. This bookmobile was designed to give patrons the best experience possible; equipped with Wi-Fi, an outdoor tv, a pop-up canopy, and wheelchair access. The Community Services Department, Library Division, has approved the specifications for the proposed equipment.
It is recommended that Council approve a motion authorizing the Single Available Source procurement purchase of one custom-built Bookmobile with Summit Bodyworks Specialty Vehicles of Lupton, CO, in the amount of $465,520.62 (Attachment A).
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process, including the use of a Single Available Source procurement purchase. These findings include:
1. Public Works requested a custom-built Bookmobile on a formal bid solicitation, specification “F” for Project No. OM-23-111. On May 18, 2023, bids were received, and the request for a Bookmobile was left unresponsive.
2. The use of the Single Available Source procurement purchase is appropriate for this procurement contract due to the specialized nature and build of the equipment. It was determined that competition is inadequate after solicitation of several sources.
3. The City negotiated a contract following pending approval of the Single Available Source procurement purchase, which supports an exception to the competitive bidding process in accordance with SMC section 3.68.070.
FINANCIAL SUMMARY
There is sufficient funding in Community Services Department and Public Works Fleet FY 2023-24 operating budget for the purchase of one custom-built Bookmobile with Summit Bodyworks Specialty Vehicles in the amount of $465,520.62.
Funding sources for the purchase are as follows:
Description Amount Account Number
Citywide Budget $150,000.00 5011-816-650008-210-000-40-50-000
Countywide Budget $150,000.00 5012-807-650008-100-120-40-50-000
Fleet ISF $165,520.62 4530-718-800004-500-000-00-45-000
Total $465,520.62
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Bookmobile Quote from Summit Bodyworks Specialty Vehicles
Attachment B - Vehicle Purchase and Replacement List