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PW Parking Enforcement Vehicle PurchaseIt -k RAFq�! �1 A 2 yo �r> WITH Ply TO: FROM: SUBJECT DEPARTMENT OF PUBLIC WORKS INTERDEPARTMENTAL MEMORANDUM Jim Schutz, City Manager DATE: September 10, 2020 Jim Myhers/Thomas Wong Parking Services Manager/ Temp Fleet Manager Purchase of One Parking Enforcement Vehicle The Parking Services Division primarily relies on 3 wheeled vehicles for enforcement activities in the downtown core. Our primary vehicle has been either a gas or electric GO -4 vehicle. The last several electric GO -4's we have acquired have been extremely problematic and have spent a significant amount of time in the repair shop. Repairs are costly and acquiring parts is very time consuming. Several of the vehicles are now considered non -repairable. On the recommendation by staff at the Transportation Authority of Marin (TAM), City staff found a California made vehicle that meets many of our needs. The Tropos XR2 vehicle is a low speed 100% electrical vehicle manufactured in Morgan Hill. Parking Services and DPW test drove and toured the factory in Morgan Hill and came away impressed. The CEO and head of production spent two hours with City staff answering questions and providing insight into the vehicle. Unlike the current Go -4s which are classified as motorcycles, the Tropos XR2 is classified as a low speed vehicle (LSV). While it is an LSV, it provides a lot of normal vehicle features that that the current vehicles don't including ABS braking, Airbags, back-up camera, A/C, seating for two, and handsfree bluetooth among other safety features. These features are included where other LSV do not, as they are required in Europe to be certified to drive at a top speed of 50 MPH. The vehicle will use existing infrastructure to charge. Parking Services and DPW is requesting to purchase one of these vehicles at a cost of approximately $31,000. This is about $25,000 less than an EV GO -4. The purchase has been reviewed by DPW, Finance, and City Attorney. In addition, DPW and Parking Services consulted with the City's Sustainability Manager prior to making the recommendation for purchase. Due to the unique benefit provided by this vehicle we request that you waive competitive bidding per section 2.55.100c of the municipal code. The vehicle sale price has been negotiated to match the sale price of Sourcewell's cooperative purchasing arrangement which we have purchased through in the past. I, Jim Schutz Napprove the waiving of section 2.55.100c of the San Rafael munici al code or he purchase of One Tropos Manufacturing XR2 low speed vehicle at a not to exceed price of $33,000. Additional cost include, installation of safety Gary O. Phillips, Mayor • Kate Colin, Vice Mayor • Maribeth Bushey, Councilmember • John Gamblin, Councilmember Andrew Cuyugan McCullough Councilmember lighting, radio communication and pick-up/delivery. The City may qualify for up to $1,500 in rebates from TAM for the purchase of a zero -emission vehicle. The attached order form requires your signature so that a purchase order may be created to initiate the sale. CITY OF SAN RAFAEL 1 1400 FIFTH AVENUE, SAN RAFAEL, CALIFORNIA 94901 1 CITYOFSANRAFAEL.ORG Gary O. Phillips, Mayor • Kate Colin, Vice Mayor • Maribeth Bushey, Councilmember • John Gamblin, Councilmember Andrew Cuyugan McCullough Councilmember B6 volt electric drive, 3kW automatic on board charger, 13 or 26KWh Lithium Ion battery pack, 220V J1772 charge connector, cab with Standard full roll cage, doors with arm rests, extended front bumper, floor and side crash protection, driver alrbag, state of charge meter, power assist steering, full HVAC, 12v power outlet, 14" alloy wheels, 4 wheel ABS disc brakes, radio, bluetooth handsfree phone Standard connection rear camera, backup noise Standard XR1 has an 80 mile max ranee. XR2 has a 160 mile max ranoe I I Tropos ABLE XR comes with a 2 Year, 16,000 mile Limited Warranty plus a 5 Year, 50,000 mile Limited Warranty on the Lithium Battery Pack. 1 1 1 Customer nick uo at factory - Moroan HIS I i i - 1 S - I Sales Tax at San Rafael, CA Terms and Conditions: Tropos will deliver these vehicles to the address above Any sales taxes collected herein will be paid by Dealer Any applicable title and registration will be paid by Purchaser Anticipated delivery time for the ABLE XR is 30.60 days from receipt of formal Purchase Order Purchaser will also provide a standard Purchase OFder referring to this Quote and Spec Sheet as an attachment Agreed d cce ed hl r Day of , 2020 By: FI Titlk,__L_Ur Thank you for your businessl Tropos Technologies, Inc. 16890 Church Street, Bldg 1, Morgan Hill, Ca 95037 Ph: (408)571-6104 Submitted by Dealer: Date September 8, 2020 Jeffrey Esfeld Russell Dysard Order fl Director of Sales Terry Equipment nc Tropos Technologies, Inc 909.665.0021 206-228.5400 russell(Aterrveeulomenl.com J eff(dTr000sTec h. com TG Ship to SaT= City of San Rafae: 111 Morphew Street San Rafael. CA 94519 Contact Job Due Date t_S_h_Ippino Method Delivery Date ( Payment Terms ; Jeff Esfeld _ _ See Terms Below 1 Net 30 Days _See below ill" r _ Description Item q _ Fleet Cost Match Sourcewell Price 1 Line Total 1 ABLE XR2 Vehlele 26 kWh Chassis tMitel 405-01.1000 $28,200.00 52,820.00 $25,380.00 1 Pick-up Package _ - 402-00-1952 51207.00 5120.70 $1,086.30 1 .Extra Dulfl Front Bumper _ 404.00.1923 _ $385.00 538.50 • $346.50 1 Extra Dully Rear Bu mper wl Hitch Receiver 404.00.1924 5385.00 538.50 $346.50 1 Premium Aluminum Cross Box 300-00-1939 $500.00 _ 550.00 $450.00 5 Spare Key' and Cutting 408.00.1272 5780.0051800 $144.00 1 _ _Blank Sliding Rear Window (lnstalledj 404.00.1926 $750.00 575.00 5675.00 Vehicle Sub Totals $28,428.30 B6 volt electric drive, 3kW automatic on board charger, 13 or 26KWh Lithium Ion battery pack, 220V J1772 charge connector, cab with Standard full roll cage, doors with arm rests, extended front bumper, floor and side crash protection, driver alrbag, state of charge meter, power assist steering, full HVAC, 12v power outlet, 14" alloy wheels, 4 wheel ABS disc brakes, radio, bluetooth handsfree phone Standard connection rear camera, backup noise Standard XR1 has an 80 mile max ranee. XR2 has a 160 mile max ranoe I I Tropos ABLE XR comes with a 2 Year, 16,000 mile Limited Warranty plus a 5 Year, 50,000 mile Limited Warranty on the Lithium Battery Pack. 1 1 1 Customer nick uo at factory - Moroan HIS I i i - 1 S - I Sales Tax at San Rafael, CA Terms and Conditions: Tropos will deliver these vehicles to the address above Any sales taxes collected herein will be paid by Dealer Any applicable title and registration will be paid by Purchaser Anticipated delivery time for the ABLE XR is 30.60 days from receipt of formal Purchase Order Purchaser will also provide a standard Purchase OFder referring to this Quote and Spec Sheet as an attachment Agreed d cce ed hl r Day of , 2020 By: FI Titlk,__L_Ur Thank you for your businessl Tropos Technologies, Inc. 16890 Church Street, Bldg 1, Morgan Hill, Ca 95037 Ph: (408)571-6104 A s CarrVWVITH pel\`i CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Thomas Wong Extension: x5360 Contractor Name: Terry Equipment Inc Contractor's Contact: Russell Dysard Contact's Email: russell@terryequipment.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor ❑ N/A b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑ 2 City Attorney a. Review, revise, and comment on draft agreement Click here to ❑ LG and return to Project Manager enter a date. ❑ LG b. Confirm insurance requirements, create Job on Click or tap (N/A) PINS, send PINS insurance notice to contractor to enter a date. 3 Department Director Approval of final agreement form to send to 9/11/2020 © BG contractor 4 Project Manager Forward three (3) originals of final agreement to ❑ contractor for their signature N/A 5 Project Manager When necessary, contractor -signed agreement ❑X N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form y/2-V202t, 7 City Attorney Review and approve hard copy of signed V��--- agreement 8 City Attorney Review and approve insurance in PINS , and bonds t1 J Zp� / (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized tl official ( 10 City Clerk Attest signatures, retains original agreement and n a� V forwards copies to Project Manager