BOARD MEETING DATE: April 7, 2006
AGENDA NO. 12

Authorize Purchase of CNG Vehicles for AQMD Fleet

SYNOPSIS: 

To reduce the number of high-mileage, high-maintenance-cost vehicles in AQMD's fleet and to promote the use of CNG vehicles, this action is to purchase 16 dedicated-CNG Honda Civic GX sedans and four dedicated-CNG Ford E350 8-passenger vans.  After reviewing specifications of CNG vehicles available through local dealerships, staff has determined that these models meet AQMD's needs in terms of cost, size, and product availability.  The cost of this purchase would not exceed $511,000, and funds are available in the FY 2005-06 Budget.

COMMITTEE:

Administrative, March 10, 2006, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Procurement Manager to execute all documents for the purchase of 16 dedicated-CNG Honda Civic GX sedans and four Ford E350 8-passenger vans at an amount not to exceed $511,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In the past AQMD budgeted annually for the replacement of high-mileage vehicles that are no longer cost effective to maintain and repair.  However, budget constraints have precluded vehicle purchases for the last three fiscal years.  Fleet sedans are used in the field and for other business travel, and vans are used in the agency’s rideshare program to meet Rule 2202 requirements and for business travel.

Given the limited availability of CNG vehicles that meet AQMD needs, it was determined that the cost of procurement did not justify the cost of extensive advertising for bids.  As a consequence, the Executive Officer waived the formal bid process and authorized the Procurement Manager to solicit informal competitive bids from local dealers.

Forty-four RFQs for CNG vans were mailed and seven responses were received, three of which did not include price quotes.  Seventeen RFQs for CNG sedans were mailed and three quotes were received.  Quotes are shown in Attachment A.

Although, based on budget constraints, only 15 vehicles were included in the 2005-06 Budget, staff was able to locate lower-cost vehicles, permitting the purchase of 20 vehicles within the budgeted amount.  Given the fact that seven vans currently have over 200,000 miles and 18 sedans have over 120,000 miles, staff recommends that available funds be expended to replace a total of 20 high-mileage, high-maintenance-cost vehicles.

Proposal

Based on local dealerships’ price quotes as shown in Attachment A, staff recommends the Board authorize the Procurement Manager to execute purchase orders, with respect to 2005 CNG Honda Civic GX sedans, with Robertson Palmdale Honda for 15 sedans and with Pacific Honda Fleet for one sedan and, with respect to 2004 CNG Ford E350 vans, with Kearny Mesa Ford for one van and with Wondries Fleet Division for three vans.  If for any reason these particular vehicles are not available, the lowest-cost alternative vehicle will be substituted but no vehicle will be purchased at an amount over $45,000.

Resource Impacts

Sufficient funds for the purchase of these 20 fleet vehicles have been included in the FY 2005-06 Budget.

Attachment

Attachment A – Vehicle Cost Summary

ATTACHMENT A

VEHICLE COST SUMMARY

8-Passenger CNG Van

CNG Sedan