HomeMy WebLinkAboutCC Resolution 14210 (Purchase Vehicles for Various Departments)RESOLUTION NO. 14210
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE PUBLIC WORKS DIRECTOR TO PURCHASE 14 VEHICLES
FOR VARIOUS CITY DEPARTMENTS.
WHEREAS, San Rafael's various departments operate a fleet of 185 vehicles; and
WHEREAS, the management of the City's fleet of vehicles is governed by the guidelines set
forth in San Rafael's Fleet management Policies and Procedures document; and
WHEREAS, a recently completed vehicle needs survey conducted by the Department of Public
Works resulted in requests to replace 14 vehicles, at a cost of approximately $675,000; and
WHEREAS, these vehicles are vital to the continuing delivery of a wide range of essential
services for San Rafael's citizens; and
WHEREAS, all departments pay an annual fee into the City's Vehicle Replacement Fund to
support future vehicle purchases; and
WHEREAS, there are sufficient funds in the City's Vehicle Replacement Fund (#600) to
support these purchases.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Rafael
authorizes the Director of Public Works to execute the purchase of 14 vehicles for various City
departments in accordance with the guidelines set forth in San Rafael's Fleet Management
Policies and Procedures, issued on September 6, 2012.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of said City held on Monday, the 3rd day of October, 2016 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
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ESTHER C. BEIRNE, City Clerk
CITY OF SAN RAFAEL
POLICIES AND PROCEDURES
Policy No.
Subject:
Resolution No.
Issue Date:
Revision Date:
Prepared By
Fleet Management Policy
September 6, 2012
Richard Landis
Approved By: —) I�u�r
FLEET MANAGEMENT POLICY AND PROCEDURES
PURPOSE: The City of San Rafael establishes this policy to govern the management of the City's
vehicle fleet.
SCOPE: The acquisition, outfitting and replacement of all City vehicles.
DEFINITIONS: "City vehicle" shall include all automobiles, trucks, motorcycles, or any other
equipment registered with the Department of Motor Vehicles and owned, leased, or rented by the
City. "Fleet Manager" shall be the Director of Public Works or his/her designee.
POLICY:
General Provisions
Fleet Manager
The role of the Fleet Manager is to advise the City Manager and City Council on matters relating to
the City's vehicle fleet. The Fleet Manager shall communicate with all department directors regarding
vehicle needs and submit timely reports to the City Manager. The Fleet Manager is committed to the
following principles:
1. The size and nature of the City's fleet is governed primarily by need and function, i.e., the
number of vehicles should be no greater than what is necessary to provide public services
in an efficient manner. Each vehicle within the fleet should be minimally specified to fulfill
its intended function, providing operators with a comfortable and modestly -appointed
vehicle with which to deliver services in a cost-effective manner.
2. Vehicles should be selected with a strong preference for fuel efficiency and hybrid and
alternative fuel technology. The City will strive to reduce the negative impact of its fleet
upon the environment by reducing greenhouse gas emissions.
3. Vehicles with the lowest long-term maintenance and repair costs and occupant safety are
preferable.
Department Budgeting for Additional Vehicle Acquisition
Before a department determines the need to add a vehicle to its inventory, it shall first check with the
Fleet Manager and the Finance Department to determine whether an existing vehicle is available
elsewhere in the fleet that may meet the department's needs. If none is available, the requesting
Page 1 of 3
department shall submit a vehicle addition request to the Fleet Manager with the following
information:
The purpose for which the vehicle is needed
The type of vehicle requested and the total estimated purchase price
The estimated total cost of any special auxiliary equipment or equipment packages above what
might be considered standard equipment. The cost of adding a new vehicle to the fleet shall be
paid by the requesting department. Internal service charges to that department's budget shall be
established at the time of vehicle purchase to ensure adequate future funding for the vehicle's
eventual replacement.
Vehicle Acquisition
All departments shall submit vehicle purchase requests to the Fleet Manager. The Fleet Manager will
consider requests, consult with the Finance Department to ensure that there are sufficient funds for
the new vehicle request, and review vehicle specifications for conformance with the provisions and
intent of the Fleet Policies and Procedures. All vehicle purchases shall be administered by the Fleet
Manager and shall comply with bidding procedures, when applicable, to ensure competitive pricing.
Invoices for new vehicle purchases and equipment installation shall be administered by the Fleet
Manager with pre -approved departmental account codes established to meet the invoice totals.
Vehicle Replacement Funding
Funding for vehicle acquisition and supplemental equipment shall be established through monthly
internal service charges to the department operating the vehicle, over the projected useable life of
that vehicle. An annual inflation factor is applied to the department's internal service charge to
account for anticipated increases in future vehicle costs.
Vehicle Replacement Schedule
City vehicles are eligible for replacement on the basis of the following established useable life
recommendations:
Vehicle Description
Sedans, SUV's, vans, light and medium duty trucks (up to 8,600 gross vehicle weight)
Heavy duty trucks (over 8,600 gross vehicle weight)
Police patrol/traffic vehicles
Police unmarked vehicles
Police motorcycles
Parkinq enforcement buggies
Fire command vehicles
Fire pumper engines
Fire ladder trucks
Ambulances
Useable Life
10 years
15 years
5 years
8 years
4 years
5 years
7 years
15 years
20 years
5 years
Off-road maintenance and construction equipment shall be replaced when economically or
operationally justified. When a vehicle in this group approaches the end of its anticipated life cycle, a
cost/benefit analysis shall be performed to justify vehicle replacement.
Page 2 of 3
These useable life standards are for vehicle replacement financial estimating purposes only. When a
vehicle reaches the end of its established useable life and the department operating the vehicle
requests replacement, each vehicle shall be assessed by the Fleet Manager and Vehicle
Maintenance Division to determine if replacement is justified, given general vehicle condition,
mileage, maintenance and repair history, safety considerations, etc. Extension of the useable life of
any vehicle shall be at the discretion of the Fleet Manager and the requesting department. Likewise,
a department may request a vehicle replacement prior to the end of its established useable life. The
Fleet Manager shall review all such requests in consultation with the Finance Department and Vehicle
Maintenance Division. Requests for early replacement shall be accompanied by a thorough
justification, including objective criteria supporting the request. The cost of early replacement, if any,
shall be borne by the requesting department.
If a department determines that an assigned vehicle is no longer needed, the vehicle shall be
returned to the Vehicle Maintenance Division for re -allocation within the fleet or disposition as surplus.
Disposition of Surplus Vehicles
All vehicles accepted by the Vehicle Maintenance Division for replacement or permanent elimination
from the fleet shall be consigned to public auction with the City's designated auction service.
Departments shall deliver vehicles being replaced to the Vehicle Maintenance Division prior to
accepting the new replacement vehicle.
Maintenance and Repair of Vehicles
Preventive and Routine Maintenance and Repairs
The Vehicle Maintenance Division shall notify departments of upcoming scheduled maintenance for
vehicles operated by that department and will schedule the date and anticipated duration of the
scheduled maintenance. If possible, the department operating the vehicle shall deliver it to the
Vehicle Maintenance Division. If necessary, Vehicle Maintenance will pick up the vehicle at its
customary parking location and return it when scheduled maintenance is complete.
Unscheduled Repairs
In the event a vehicle requires immediate or unscheduled repair during normal work hours, operators
should call the Vehicle Maintenance Division (458-5345), or take the vehicle to the Public Works
facility at 111 Morphew Street for assessment. If the vehicle cannot be operated or is unsafe to
operate, the driver should call the Vehicle Maintenance Division for road service, towing, or advice.
After normal working hours, vehicle operators should call the non -emergency Police Department
dispatch number (485-3000) for towing or road assistance. Vehicle operators must notify their
supervisors, as well as the Fleet Maintenance Division, in the event of a vehicle failure.
Reimbursement for Personal Expense for City Vehicle Repair
Certain emergencies may occur during non -working hours that can be easily remedied at a service
station (for example, a flat tire or radiator hose). Department Directors whose employees routinely
work outside of normal working hours shall develop appropriate policies governing the authority of
vehicle operators to affect emergency repairs during non -working hours with the intended goal of
delivering uninterrupted public service. These departmental policies shall be forwarded to the Fleet
Manager for reference.
Page 3 of 3
16-17 Vehicle Purchases
Updated 9/23/2016
MME, Nancy Steffan, 916-922-1101; nsteffan@source-
Ravo Series 5 sweeper Sole Source mme.com 1 1 5/6/16 1 $253,523 approved approved 8/3/16 -placed order 9/12/16: delivered
\\fs3\udrives$\richardl\Desktop\FY 16-17 Vehicle Purchases 9.23.16
-TJWIStrategy
Purchase
Downtown Ford Sales; Dave Forbess; 916-442-6931;
Quote
Quote
Preliminary
Requisition
P.O.
Order
Delivery
Dept./Division
Description
Replace With
Ford Transit Connect XL van with short roof
State Contract
Dealer/Contact
State Contract/Line #
Requested
Received
Cost
Status
Status
Status
Status
9/12/16: confirm with Jim Myhers
1
Winner Chevrolet; Dwane Galatti, 916-429-4702;
DPW/Parks
Ford 3/4 ton truck
3/4 ton Chevy extra cab with lonq bed
State Contract
dwanefleet(a-)hotmail.com
1-16-23-20/1-ine 16
$25,000
9/12/16: Silverado 2500 extra cab
DPW/Streets
Dump truck
International dump truck
State Contract
Fred M. Boerner Motor Co.; 323-560-3882;
1-16-23-20/1-ine 37
$175,000
9/12/16: International 10 -wheeler
DPW/Streets
Striper
Striper
HGAC
Crown Victoria
Ford Interceptor Black & White SUV
$90,000
Folsom Lake Ford (Dan Raimondi)
$45,000
PD
Crown Victoria
Ford Interceptor Black & White SUV
Winner Chevrolet; Dwane Galatti, 916-429-4702;
Folsom Lake Ford (Dan Raimondi)
$45,000
PD
DPW/Streets
Ford Interceptor Black & White SUV
Chevy Colorado 4x4 extended cab
TBD
dwanefleet@_hotmail.com
1-16-23-20/1-ine 3
$25,000
9/12/16: confirm state contract availability
State Contract
Folsom Lake Ford (Dan Raimondi)
$50,000 sell Expedition to another agency, do not auction; pursuit rated?
Santa Rosa BMW; Dennis Gonzales; 717-838-9100 x-3;
I
I ...
I
DPW/Parks
N/A
ATV
Competitive bid
dennis(a)santarosabmw.com
$15,000
9/12/16: confirm price with Dennis Gonzales
DPW/Parks
Mower
John Deere Mower
HGAC
$21,000
9/12/16: check quote provided by DD
DPW/Parks
Tractor
John Deere Tractor
HGAC
$36,000
9/12/16: check quote provided by DD
71
1
1
1
1
1 $387.0001
1
1 1
1
MME, Nancy Steffan, 916-922-1101; nsteffan@source-
Ravo Series 5 sweeper Sole Source mme.com 1 1 5/6/16 1 $253,523 approved approved 8/3/16 -placed order 9/12/16: delivered
\\fs3\udrives$\richardl\Desktop\FY 16-17 Vehicle Purchases 9.23.16
Downtown Ford Sales; Dave Forbess; 916-442-6931;
Parking
Services
Ford Transit Connect XL van with short roof
State Contract
daveforbess@downtownfordsales.com
1 $25,000
1
1
1
9/12/16: confirm with Jim Myhers
1
---
$25,000
PD
Crown Victoria
Ford Interceptor Black & White SUV
State Contract
Folsom Lake Ford (Dan Raimondi)
$45,000
PD
Crown Victoria
Ford Interceptor Black & White SUV
State Contract
Folsom Lake Ford (Dan Raimondi)
$45,000
PD
Crown Victoria
Ford Interceptor Black & White SUV
State Contract
Folsom Lake Ford (Dan Raimondi)
$45,000
PD
Crown Victoria
Ford Interceptor Black & White SUV
State Contract
Folsom Lake Ford (Dan Raimondi)
$45,000
PD
Crown Victoria
Ford Interceptor Black & White SUV
State Contract
Folsom Lake Ford (Dan Raimondi)
$45,000
PD
Ford Expedition
Ford Interceptor Black & White SUV
State Contract
Folsom Lake Ford (Dan Raimondi)
$50,000 sell Expedition to another agency, do not auction; pursuit rated?
s1
I
I ...
I
I I I I x27-_01101 I I I I 1
MME, Nancy Steffan, 916-922-1101; nsteffan@source-
Ravo Series 5 sweeper Sole Source mme.com 1 1 5/6/16 1 $253,523 approved approved 8/3/16 -placed order 9/12/16: delivered
\\fs3\udrives$\richardl\Desktop\FY 16-17 Vehicle Purchases 9.23.16