The URL can be used to link to this page

Home My WebLink AboutCC Resolution 14341 (Purchase 7 Vehicles)RESOLUTION NO. 14341 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO PURCHASE SEVEN VEHICLES AND EQUIPMENT FOR THE FIRE DEPARTMENT, PUBLIC WORKS, AND PARKING SERVICES. WHEREAS, San Rafael's various departments operate a fleet of 185 street -legal vehicles and the Department of Public Works maintains 66 heavy equipment vehicles; and WHEREAS, the management and replacement of the City's fleet of vehicles and equipment is governed by the guidelines set forth in San Rafael's Fleet Management Policies and Procedures document issued September 6, 2012; and WHEREAS, the Department of Public Works is recommending the replacement of seven vehicles: three Command Vehicles (Fire Department), three heavy equipment vehicles (Public Works), and one Parking Enforcement vehicle (Parking Services); and WHEREAS, the Fire Command vehicles are utilized for emergency response and incident command, and the current vehicles are approaching 10 years of use and are no longer recommended for emergency response; and WHEREAS, the Public Works Vacuum Truck is currently 12 years old and has very unreliable performance, and this equipment is needed to perform essential services for the City in maintaining proper storm water flow and clearing blockages within the City's 120 miles of storm drains and 3,600 gutter catch basins; and WHEREAS, one of the two Public Works Street Sweepers is currently 10 years old and nearing the end of its useful life, and it serves a crucial and very visible service to the City in keeping City streets free of garbage and debris, as well as clearing leaves from streets and gutters in preparation for upcoming winter storms; and WHEREAS, the Public Works Backhoe is currently 19 years old and operating on "borrowed time", and it is utilized by the Streets Maintenance department on a daily basis, removing an estimated 12 tons of debris from City streets and right of way each week; and WHEREAS, the Parking Maintenance Enforcement vehicle is currently 10 years old and will be replaced with a greener electric version, and the Department has been given an opportunity to purchase a demo version of the vehicle at a significantly discounted price; and WHEREAS, there are sufficient funds in the City's Vehicle Replacement Fund (#600) and the Fire Department Operating Fund 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 seven vehicles and equipment for various City departments, as described in Exhibit A attached hereto and incorporated herein, 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 5t' day of June, 2017 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None 2 ESTHER C. BEIRNE, City Clerk 6-5-2017 Purchase of 7 Vehicles and Equipment Vehicle Purchasing Summary Spreadsheet Fire Command Pickup Fleet Vehicle 8-08 2007 Chevrolet 2017 Chevrolet Silverado 2500 HD Fire Command Pickup Fleet Vehicle 14-08 2008 Chevrolet 2017 Chevrolet Silverado 2500 HD Fire Command Pickup Fleet Vehicle 181-08 2008 Chevrolet 2017 Chevrolet Silverado 2500 HD Public Works/Streets Backhoe Equipment 319-98 1998 Case 2017 4301`2 Backhoe Loader Public Works/Streets a Vacuum Truck Fleet Vehicle 3-05 2005 Vactor 2017 Vactor Public Works/Streets Street Sweeper Equipment 135-08 2008 Tymco 2017 Tymco Model 600 Parking Services Enforcement Buggy Fleet Vehicle 215-07 2007 GO -4 Gas 2014 GO -4 EV Electric Total $63,000* State Contract $63,000* State Contract $63,000* State Contract $165,000 Cooperative Agreement $390,000 Cooperative Agreement $240,000 Cooperative Agreement $24,000 Competitive bid: Demo price $1,008,000 * Includes $12,000 for outfitting costs Winner Chevrolet Winner Chevrolet Winner Chevrolet California Multiple Award Schedule (CMAS) National Joint Powers Alliance (NJPA) Houston -Galveston Area Council (H -GAC) Municipal Maintenance Equipment (MME) 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