HomeMy WebLinkAboutPW FY 2018-19 Fleet Vehicle Purchases____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: 09/17/2018
Disposition: Resolution No. 14583
Agenda Item No.: 4.h
Meeting Date: September 17,
2018
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin
Director of Public Works
City Manager Approval:_________
File No.: 01.14.16
TOPIC: FY 2018-19 FLEET VEHICLE PURCHASES: POLICE AND FIRE DEPARTMENTS
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE FIVE
FLEET VEHICLES FOR THE POLICE AND FIRE DEPARTMENTS FOR A NOT
TO EXCEED AMOUNT OF $298,000.
RECOMMENDATION: Adopt the resolution.
BACKGROUND: The City of San Rafael’s vehicle fleet consists of 185 vehicles. This includes
passenger cars and trucks, as well as the City’s specialty vehicles supporting the Fire
Department, Police Department, Public Works, and others. In addition to the street-legal
vehicles maintained in the City fleet, the Public Works Vehicle Maintenance and Replacement
Program maintains 66 heavy equipment vehicles, including a backhoe, paint striper, tractors,
and street sweepers. The majority of City vehicles are utilized by public safety (Police and Fire),
followed by Public Works.
The Department of Public Works annually proposes a list of vehicles that are recommended for
replacement during that fiscal year. The annual budget for vehicle replacement is set in the
Vehicle Replacement Fund (Fund #600). In FY 2017-18, the following fleet purchases were
made:
Council Meeting Date Vehicles/Equipment Purchased
June 5, 2017 3 Fire Command Vehicles
3 Public Works Equipment Vehicles (Backhoe, Sweeper, Vacuum
Truck)
1 Parking Enforcement vehicle
October 2, 2017 2 Fire Ambulances
December 18, 2017 3 Public Works Commercial Work Trucks
1 Public Works Utility Truck
1 Police Department Utility Truck
1 Parking Services Utility Truck
1 Fire Department Ambulance
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
The City’s Fleet Management Policy and Procedures (Attachment 3) outlines the role of the
Fleet Manager and various policies around replacement and repairs (including a commitment to
purchase “green” (e.g. hybrid or electric vehicles) whenever possible). In addition, the Policy
and Procedures document suggests a useable life for fleet vehicles by type. Although the
usable life schedule outlined in the Fleet Policy and Procedures serves as a guide for estimating
when replacement should occur, vehicles are not necessarily replaced in the number of years
dictated by this schedule. Ultimately, the decision to replace a vehicle or other piece of
equipment is based on its safety, mechanical condition, repair history and cost, the
department’s operational needs, and available finances. This results in some vehicle
replacements made well after a vehicle’s original anticipated replacement date, and at times
vehicles may also be recommended for replacement before their scheduled replacement date.
ANALYSIS: Due to concurrent strategic initiatives happening around opportunities to further
green the City’s fleet with the integration of more electric vehicles, at th is time, Public Works is
recommending going forward with the purchase of the standard FY 2018-19 fleet replacements
for the Police Department and Fire Department. All the vehicles recommended for replacement
in those departments at this time do not have comparable electric alternatives. Prior to going
forward with recommendations for the remainder of non-public safety fleet vehicles for FY 2018-
19, Public Works will be finishing an analysis of its fleet and facilities capacity for more electric
vehicles. The purchase of the public safety fleet vehicles is also being brought forward at this
time since the dealership which provides pricing under the state contract for police patrol units
will only be able to hold the supply and pricing for the current units throug h the end of
September 2018. After that date, the model will be changed significantly for the following year,
and the pricing will increase as well.
There are five vehicles that Public Works is currently recommending replacing: three standard
Police patrol vehicles, one investigation vehicle (Police Department), and one utility truck (Fire
Department).
With the exception of the Fire Department utility truck (purchased via competitive bid), all of the
vehicles will be purchased utilizing the prices set forth in the State Contract. Negotiated and
administered by the State of California General Services Agency, the State Contract is a
cooperative purchasing program that local governments (and other government agencies) are
able to “piggyback” on with their own purchases. The prices for vehicles and equipment in the
statewide contract are awarded to the dealership which bids the lowest price for that
make/model. The Municipal code for Procurement allows for the utilization of cooperative
purchasing programs:
Municipal Code 2.55.260 - Cooperative purchasing programs.
“Purchases of supplies, material, equipment or services and sales of surplus property
made under a cooperative purchasing program, utilizing purchasing agreements
maintained by the state, county or other public agencies are exempt from the
requirements of this chapter. To the extent possible, cooperative purchases joined will
be competitively awarded, and documentation as to the advantage of the cooperative
purchase will be retained.”
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Summary of Proposed Vehicle/Equipment Purchases
Dept Vehicle to be
replaced
Last
year
replaced
Replace with
(Make/Model)
Price Outfitting Purchase
Strategy
Police Patrol Car (#226) 2013 Ford Explorer Interceptor $41,000 $16,000 State Contract
Police Patrol Car (#241) 2013 Ford Explorer Interceptor $41,000 $16,000 State Contract
Police Patrol Car (#229) 2014 Ford Explorer Interceptor $41,000 $16,000 State Contract
Police Investigation
vehicle (#279)
2014 Ford Taurus $31,000 $5,000 State Contract
Fire Utility Truck
(#250)
1999 Dodge Ram 5500
Chassis Cab
$55,000 $36,000 Competitive Bid
Total $209,000 $89,000
Grand Total $298,000
Police Department
3 Patrol Vehicles ($57,000 each including outfitting)
The City’s most highly utilized fleet vehicles on a mileage per year basis, police patrol
cars are replaced on a 5-year schedule. Due to not only the high mileage police patrol
units experience (they are in an almost constant state of use when officers are on shift
during 24/7 patrol operations), but also the intensity from accelerated speeds and
frequent braking puts considerably more wear and tear on these vehicles than any non-
emergency vehicles in the City fleet. Officer safety and ensuring effective response
capabilities are of the utmost importance to the Garage and Police Department, and
these can be compromised in older units. As stated, police patrol units are on a five-year
replacement schedule as a general guideline – though replacement is only
recommended after a thorough evaluation of the vehicle by our Garage maintenance
staff. The replacement vehicles will be put into service in 2019, therefore two of the
patrol cars being replaced will have been in service for six years and one will have been
in service for the regularly anticipated five years.
The make/model selected is the Ford Explorer Interceptor, the black and white police
SUV’s consistent with the department’s existing fleet. Outfitting costs ($16,000 each)
include standard code 3 lights and siren capabilities, light bars, and ballistic door panels.
1 Investigation Vehicle ($36,000 including outfitting)
The Department is also recommending replacement of one of its 2014 unmarked,
investigation vehicles. This vehicle is not only a high mileage vehicle (avg. 20,000
miles/year) but has experienced a host of mechanical electrical issues, including water
breach and damage in the dashboard and corrosion of electrical components of the
vehicle. While numerous repairs have been performed by Garage staff, the vehicle
continues to frequently experience mechanical and electrical issues. After evaluation of
the current mechanical state, continuing costly repairs to this vehicle are not cost
effective nor recommended by Garage staff at this time since the vehicle is close to its
scheduled replacement. This vehicle was put into service in 2013, and while typically
unmarked vehicles are on an 8-year replacement schedule, for reasons stated above
staff is recommending replacement after six years for this vehicle (the new vehicle will
be put into service in 2019).
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
Fire Department
1 Large Utility Truck – 1 Ton ($91,000 including outfitting)
The current 1999 Dodge Ram service truck is utilized by the Fire Department Mechanic
to transport tools, parts and equipment for repair and maintenance of fire department
apparatus and equipment. Currently, the mechanic oversees repair and maintenance of
the 41-vehicle Fire fleet, which includes 8 ambulances and 14 firefighting apparatuses.
The 1-ton service truck not only provides repair on location at the City’s seven fire
stations, but also reports on-scene in the event of an emergency, providing technical
mechanic support and repair to emergency vehicles and personnel on the front lines of a
fire. A pre-millennium vehicle, the existing truck is currently well-past its life expectancy.
This vehicle will also no longer pass smog inspections without further retrofits.
The outfitting costs for this vehicle ($36,000) are considerably higher than for typical
since the truck will be serving as a full service mobile repair shop. Outfitting includes not
only standard emergency lights and sirens for an emergency vehicle, but also a full build
out of the chassis for storage for a full-set of shop tools and parts, a lift-gate, trailer
capabilities, and fuel dispensing.
The make/model was selected (Dodge) because of the departments past experience, its
known reliability and an effort to maintain consistency within the fleet. It is also important
to note that due to the size and utility of the vehicle, the new truck will be on a 15-year
replacement schedule going forward. This current 1999 vehicle (a ½ ton utility truck) has
served well beyond its expected useful life of 10 years.
FISCAL IMPACT: There are sufficient funds available in the Vehicle Replacement Fund (#600)
for the purchases totaling $298,000.
All City departments pay into the Vehicle Replacement Fund each year as an internal service
charge. The amount they pay is based on the number and dollar value of vehicles/equipment
the Department utilizes and is amortized over the anticipated useful life.
Per the City’s purchasing policy, all retired City vehicles will be competitively bid and sold at
auction or to other agencies. Any income received from the sale of the vehicles will be
deposited back into the Vehicle Replacement Fund towards for future vehicle purchases.
OPTIONS:
1.Approve the resolution authorizing the City Manager to purchase the proposed list of
five vehicles for the Police Department and Fire Department for a not to exceed amount
of $298,000.
2.Direct the Department of Public Works to modify the proposed purchases.
3.Direct the Department of Public Works to withhold the proposed purchases. This option
may have additional costs associated with vehicle/equipment rentals in the event that
the current vehicles or equipment experience mechanical failure.
RECOMMENDED ACTION: Adopt the resolution.
ATTACHMENTS:
1.Resolution
2.Police Department - 3 Patrol Vehicles Quote (Downtown Ford Sales)
3.Police Department - 1 Investigation Vehicle (Wondries Fleet Group)
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5
4.Fire Department – 1 Large Utility Truck (McPeek’s Chrysler Dodge)
5.Fire Department – Contracted Outfitting for Utility Truck (Highway Products)
6.City of San Rafael Fleet Management Policy and Procedures
1
RESOLUTION NO. 14583
RESOLUTION OF THE SAN RAFAEL CITY COUNCILAUTHORIZING THE CITY
MANAGER TO PURCHASE FIVE FLEET VEHICLES FOR THE POLICE AND FIRE
DEPARTMENTS FOR A NOT-TO-EXCEED AMOUNT OF $298,000.
WHEREAS, San Rafael’s various departments operate a fleet of 185 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 five vehicles:
three Police patrol cars, one investigation vehicle (Police), and one utility truck (Fire Department); and
WHEREAS, all of the said vehicles to be replaced have reached the end of their useful life and
their term set forth on the replacement schedule in the City’s Fleet Management Policies and Procedures,
and several are notably costing the City more to repair and maintain than to replace; and
WHEREAS, all of the said vehicles serve vital functions to City services; from Police Patrol
operations to providing mobile mechanical support to the City’s 14 firefighting apparatuses; and
WHEREAS, the City Vehicle Maintenance program also purchases, installs, and maintains
equipment on City fleet vehicles; and
WHEREAS, there are sufficient funds in the City’s Vehicle Replacement Fund (#600); and
funds shall be appropriated in each budget accordingly in order to support these purchases totaling
$298,000;
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Rafael
authorizes the City Manager to execute the purchase of five vehicles for Police and Fire Departments, as
described in the Staff Report submitted to the City Council 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, LINDSAY LARA, 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 17th day of September, 2018 by the following vote, to wit:
AYES:
NOES:
ABSENT:
COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
COUNCILMEMBERS: None
COUNCILMEMBERS: None
______________________________
LINDSAY LARA, City Clerk
THIS IS YOUR QUOTE
DOWNTOWN FORD SALES
525 N16th Street, Sacramento, CA. 95811
916-442-6931 fax 916-491-3138
QUOTATION
Customer
CITY OF SAN RAFAEL
Address 3 X POLICE UTILITY INTERCEPTORS
City
Phone
Qty
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
BLACK/PAINT ROOF & FRONT DOORS WHITE -----
ATTN: SCOTT EBERLE
Description
City of Sacramento Contract C2016-0531
NEW FORD POLICE INTERCEPTOR UTILITY AWD
AWD, 3.7L V6 Engine, 6-Speed Auto Trans, 112.6" WB
6,300# GVWR, 19 Gal. Fuel Tank, Cloth Front Seat, Vinyl
Rear, Power Driver Seat, 2-Way Manual Pass Seat, Vinyl
Flooring Surfaces, 18" Steel Wheels, Power Adjust Pedals
Full Size Spare, NC, Power Adjust Mirrors, Power Window
Solid Color (Select Base Color Below), Incl 5 yr/100,000 Mi
Powertrain Warranty w/ $0.00 Deductible
Auto Headlamps
Auxiliary Air Conditioning
Badge Delete
Ballistic Door Panels (Level IV)
Cargo Storage Vault
Dome Lamp Red/White in Cargo Area
Front Headlamp Lighting Solution
Front Warning Auxiliary Lights
Hidden Door-Lock Plunger with Rear Door Handles lnOP
Keyed Alike (YOU CHOOSE WHICH CODE)
Noise Supression Bonds
Wheel Covers
Police Wire Harness Connector Kit -Front
Police Wire Harness Connector Kit -Rear
Rear View Camera Display in Rear View Mirror
Rear Quarter Side Marker Lights
Rear Window Power Delete
Reverse Sensing System
Scuff Guards
Spot Lamps (LED)
SYNC -Factory Blue Tooth
Paint Roof and Two Front Doors
Document Fee
QUOTE GOOD UNTIL 9-18-2018 -MUST HAVE PO BY THEN
Terms 2% for payment in 20 days
Date
REP
Phone
FOB
Unit Price
$25,126.00
$122.00
$637.00
$0.00
$5,138.00
$260.00
$54.00
$1,000.00
$586.00
$168.00
$54.00
$105.00
$61.00
$97.00
$121.00
$0.00
$612.00
$26.00
$285.00
$96.00
$708.00
$421.00
$1,275.00
$80.00
Subtotal
Delivery
Sales Tax
Tire Tax
RJM083020181655
8/30/2018
BOB MILLOY
TOTAL
$75,378.00
$366.00
$1,911.00
$0.00
$15,414.00
$780.00
$162.00
$3,000.00
$1,758.00
$504.00
$162.00
$315.00
$183.00
$291.00
$363.00
$0.00
$1,836.00
$78.00
$855.00
$288.00
$2,124.00
$1,263.00
$3,825.00
$240.00
~
$111,096.00
$750.00
$9,998.64
$26.25
TOT._:_A.::L:__ ___ _.$,,_.1-=2-'-'-1,870.89
1 7
NEW FORD POLICE INTERCEPTOR UTILITY AWD
CITY OF SACRAMENTO CONTR ACT C2016-0531
TERMS: 2¾ DISCOUNT WITH PAYMENT IN 20 DA.VS
. ,J .. ... MAJORS:rANDARDEQUIPMEITT-· ·, ·;· ',, · '',. ·•,·
AWO, 3.7L VO ENGINE, G-SPEEDAUTOMATIC TRANSMISSION, 112.6" '11113, 6,300# GVWR, 1,9 ,GAU.ON FUE1. TANK, CLOTH FRONT SEAT, K8A
VINYL REAR, POWER DRIVER SEAT, 2-WAY MANUAL PASS SEAT, VINYL FLO ORING SURFACES, 18' STEEL WHEELS, POWER
ADJUSTABLE PEDALS, REAR VIEW CAMERA DISPLAYED IN REAR VIEW MIRROR, FULL-SIZE SPARE, AJC. POWER ADJUSTABLE
MIRRORS, POWER VVINDOWS, SOLID COLOR (SELECT 'BASE COLOR" BELOW), INCLUDES SYR 1100,000 MILE PO WERT RAIN
WARRANTY 'JVl,TH S0.00 DEDUCTABLE
: . ., ...
OXFORD WHITE
SHADOW BLACK
, INGOTSILVERMETALLIC
STERLING GREY-METALLIC --.. -., .. •
CHANGE TO 3.SL ECOBOOST ENGINE AWO ;-,,""
~ ~-. -.•. ~--.
100W SIREN/ SPEAKER-INCUIDES BRACKET & PIGTAIL
CJ 18" PAINTED ALUMINUM WHEEtS
in tST 12ND ROW CARPET FLOOR COVERING -INCLU DES FRONT/ REAR FLO ORMATS ·
w 2ND ROW CLOTH SEATS
.I AUTO HEADU\MPS
,ct AUXILLARY AIR CONDITIONING . , .
V, BADGE DELETE (DELETES POLICE INTERCEPTOR BADGING!
Q BAUASTIC DOOR PANELS . DRIVER & PASSENGER (LVL4l l .
~ BALLASTIC DOOR PANELS -DRIVER & PASSENGER (LVL 3Y ' 0 BLIND SPOT INFORMATION SYSTEM -BLIS WITH CROSS TRAfFIO ALERT
II, CARGO STORAGE VAUl:.T -
§: DARK CAR/ SILENT MOOE ----
DAYTIME RUNNING LIGHTS " DEFLECTOR PLATE ~ DOME LAMP RED/ WHITE IN CARGO AREA
;: FOR~O INDIC~OR,PO_CKET WARNING LIGHT -~N. PARK, TURN WITH O~IVER SIDE RED/ PASSENGER
SIDE BLUE /REQUIRED PRE-WIRE\ ' 0 FRO/'IT HEADLAMP LIGHTING SOLUTION -INCLUDES LEO LOW BEAM/ HALOGEN HIGH SEMI WIG-WAG FUNCTION Q AND TWO (2) IM-!ITE RECTANGulAR LED SIDE WARNING LIGHTS, INCLUDED PRE-WIRE 'FOR GRILLE LED LIGHTS, 3: SIREN. SPEAKER.-LEO LIGHTS INCLUDED 'CONTROLLER NOT INCLUDED!
I FRONT INTERIOR WI WARNING LIGHTS -'
FRONT WARNING s DRIVER SIDE RED / PASSAGER SIDE BLUE/ REQUIRED PRE-WIREI
HEATED SIDEV1EW --
'l"' HIDDEN DOOR-LOCK PLUNGER WITH REAR-000R HANDLES INOPERABLE
M INTERIOR UPGRADE PACKAGE
Ql KEYED ALIKE c.o LOCKABLE GAS CAP I
N NOISE SUPPRESSION BONDS !GROUND STRAPS) : PERIMETER ANTI-THEFT ALARM !REQUIRED FOR REMOT5 KEYLESS ENTRY KEV FOBl --~-.. ,~ <.Cl ,.. TOR KIT -REAR
Ql EAT .....,, -LEO LIGHTS. SIREN t. SPEAKER
V, PACKAGE
w .
.J IRROR DISPLAY. NO CHARG E
,:::c MARKER LIGHTS Ill REAR WINDOW POWER DELETE. OPERABLE FROM FRONT DRIVE SIDE SWITCHES
Cl REMOTE KEYLESS ENTRY =: REVERSE SENSING SYSTEM 0 ROOF RACK SIDE RAILS LL, SCUFF GUARDS z ~IDESCEMT
== T
0 UETOOTH ... TUTONE WRAP ALL DOORS/ROOF. FACTORY z ULTIMATE WIRING OPACKAGE ;: WHEEL COVERS
0 I . .
Q UNDERSEAL CHASSIS
PRIVACY GLASS
TL/TONE PAINT -ALL DOORS/ R00F WHITE •
DD l ("lt..lf"' r,,r. --... ,,,...,.. ... ,..., .. _, _ ,_.vu I nl"\U ·,v11 '\ r ~v I v --
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MAY :!Qll!I
DOWNTOWN FORD SALES I 525 N, 16TH ST. SACRAMENTO, CA 958 11 I (9151 44i-1!931
CONTACT SANDRA SCOTT WITH QUESTIONS OR INQUIRIES
MYZO
MG10
MUXO
MWO
M99T
,M18X
M64E
Ml6C
M88F
M88L
M17A
Mt8D
M90G
90E
M55B
M63V
M430
0942
M76D
MITT
M21W
M66A
-96W
21L
6-19
52P
65U
CODE
19L
60R
593
47A
47C
21P
87P
60A
67H
8SR
87R
63L
18W
595
76R
e8z
550
512
SW
5311,1
91A
67U
65L
SHOP
ULTRA
SACF
.. . •""' ,, • .... ·1,.;-
25,126.00 ..
~-0 ,00 "' 0.00 ~
0.00
0.00
3 ,900.00
313.00
505.00
133.00
85,00
I .A22,00 'l
"'637.00
.....-{l.00 ,,
-5.138.00
-3.313 .00
579.00 ,v -.. ,, 260.00
·21.00
·45,00
~.00 ,V '/ 54.00
679.00
vf.000.00 ,V
1.186.00 ..rses.oo " 64.00 ,/
.\/'188:00 .. II"
· 415.00
·/ 54,00 '\ ,
21.00
""-"'05.00 " 128.00
217.00 /,, V 97.00
.,. A 7 1 .0Q
346.00
54.00
3,632.00
37.00
I , 0.00
~ J612.00 '~ .. ,--no
2n.oo
.JZS5.00
168.00
~ 1 96.00 .. ,
374.00
... ,FIW:JOO , ...
'U'421 .00 ~ .....
892.00
577.00 .JI>
"' 81 .00 b ,r
395.00
37S.OO
1,795.00
PROPRIETARY
Quote Date: 6/27 /18
· ·· Talia Smith
· .. City of San Rafael
111 Morphew Street
•· .:. i... · · San Rafael, CA 94901
Lf••lFi . 415-485-3354
;. r • ,;, talia.smith@cityofsanrafael.org
Fleet Group
Wondries Fleet Group is pleased to submit the following quotation for your consideration:
Line
Qty Item Option#
1 23
97C
97M
942
625
P2E
20N
Notes:
Sub Total
Sales Tax
Delivery Fee
Tire Tax
Description
2018 Ford Taurus
Cargo Organizer
All-Weather Floor Mats
Daytime Running Lights
SiriusXM Radio
Upgrade to SEL Model
Navigation
9.00%
TOTAL PURCHASE ORDER AMOUNT
Please refer to attached specifications.
Unit Price Extended
$
$
$
$
$
$
$ 795.00
This price is available under the State of California Contract Number 1-18-23-10
Terms: Net 30
Quoted by: ----;,<-,c__ _____ __..,,,....___ Clarke Cooper, Fleet Manager (626) 457-5590
1247 W. Main St., Alhambra, CA. 91801
MCPEEK'S CHRYSLER DODGE JEEP RAM OF 1221 S AUTO CENTER DR ANAHEIM, CA 928065634 Date Printed: 2018-07-261:23 PM VIN: Priced Order Confirmation (POC) 3C7WRMBL8JG128856 Quantity: 01 Estimated Ship Date: 2017-10-3112:58AM VON: 39572036 S58945L Status: KZ -Released by plant and invoiced Date Ordered: 2017-07-12 9:37 PM Ordered By: Sold to: Ship to: MCPEEK'S CHRYSLER DODGE JEEP RAM OF MCPEEK'S CHRYSLER DODGE JEEP RAM OF ANAHEIM (61595) ANAHEIM (61595) 1221 S AUTO CENTER DR 1221 S AUTO CENTER DR ANAHEIM, CA 928065634 ANAHEIM, CA 928065634 Vehicle: 2018 5500 REG CAB CHASSIS 4X2 (168.5 in WB · CA of 84 in) (DP5L64) Model: Package: Paint/Seat/Trim: Options: Destination Fees: Order Type: Scheduling Priority: Customer Name: Customer Address: Instructions: Description Sales Code DP5L64 29G 5500 REG CAB CHASSIS 4X2 (168.5 in \YB -CA of 84 in) Customer Preferred Package 29G ../ ETK 6.7L 16 Cummins Turbo Diesel Engine DF2 6-Spd Auto Aisin AS69RC HD Trans PW? Bright White Clear Coat APA Monotone Paint •v9 Cloth 40/20/40 Bench Seat -X8 Black/Diesel Gray NLL 52 & 22 Gallon Dual Fuel Tanks NAS 50 State Emissions MRT Chrome Tubular Side Steps LSA Security Alarm LNJ Front Fog Lamps YEP Manuf Statement of Origin CLY Front Rubber Floor Mats XHC Trailer Brake Control AZB Heavy Duty Front Suspension Group WP4 19.5X6.0 Forged Alum Polished Wheels AHQ Max Tow Package UAQ Uconnect 4C NAV with 8.4" Display ADA Luxury Group RCK Premium I Speakers 5N6 Easy Order 4EX Sales Tracking HB: FFP: EP: Retail 4-Dealer Order 1,702 53,006 50,993 PSP Month/Week: Build Priority: MSRP(USD) 38,495 3,350 7,345 1,600 0 0 0 0 695 0 495 165 145 0 95 295 125 1.095 395 1,570 570 295 0 0 1,395 Total Price: .5ll.12a 99 FWP(USD) 35,563 2,965 6,684 1,456 0 0 0 0 632 0 450 150 132 0 86 268 114 996 359 1.429 519 268 0 0 1,395 .5.U6.!i Note: This is not an invoice. The prices and equipment shown on this priced order confirmation are tentative and subjoct to change or correction without prior notice. No claims against the content listed or prices quoted will be accepted. Refer to the vehicle invoice for final vehicle content and pricing. Orders are accepted only when the vehicle is shipped by the factory. Page 1 of ·1
~ 2018 MODEL YEAR
RAM 5500 CHASSIS SL T REG CAB 84"CIA 4X2
RA'""
THIS VEKICLE IS MANUFACTURED TO MEE'i SPEC!FIC UNITED STATES REQUIREMENTS, THIS
VEHICLE IS NOT MANUFACTURED FOR SALE OR REGISTAA110N OUTSIDE OF THSUNITED STATES.
MANUFACTURER'S SUGGESTED RETAIL PRICE OF 4.88Axle Ratio
THIS MODEL INCLUDING DEALER PREPARATION Unde(trwdy Thermal Protection • • Heavy Du!y Front Suspension Group • • Front Rubber Floor Mats I Base Price. $38,495 I AISIN HeavyDu~&-SpeedAutomaticTransmission
RAM ?500 REG CAB CH~S515 . . 81f!~~n3u-m1rni~~~ ~~~b~6iesel EngiM
Exterior Color. Bng_h! 1/',fhlte Clear Coat_Extenor Paint Ram Active Air'™
Interior Color: 613Ck ,I Diesel Grav In tenor Cob rs Smart Diesel Exhaust Brake
lnler!or: Cloth.40 I 20 I 40 Bench Seat . Fo Lamps
Englne:.6.~-L1ter 16 Cummins® Turbo Diesel Engine. . . se%urity Alarm
Transmission: AISIN Heavy Duty 6-Speed Automatic Transm1ss1on Chrome Tubular Side Steps
STANDARD EQUIPMENT {UNLESS REPLACED BY OPTIONAL EQUIPMENT) 52 and 22-Gailon Dual Fuel Tanks
Advanced ~;l~~~~~~~o~f;,;;a1; FEATURES 0~~~~~~~ ~(~~'7 with 8.4-lnch ::is play
Ram Ch_assi_s Cabs are Jo\1-Rated® Apple Ca_r?lav® Capable_
Anti-Spin Differential Rear Axle For Jela1ls, V1s1t viww.DnveUconnect.com
Rear Heavx Duty Slahilizer Bar Google Android Auto"™ Capable
Electronic .:,labif1ty C:;_n:rol Integrated Voice Command with Biuetootti®
Anl1--Lock 4-Wheel Disc Brakes Media Hub (2 USB, Aux)
730-Amp Maintenance Free Battery 1-Year s;riusXM® Guard,an Service
Sentry Key® Theft Deterrent Syst~m SiriusXM® Traffic fl_lus
Speed Control SlriusXM® Travel Link 5-YearTravel Link Sub
t~~~a~i~i!~od7a~~~y t~re;n~~aie6c:1i~1;ticrged Aluminum Polished Wheels
$125 m
51,600
$7.345
$145
$165
$4S5
5695
5295
$1,570
S1,095
5295
Ti;) Start
Delete Spare Tire·-Destination Charge $1,395
Delete P1~kup Sox
52-Gallcn Rear Fuel Tar .. ~
INTERIOR FEATURES
Radio 3,0
~;~;~t~tiw•~~r\ ~uc~arge--Only
2 Spe3kers
OPTIONAL EQUIPMENT (May Replao, Stae.:Jard Equ,pmemJ
~;~,~~xi~ ;~1~~;~ :~t~R!~~ Subscriprion
$3,350
6 Speakers
Bright Fron\ Bumper
B.1ght Grille
CM)th 40 / 20 I 40 Be.ich Seal
Exterior Mirrors witfl Turn Signals
Exterior M•:rrors w;1h Courtesy Lar:ips
Exter1ar Mirrors with Heatrng Ele;nent
2;:~ife11~~:g~rr11-643-2112
Front Armrest with Cup Holders
Front Floor Mats
W;~~~:1~~~\~:\1~ro+~wKK!i;r~~~1tanual Fold Away
Power Door Locks
~~~~i~1~i~d~J~T:hwi~~a&:;~~eJch-Oowr. Feature
~iii~i~~ies1:t~:Jbryw/ 1-Yr Radio Subscription
Tra'leler I M1n1 Tnp Computer
f~xn~ ~~~l~View Cluster
~eather-Wrapped Steenng Wheel
~\~:r~i;~i~~f~~~~dGJ~~.; 8g~;o~fener
Max Tow Pac~age (Increases Axle Rat,o)
Assembly ?oinllPor1 of EMry: SALTILLO, MEXICO Sl
vi,: 3C7-WRMBLBJG-128856 L4-VON 2036 !all
S570
$395
ll~ll~i~l~llllllllllillli~ ~ililllllillilll~l~llllilll
S~IPTO
•I TOTAL PRICE:' $58,125 I•
WARRANTY COVERAGE
5-year or 100,oa•-mile Powertrain Limited Warranty
3--year or 36,00IJ-mile 6ao1c_llmited Warra_nty.
As~ Oealer fur a copy or the l1r:iIted warranties or
see your owner's manual for details.
5vEAR/100,000t-11LE
----· --. -PUWEH.TRAIN WARRANTY
SOLDTO
THIS IJ\BCL as AOCEO 10 THIS VEHCLC T~ COM?LYWITH •EOERAL IJ\W, ThE IJ\SELCONSOT SE ~EMOVED
ORAL 1':R\'O ?~IOR TO :ElWERY T~ T•E Ul'.,.,ATh PUSCHAS"R
• STAT. AN(IIOR LCCAl ll<Xl:S" ANY, \.l::E~SE A.\P nn.e FEES ANO o;i.Li":RSlJPPLl"D /,NO
NSTA'.,ED OPTIONS AND ACCESSORIESA~E NO'.INClUOEO IN rn1s PR~E. DISCOUNT, IF ANY
IS BASE~ ON ORICE OF OF".IONS IF •uRC•ASEn SEPA~ATEL'
For more information visit: www .ramtrucks.com
or call 1--866-RAMINFO
Fuel Economy • Heavy duty vehicle, a N /Ano label required.
combined city/hwy city highway
N/ A gallons per 100 miles
FCA US LLC
You spend
NIA
in fuel costs
over 5 years
comparecfto the
average new vehicle.
Annual fuel CO St Fuel Economy & Greenhouse Gas Rating 1,,,-1p,,.,c on~•I Smog Rating ,:aila·pe ~n)yi
N/A m
eesl -
fueleconomy.gov . ~,a, ,i,
C,1lculi1te pe,sonabze'd estimates and ~omp~,e vehicles ~ · \.,,., . ./ ' a'
Overall Vehicle Score
Based on the coma;ned rating, of fmnlal. sode. and ,allover.
Stiould ONL v ?e compared :a o\her vehicles of s;m;lar size and wel9ht.
Frontal Driver
Crash Passenger
Based an the risk at Injury 1n a ~a,1tal impact.
Stiould ONLY be compared :o olher vehicles of similar size and weight.
Side
Crash
Front seat
Rear seat
Based on the risk of 1n1ury In a side ;mpact.
Rollover
~a5ed on ~'!e risk at roll[)llllr In a single...eh1cle cr,ish
Not Rated
Not Rated
Not Rated
Not Rated
Not Rated
The safety ratings above are based on. Federal Government tests of particular vehicles
equipped with certain features and options. "fhe performance of this vehicle may differ.
D Best
~ ~
Description:Salesman JD Martin ext. 123
Quote Date:7/6/2018
Expires On:8/5/2018
Sales Quote 31133 7/9/2018Date:
Highway Products, Inc
7905 Agate Rd
White City OR 97503
541-826-3551 Fax: 541-826-3607
Sales Person: JD Martin
PLEASE REVIEW INFORMATION FOR ACCURACY
SHIP TO:
San Rafael Fire Department
Steve Ferrario
111 Morphew St
San Rafael, CA 94901
415-720-8964
BILL TO:
San Rafael Fire Department
Steve Ferrario
111 Morphew St
San Rafael, CA 94901
415-720-8964
SHIP VIA: WILL CALL- HPI - CUSTOMER PICKUP
FOB: WILL CALL
CUSTOMER PO:
CONTACT: Steve Ferrario
EMAIL: steve.ferrario@cityofsanrafael.org
PHONE: 415-720-8964
QTY Description Unit Price TotalLINE
#
21500.00SB03 Dually Chassis Cab (84" Cab to Axle Length) 1 1 21,500.00
Price Includes:
-1/8" Military Grade 5052 Aluminum Compartments
-1/8" Military Grade 6061 Aluminum Diamond Plate Deck
-3/16" Military Grade 6061 Aluminum Channel Long Sills
-3/16" Military Grade 6061 Aluminum Cross Members on 12" Centers
-6 Compartment Doors with Welded Hat Stiffeners
-Adjustable Aluminum Shelves in Compartments
-Diesel Fill in Lockable Driver Side Middle Compartment
-Heavy Duty Locking Tailgate with Slam Latches
-Custom Mudflaps
-Flexible Rubber Tubing to Relocate Fuel Fill
-Truck Specific Mounting Kit
-Modular Design
-Lifetime Transferable Warranty on all Components
3500.00G2-54-1642 EA 48 Lift Gate (1,600lb Capacity) 1 2 3,500.00
849.00SBO6 4" Channel Cab Guard 1 3 849.00
250.00SBO11 E-Track Tie Down Rails (Inside Bed) 1 4 250.00
399.00SBO16 Class IV Receiver Hitch 1 5 399.00
1000.00SBO17 Inside Compartment Lighting (LED Lights) 1 6 1,000.00
1649.00SBO21 Custom Diesel Transfer Tank (GPI 15GPM $500
additional)
1 7 1,649.00
925.00SBO23 Powder Coat Interior, Exterior of Compartment
Doors and Rear Overlays
1 8 925.00
100.00SBO28 Mounting Kit for Backup Camera and Sensors 1 9 100.00
1400.00SBO29 Installation of Service Body 1 10 1,400.00
1500.00SBO30 Compartment Drawers 6 11 250.00
1000.00SBO31 Installation of Customer Provided Power Inverter,
Air Compressor & Associate Jump Start
1 12 1,000.00
880.00SBO32 Installation of Lift Gate 1 13 880.00
375.00SBO33 Lift Gate Freight 1 14 375.00
Internal Customer #: SAN8964A 31133 Page 1 of 2
Q:\IQWin32\Reports\_HPI_CRM_QUOTE_11-3_FEATURES.RPT
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[ ]
Description:Salesman JD Martin ext. 123
Quote Date:7/6/2018
Expires On:8/5/2018
Sales Quote 31133 7/9/2018Date:
Highway Products, Inc
7905 Agate Rd
White City OR 97503
541-826-3551 Fax: 541-826-3607
Sales Person: JD Martin
QTY Description Unit Price TotalLINE
#
396.00SBO34 3-Light Kit For Lift Gate (T-57L) (Two Red, One
White Each Side)
1 15 396.00
120.00SBO35 Installation of 3-Light Kit (T-57L) (Two Red, One
White each Side)
1 16 120.00
Grand Total:
Freight:
Sub Total:
Date:Authorized Signature:
*All Prices Shown in US Dollar
$35,843.00
$0.00
Quotes are valid for 30 days, unless otherwise noted. Please sign and return to sales representative.
Customer becomes responsible for full retail value, and payment, of any project 7 days prior to project start date.
Custom Projects - in the event of cancellation, customer is liable for engineering and setup costs.
35,843.00
Customer Truck Information:
2018MODEL YEAR
DODGE / RAMVEHICLE MAKE
5500VEHICLE MODEL
EXTENDED CAB / DOUBLE CABCAB STYLE
CAB AND CHASSISBED LENGTH
84CAB TO AXLE
Internal Customer #: SAN8964A 31133 Page 2 of 2
Q:\IQWin32\Reports\_HPI_CRM_QUOTE_11-3_FEATURES.RPT
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CITY OF SAN RAFAEL POLICIES AND PROCEDURES Policv No. Subject: Fleet Manaaement Policy Resolution No. Issue Date: September 6, 2012 Revision Date: Prepared Bv Richard Landis Approved By: ~C-Vl·~ I 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 Descriotion Useable Life Sedans, SUV's, vans, liQht and medium duty trucks (up to 8,600 aross vehicle weiQht) 10 years Heavv duty trucks (over 8,600 aross vehicle weight) 15 years Police patrol/traffic vehicles 5 years Police unmarked vehicles 8 years Police motorcycles 4 years Parkina enforcement buaaies 5 years Fire command vehicles 7 years Fire oumoer engines 15 years Fire ladder trucks 20 years Ambulances 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 Divisio.n 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