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Home My WebLink AboutPW Purchase Vehicles for Various DepartmentsCITY OF�t Agenda Item No: 3.m Meeting Date: October 3, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, City Manager Approval: Director of Public Works File No. 01.14.16.01 TOPIC: PURCHASE VEHICLES FOR VARIOUS CITY DEPARTMENTS SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PUBLIC WORKS DIRECTOR TO PURCHASE 14 VEHICLES FOR VARIOUS CITY DEPARTMENTS. RECOMMENDATION: Adopt resolution. BACKGROUND: San Rafael's fleet consists of a wide variety of 185 vehicles (165 City, 20 San Rafael Sanitation District), including ambulances, parking enforcement buggies, Fire Department ladder trucks, Police Department black and white patrol cars, a Public Works vactor, motorcycles, dump trucks, passenger vans, etc. Police, Fire and Public Works operate the largest number of vehicles. The City's Fleet Management Policies and Procedures document suggests useable life time frames for specific vehicle types: Vehicle Description Useable Life_ Sedans, SUV's, vans, light/medium duty trucks (up to 8,600 gross vehicle weight) 10 years Heavy duty trucks (over 8,600 gross vehicle weight) 15 years Police patrol/traffic vehicles 5 years Police unmarked vehicles 8 years Police motorcycles 4 years Parking enforcement buggies 5 years Fire command vehicles 7 years Fire pumper engines 15 years Fire ladder trucks 20 years Ambulances 5 years FOR CITY CLERK ONLY File No.: 9-3-40.1 Council Meeting: 10/03/2016 Disposition: Resolution 14210 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 2 Public Works has overseen the purchase of 96 vehicles since FY 12/13. This latest cycle — 14 vehicles - is relatively modest. If approved, the City will have replaced almost 60% of the City's 185 vehicle fleet over the past 4 years. Fundamentally, the decision to replace a vehicle at or beyond its useable life is a blend of finances, mechanical condition, repair history and potentially shifting operational needs. For this cycle, 13 of the 14 vehicles will replace existing Police, Public Works and Parking Service units that are at or beyond the recommended useable life. The exception is the Public Works All -Terrain Vehicle (ATV), which will assist with the City's homeless encampment interventions and multi -use path maintenance. As a rule, vehicle purchasing presents an opportunity to introduce more efficient equipment into the City's fleet, i.e., vehicles with greater fuel economy and lower greenhouse gas emissions. There are now 27 hybrid or all electric vehicles in the fleet. Unfortunately, this purchase cycle's focus on police SUV's and Public Works trucks/equipment provides little opportunity to further green the fleet. Going forward, staff will continue to prioritize hybrids and/or alternative fuel technology whenever possible, primarily when replacing sedans, SUV's, vans and light/medium duty trucks. ANALYSIS & FISCAL IMPACT: Public Works conducts ongoing discussions with each City department regarding vehicle needs. Over the past 4 years we purchased vehicles for Community Development, Community Services, Parking Services and InformationTechnology. The following table describes the current needs of the Police Department, Public Works and Parking Services and the estimated vehicle purchase cost: Vehicles/ Department Equipment Estimated Cost Police 6 $275,000 Public Works 7 $387,000 Parking Services 1 $25,000 Total 14 $687,000 Notes Completes transition from Crown Victoria sedans to law enforcement SUV's Includes replacement of a 31 year old striper One of the vehicles will be purchased through competitive bidding, and the other thirteen of the proposed vehicle transactions will utilize cooperative purchasing programs, i.e., the California Department of General Services eProcure program (10 vehicles) and the Houston -Galveston Area Council (Public Works striper), in accordance with section 2.55.260 of the San Rafael Municipal Code: "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." OPTIONS: Council may choose to authorize the purchase of 14 vehicles. Council may choose to withhold authorization for the purchase of 14 vehicles. Council may choose to direct staff to purchase selected vehicles. ACTION REQUIRED: Adopt resolution authorizing the Director of Public Works to execute the purchase of 14 City vehicles. Vehicle Purchase Staff Report -10.3.16 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 3 Enclosures: 1. Resolution 2. Fleet Management Policy and Procedures 3. Vehicle replacement spreadsheet Vehicle Purchase Staff Report -10.3.16 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 6�:ji-A O&C4 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 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 10/3/2016 From: Bill Guerin Department: Public Works Date: 9/21/2016 Topic: PURCHASE 14 VEHICLES FOR VARIOUS CITY DEPARTMENTS Subject: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PUBLIC WORKS DIRECTOR TO PURCHASE 14 VEHICLES FOR VARIOUS CITY DEPARTMENTS Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: Staff Report ® Finance Director Remarks: Approved -Van Bach ® City Attorney Remarks: Approved with minor changes. ETD 9/23/16 ® Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: