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Home My WebLink AboutPW Purchase Ambulances 2017SAN RAFAEL THE CITY WITH A MISSION Agenda Item No: 4.c Meeting Date: October 2, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin Director of Public Works TOPIC: VEHICLE PURCHASES City Manager Approval: _ �s File No.: 01.14.16 SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO PURCHASE TWO (2) AMBULANCES FOR THE FIRE DEPARTMENT IN A TOTAL AMOUNT NOT TO EXCEED $455,000. RECOMMENDATION: Adopt the resolution. BACKGROUND: The City of San Rafael's vehicle fleet consists of 185 vehicles. This refers to vehicles such as passenger cars, ambulances, Fire Department engines, police motorcycles, Public Works vacuum trucks, and dump trucks. The City adopted a Fleet Management Policy and Procedures on September 6, 2012 (Attachment 3). In addition to outlining 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), the Policy and Procedures document suggests a useable life for fleet vehicles by type. However, the decision to replace a vehicle (such as an ambulance) is ultimately dependent on wear, safety, mechanical condition, repair history and cost, the department's operational needs, and available finances. The usable life schedule outlined in the Fleet Policy and Procedures serves as a guide for estimating when replacement should occur; and vehicles are not necessarily replaced in the number of years dictated by this schedule. The Fire Department Ambulance fleet currently consists of six ambulances. The vehicle type, station, and status are listed below: FOR CITY CLERK ONLY File No.: 9-3-31 x 9-3-40 Council Meeting: 10/02/2017 Disposition: Resolution 14397 SAN RAFAEL CITY COUNCIL AGENDA REPORT / PaLye: 2 v1a11144ME 11 �_Irnv�. 107-01 2001 Sta 6 Freightliner Needs replacement 118-03 2004 Sta 5 International Needs replacement 103-13 2013 Sta 1 Chevrolet Meets standards 140-12 2012 Sta 1 Chevrolet Meets standards 109-11 2011 Sta 1 Chevrolet Meets standards 121-12 2012 Sta 3 Chevrolet Likely to need replacement soon ANALYSIS: At this time, the Fire Department has identified two ambulances which have are in need of replacement (vehicles 107-01 and 118-03). Both ambulances are experiencing mechanical problems and safety concerns due to their age and wear, and are in need of replacement. Ambulance 107-01 has been in operation for 16 years and Ambulance 118 has been in operation for 13 years. The last time the department purchased a new ambulance for the fleet was 2013. The ambulance manufacturer selected is Horton. The Fire Department researched the best available option for ambulance replacement, considering cost effectiveness and longevity. Major advantages of the Horton ambulance include their Occupant Protection System; which is a comprehensive safety and airbag system which provides protection to passengers and staff with engineered seatbelts, angle calculating airbags, and a head protecting cushion system. It is considered the safest system currently available on ambulances, which due to their purpose, typically experience a much higher risk of impact. The ambulances can be purchased under Houston -Galveston Area Council (HGAC), a Cooperative Purchasing Program which provides preferred pricing and discounts for municipal agencies. The municipal code allows for procurement of City property utilizing 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." The total cost for the ambulances is $226,951 each, or $453,902 for the two vehicles. This price includes a municipal discount, multi -unit discount, and manufacturers' credit. The full amount also includes California sales tax (9%) and delivery fees. The price includes all add-on safety features and outfitting required to make the vehicles Code 3 (lights and sirens) compatible. FISCAL IMPACT: There are sufficient funds available in the Vehicle Replacement Fund (#600) for the proposed ambulance purchases. The equipment inside the ambulances will be purchased from the Fire Department Equipment Replacement Fund (#602), which is established for the purposes of replacing technical and safety equipment. 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 amortized over the anticipated useful life. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 OPTIONS: 1. Approve the resolution authorizing the City Manager to purchase two ambulances for the Fire Department in a total amount not to exceed $455,000. 2. Direct the Department of Public Works to modify the proposed two ambulances to be purchased. This option may have additional costs associated with vehicle/equipment rentals in the event that the current vehicles or equipment experience mechanical failure. 3. Direct the Department of Public Works to withhold the purchase the two ambulances. This option may have additional costs associated with vehicle/equipment rentals in the event that the current vehicles or equipment experience mechanical failure. ACTION REQUIRED: Adopt Resolution and authorize the City Manager to purchase the proposed two ambulances. ATTACHMENTS: 1. Resolution 2. Exhibit A to Resolution —Leader Industries Quote for Two (2) Ambulances 3. Fleet Management Policy and Procedures RESOLUTION NO. 14397 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO PURCHASE TWO (2) AMBULANCES FOR THE FIRE DEPARTMENT IN A TOTAL AMOUNT NOT TO EXCEED $455,000. 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 Public Works and Fire Departments are recommending the replacement of two ambulances: vehicles 107-01 and 118-03 which have been in operation for 16 and 14 years respectively; and WHEREAS, the ambulances are critical to the timely and effective emergency and paramedic services the Fire Department provides to the community and greater San Rafael area; and WHEREAS, the City has the ability to competitively procure the equipment needed to fit the department's and community's safety needs through Houston -Galveston Area Council (HGAC), a Cooperative Purchasing Program for municipal agencies; and WHEREAS, $455,000 shall be appropriated in the Vehicle Replacement Fund (#600) and $100,000 shall be appropriated in the Fire Equipment Replacement Fund (#602) to support this purchase; and NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Rafael authorizes the City Manager to execute the purchase of two new ambulances for the Fire Department, 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 2nd day of October, 2017 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None 2 . �. A-- . P.04je&4-f - ESTHER C. BEIRNE, City Clerk Rev. 12/18/14 Customer Sales Order Pricing Summary LEADER INDUSTRIES San Rafael Fire Horton LEFIDER Steve De La Montanya CMCROrMOV v1 H1MLG[S 10941 Weaver Avenue 1039 C Street So EI Monte, CA 91733 San Rafael, Ca 94901 707-529-7522 Eric MacAusland Parent Joh 2143 SPECIAL: ($4,000) (2017) MANUFACTURES CREDIT ($6,379) THE ABOVE ITEMS ARE ALREADY INCLUDED IN THE CONTRACT PRICE. SHIPPING FOB SAN RAFAEL CA. 94901 2 Each Extended Amount Subtotal for base vehicle, rebates and discounts : $204,925.00 $409,850.00 Subtotal for all option items: 964.00 1,928.00 SUB TOTAL FOR VEHICLE AND ALL ITEMS IN THE CONTRACT: 205,889.00 411,778.00 Multi unit Discount: $2000.00 (2,000.00) (4,000.00) Subtotal for base vehicle and all taxable items: $203,889.00 $407,778.00 Sales tax calculated at: 9.00 % 18,350.01 36,700.02 Estimated DMV fees: 0.00 0.00 7 Tires fees ($1.75) per tire: 12.25 24.50 Delivery Fees: 2,500.00 5,000.00 Factory Location Pre -construction, & Final inspection trips 2 personnel each 4,400.00 Contract Total: $226,951.26 $453,902.52 Estimated delivery is 190 days from order confirmation (subject to change). Customer Representative Date: Payment: (Please check one) Leasing 0 Company Check 0 Wire Transfer 0 Purchaser agrees to defend, indemnify and hold Aalcore Group Inc., dba Leader Industries, harmless from any claims, costs (including actual attorney's fees), damages and liabilities caused in whole or inpart by any alteration or modification of, or changes or additions to these purchased products. TERMS: All Vehicle Sales Are C.O.D. Titles to be Processed Upon Receipt of Payment in Full Quotation is valid for 60 days THANK YOU FOR YOUR BUSINESS 2143 2013 Database 2017 Database 7/10/2017 CITY OF SAN RAFAEL POLICIES AND PROCEDURES Policy No. Subject: Fleet Management Policy Resolution No. Issue Date: September 6, 2012 Revision Date: Prepared By Richard Landis Approved By: `�t�u.Vc YttiG-Q-� 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 Useable Life Sedans, SUV's, vans, light and medium duty trucks (up to 8,600 gross vehicle wei ht) 10 years Heavy duty trucks (over 8,600 gross vehicle weight) 15 years Policepatrol/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 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 SAN RAFAE L 111:1MOIVAMAT/111:II\ZI1�1[07► STAFF REPORT APPROVAL ROUTING SLIP Staff Report Author: Talia Smith Date of Meeting: 10/2/17 Department: Public Works Topic: VEHICLE PURCHASES Subject: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO PURCHASE TWO (2) AMBULANCES FOR THE FIRE DEPARTMENT IN A TOTAL AMOUNT NOT TO EXCEED $455,000 Type: (check all that apply) X❑ Consent Calendar ❑ Public Hearing ❑ Discussion Item ❑ Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Informational Report *If PSA, City Attorney approval is required prior to start of staff report approval process Was agenda item publicly noticed? ❑ Yes X❑No Date noticed: ❑Mailed ❑Site posted ❑Marin IJ Due Date Responsibility Description CompletedDate Initial / Comment DEPARTMENT REVIEW FRIDAY Director Director approves staff Click here to ❑ noon report is ready for ACM, enter a date. 9/15 City Attorney & Finance review. CONTENT REVIEW TUESDAY Assistant City Manager ACM, City Attorney & 9/21/2017 ❑X morning Finance will review items, RW 9/19 make edits using track Click here to ❑X City Attorney changes and ask questions enter a date. LG using comments. Items will be returned to the author 9/21/2017 ❑X Finance by end of day Wednesday. Emailed comment -VB DEPARTMENT REVISIONS FRIDAY Author Author revises the report 9/26/2017 ❑X noon based on comments TS 9/22 receives and produces a final version (all track changes and comments removed) by Friday at noon. ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL MONDAY Assistant City Manager ACM, City Attorney & 9/26/2017 ❑X morning Finance will check to see RW 9/25 their comments were 9/26/2017 ❑X City Attorney adequately addressed and LG sign -off for the City 9/26/2017 Manager to conduct the ❑X Finance final review. Van Bach TUES City Manager Final review and approval 9/27/2017 ❑X noon JS 9/26