HomeMy WebLinkAboutPW San Rafael Police Department Unmarked Fleet Replacement 2021____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: September 13, 2021
Disposition: Resolution 14969
Agenda Item No: 5.e
Meeting Date: September 13, 2021
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: __________
TOPIC: SAN RAFAEL POLICE DEPARTMENT UNMARKED FLEET REPLACEMENT
2021
SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE DIRECTOR OF PUBLIC
WORKS TO PURCHASE SIX UNMARKED TOYOTA HIGHLANDER HYBRIDS,
IN AN AMOUNT NOT TO EXCEED $282,000
RECOMMENDATION: Adopt a resolution approving and authorizing the Director of Public Works
to purchase six unmarked Toyota Highlander Hybrids, in an amount not to exceed $282,000.
BACKGROUND: The San Rafael Police Department’s (SRPD) unmarked fleet consists of 14
vehicles. The Ford Taurus is the predominant vehicle used with model years ranging from 2012
to 2019. The table below illustrates the current unmarked fleet.
Unit Number Year Make Model Mileage Notes
265 2016 Ford Taurus 24,000 OK
266 2012 Ford Taurus 119,000 Needs Replacement
283 2012 Ford Taurus 128,512 Needs Replacement
285 2012 Ford Taurus 104,255 Needs Replacement
279 2014 Ford Taurus 46,821 OK
272 2014 Ford Taurus 87,475 OK
273 2015 Ford Taurus 43,141 OK
275 2015 Ford Taurus 92,780 Needs Replacement
276 2015 Ford Taurus 77,327 OK
277 2015 Ford Taurus 56,676 OK
280 2015 Ford Taurus 64,402 OK
281 2015 Ford Taurus 100,122 Needs Replacement
286 2015 Ford Taurus 85,733 OK
274 2019 Ford Taurus 29,238 Needs Replacement
(Totaled in Collision)
The City’s Fleet Policy and Procedures document (Attachment 2) suggests a usable life of eight
years for unmarked police vehicles. This suggested life is also used to determine the amount of
funds deposited into the vehicle replacement fund (Fund #600) per year. Based on this
suggested usable life three vehicles were eligible for replacement in 2020 and another two will
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
be eligible in 2022. While the suggested usable life provides an estimate on when a vehicle will
need replacement, mileage and overall vehicle condition along with ongoing maintenance cost
factor heavily in the recommendation to replace vehicles in the fleet. Based on these factors, the
Department of Public Works (DPW) recommends the replacement of five vehicles as well as a
sixth vehicle that was totaled in a collision. It is unclear if the City will receive compensation for
the totaled vehicle, as the driver at fault did not have adequate coverage for all damages. Staff
also recommends that SRPD reassign lower mileage vehicles to higher mileage drivers to help
balance out fleet mileages.
Replacement Vehicle Options
Ford Motor Company no longer manufactures the Taurus sedan. After discussing vehicle
capability, size, and functional needs with SRPD, it was determined that a mid-size SUV would
best fulfill the needs of department staff. In support of the City’s green initiatives, hybrid/electric
vehicles available to purchase through the state contract are given first consideration. Due to
the need for 24-hour operational readiness and lack of home charging infrastructure needed for
these take home vehicles, it is recommended to purchase a hybrid vehicle as opposed to plug in
or fully electric. Of the hybrid vehicles that meet the specifications needed that are available to
purchase through the state contract (Toyota Highlander Hybrid and Ford Explorer Hybrid), DPW
recommends the purchase of the Toyota Highlander for the reasons below:
• The Toyota Highlander ($47,000) is less expensive than the Ford Explorer ($57,000).
• The Toyota Highlander shows an 8 MPG advantage compared to the Ford Explorer.
• Toyota has a well-known reputation of being a very reliable vehicle with minimal work
needed besides regular maintenance.
• Toyota vehicles typically have a higher resale value compared to other makes resulting
in reduced fleet cost in the long term.
Vehicle MPG Estimated Total Replacement Cost
(per vehicle Cost)
Current Ford Taurus (not
available)
22 $186,000 ($31,000)
Ford Explorer Hybrid 27 $342,000 ($57,000)
Toyota Highlander Hybrid 35 $282,000 ($47,000)
(Includes tax and upfit cost)
ANALYSIS: Using data from the City’s maintenance and fuel programs, a cost analysis was
performed to determine financial impacts of vehicle replacement versus ongoing maintenance of
older vehicles. The chart below shows significant savings in cost per mile if vehicles are
replaced with new. This savings is due to multiple factors including:
• The decreased maintenance needed of newer vehicles.
• The initial and extended factory warranties of vehicles purchased new.
• The increase in miles per gallon of the newer hybrid vehicle.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Vehicle 2020
Average
Miles Driven
2020 Average
Maintenance
Cost
2020
Average Fuel
Cost
2020
Average
Total Cost
2020
Average
Cost per Mile
Current Ford
Taurus
11,000 $1,327 $1,500 $2,827 $0.25
Ford Explorer
Hybrid
11,000 $500 $1,270 $1,770 $0.16
Toyota
Highlander
11,000 $500 $945 $1,445 $0.13
Pursuant to Chapter 2.55 of the San Rafael Municipal Code, competitive bidding is not required
for purchases through a cooperative purchasing agreement such as the state contract being used
here.
FISCAL IMPACT: There are sufficient funds available in the Vehicle Replacement Fund #600 to
purchase six Toyota Highlander Hybrids, for an amount not to exceed $282,000.
OPTIONS: The City Council has the following options to consider relating to this matter:
1. Adopt a resolution approving and authorizing the Director of Public Works to purchase six
Toyota Highlander Hybrids, for an amount not to exceed $282,000.
2. Do not adopt a resolution and provide further direction to staff.
ATTACHMENT:
1. Resolution
2. Fleet Management Policy and Procedures
RESOLUTION NO. 14969
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING AND AUTHORIZING
THE DIRECTOR OF PUBLIC WORKS TO PURCHASE SIX UNMARKED TOYOTA
HIGHLANDER HYBRIDS, IN AN AMOUNT NOT TO EXCEED $282,000
WHEREAS, the San Rafael Police Department’s unmarked fleet consists of 14 vehicles;
and
WHEREAS, the City’s Fleet Policy and Procedures document suggests a usable life of
eight years for unmarked police vehicles; and
WHEREAS, based on this document and vehicle mileages, the Department of Public
Works recommends the replacement of six vehicles consisting of five with the highest mileages
and one that was totaled in a collision; and
WHEREAS, the City has determined that the Toyota Highlander Hybrid is the most cost-
effective option; and
WHEREAS, the City is able to purchase the needed vehicles through a state
cooperative purchasing program and formal competitive bidding is therefore not required for this
purchase by the City’s Municipal Code; and
WHEREAS, there are sufficient funds available in the Vehicle Replacement Fund
(Fund #600) to purchase these vehicles;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SAN RAFAEL that the City Council hereby approves and authorizes the Director of Public
Works to purchase six Toyota Highlander Hybrids, for an amount not to exceed $282,000.
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 Council of
said City on the 13th day of September 2021, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
LINDSAY LARA, City Clerk
CITY OF SAN RAFAEL
POLICIES AND PROCEDURES
Policy No.
Subject: Fleet ManaQement Policy
Resolution No.
Issue Date: September 6, 2012
Revision Date:
Prepared By Richard Landis
Approved By: ~L,,a,,v< e-q. Ylll.,•r•·~"--•"'I~
I
FLEET MANAGEMENT POLICY AND PROCEDURES
PURPOSE: The City of San Rafael establishes this policy to govern the management or the City's
vehicle fleet
SCOPE: The acquisition, outfitting and replacement of all City vehicles.
DEFINITIONS: "City vehicle" shall include all automobiles, trucks, motorcycles 1 or any other
equipment registered with the Department or 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 Clty's vehicle fleet. The Fleet Manager shall communicate wit11 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
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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 surticient funds for
the new vehicle request, and review vehicle specifications for conformance with the provisions and
intent or the Fleet Policies and Procedures. All vehfcle 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 applled 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, lii:iht and medium duty trucks (up to 8,600 Qross vehicle weiqht) 1 O years
Heavy duty trucks (over 8,600 gross vehicle weight) 15 years
Police patrol/traffic vehicles I 5 years
Police unmarked vehicles 8 years
Police motorcycles I 4 years
Parking enforcement buqoies 5 years
Fire command vehicles 7 years
Fire pumper engines 15 years
Fire ladder trucks 20 years
Ambulances 5 YS§!!~.
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
cosVbenefft analysis shall be performed to justify vehicle replacement.
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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
supervisors1 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 publlc service. These departmental policies shall be forwarded to the Fleet
Manager for reference.
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