HomeMy WebLinkAboutPW FY 2021-22 Vehicle Replacement____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: February 7, 2022
Disposition: Resolution 15025
Agenda Item No: 5.d
Meeting Date: February 7, 2022
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: ______________
TOPIC: FY 2021-22 VEHICLE REPLACEMENT
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE FIVE (5)
PATROL CARS FOR THE POLICE DEPARTMENT AND TWO (2) PARKING
ENFORCEMENT VEHICLES FOR THE PARKING SERVICES DEPARTMENT IN A
TOTAL AMOUNT NOT TO EXCEED $476,805
RECOMMENDATION:
Adopt the resolution authorizing the City Manager to purchase five (5) patrol cars for the Police
Department and two (2) parking enforcement vehicles for the Parking Services department in a total
amount not to exceed $476,805.
BACKGROUND:
Police Department Marked Replacement Overview
This fiscal year (2021/2022) San Rafael Police Department (SRPD) has requested the replacement of
five Ford Utility Interceptor Marked Patrol Cars. This follows the purchase/replacement of six patrol cars
in FY 2020-21 and three in FY 2019-20. The total marked patrol car fleet consists of 19 vehicles. With
the replacement of the five requested vehicles, approximately 70% of the marked patrol car fleet will be
within two years old with only five vehicles needing replacement in FY 2022-23. This would also bring
the marked fleet to approximately 70% hybrid power. Please note that the six new patrol cars purchased
in FY 2020-21 have yet to be placed into service due to supply chain shortages of upfitting equipment. It
is possible we will see these supply shortages into 2022 and placing vehicle and equipment orders as
soon as possible will ensure the new patrol vehicles are in service before the older vehicles go beyond
their service life.
ANALYSIS:
Figure 1 lists the vehicles PD has requested to be replaced. It is important to note that the mileages may
be between 10,000 to 20,000 miles higher when replaced with a new vehicle due to the lead time. The
City’s Fleet Policy and Procedures document places a 5-year amortization schedule on marked patrol
cars. This repays the vehicle replacement fund over five years the full cost of the vehicle plus an inflation
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
factor. Though not intended to be used a strict replacement schedule, this 5-year timeline has coincided
with the vehicles recommended service life. Each vehicle has or will exceed this recommended 5-year
schedule at the time of replacement.
Figure 1. Vehicles to Be Replaced
Figure 2 shows the fiscal year 20/21 fuel and maintenance costs for each vehicle as well as a total
operating cost per mile. The bottom row shows the average of the five vehicles.
Figure 2. Vehicle Operating Cost Data
Figures 3, 4, and 5 compare the five vehicles in Figure 2 with two of the 2020 hybrid patrol cars that are
currently in service. These charts are based on FY 20/21 miles and costs. As the charts will show, the
new hybrid patrol cars save the city on average, $1,820/year in fuel costs per vehicle and reduce carbon
dioxide emissions by 11,076 lbs./year per vehicle. Maintenance costs and downtime are also drastically
reduced due to increased reliability of newer vehicles and new car warranties that pay for some
maintenance costs. This reduces the cost per mile to operate by approximately 60%.
Figure 3. Cost Per Mile Comparison (in service vehicles)
Vehicle
Number
Model Year Current
Mileage
Miles Driven in
FY 20/21
Years in
Service
242 2017 93,590 15,063 5
223 2015 101,215 6,661 7
232 2015 100,919 5,360 7
222 2015 85,888 5,079 7
238 2017 108,072 20,405 5
Vehicle
Number
Miles Driven in
FY 20/21
Fuel Costs
($3.08/gal
average)
Maintenance
Costs
Total Operating
Cost Per Mile
242 15,063 $7,477 $4,484 $0.79
223 6,661 $2,062 $2,575 $0.69
232 5,360 $2,250 $4,189 $1.20
222 5,079 $1,043 $5,960 $1.37
238 20,405 $7,210 $5,540 $0.62
Average 10,513 $4,009 $4,549 $0.81
Vehicle
(FY 20/21)
Average
Miles Driven
(FY 20/21)
Average Fuel
Costs (FY 20/21-
$3.08/gal average)
Average
Maintenance
Costs (FY 20/21)
Average
Operation Cost
Per Mile
(FY 20/21)
Average of Vehicles
Listed in Figures 1&2
(5)
10,513 $4,009 $4,549 $0.81
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Figure 4 – MPG Comparison (in service vehicle)
Figure 5 – Emissions and Fuel Costs reduction (in service vehicles)
Parking Services Enforcement Vehicle Replacement
This fiscal year (FY 2021-22), Parking Services has requested two of their parking enforcement vehicles
be replaced due to ongoing mechanical problems associated with their age. The current Parking Services
fleet consists of 10 vehicles with four of those vehicles being a specialized three wheeled, single seat
enforcement buggy. These are chosen for their small size, tight turning radius and ability to access the
outside of both sides of the vehicle. Currently, Parking Services has one EV parking buggy (2015) and
two gas powered buggies (2007) in service.
The two gas powered buggies will be replaced by EV versions the City has purchased and used in the
past. The buggy comes with a one-year manufacturer’s warranty.
Figure 6 – Parking Buggy Data (in service vehicles)
Vehicle Miles Driven
(FY 20/21)
Fuel Cost
(FY 20/21-
$3.08/gal
average)
Maintenance
Cost
(FY 20/21)
Cost per Mile
(FY 20/21)
#215-15 GO4
EV (2015)
8,700 $0.00 $1,372 $0.15
#215 GO4 Gas
(2007)
20,582 $1,147 $2,571 $0.18
#216 GO4 Gas
(2007)
21,007 $730 $1,775 $0.11
Figure 6 above, shows the FY 2020-21 operating cost data of the enforcement buggy fleet. As shown
above the cost per mile to operate between the EV buggy and gas-powered buggy is inconsistent due to
In-Service 2020 Hybrid
Patrol Cars (2)
19,364 $4,715.89 $1,892.93 $0.34
Vehicle Average Gal. Fuel
Used
(FY 20/21)
Average Miles
Driven (FY
20/21)
Average Mile per Gallon
2020 Hybrid (2) 1,531 19,364 12.64
Non-Hybrid (5) 1,349 10,513 7.79
MPG Increase 4.62
Yearly Emissions Reduced Per Vehicle
(12k miles/year average)
11,076 lbs. of Carbon Dioxide
Yearly Fuel Costs Saved Per Vehicle
(12k miles/year average @ $3.08/Gal)
$1,820
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
the large difference in miles driven by the two. If we use the projected mileage the new replacement EVs
will be driven per fiscal year, the cost per mile to operate drops significantly. Figure 7 below, represents
this.
Figure 7 – Replacement EV Projections
Vehicle Miles Drive (per
year
Fuel Cost
(Per year)
Maintenance
Cost (Per year)
Cost per Mile
(Per year)
New EV Buggy 20,000 $0.00 $1,400.00 $0.07
The change to EV buggies from gas powered would also eliminate approximately 600 gallons of gasoline
being used per year by the two buggies, equivalent to a 11,415 lbs. reduction of Carbon Dioxide
emissions.
FISCAL IMPACT:
The five vehicles requested will be replaced with the 2022 Ford Police Utility Interceptor Hybrid. The City
currently has three of these hybrid patrol cars in service with six additional cars in the process of being
placed into service. The data in the sections above show the increases in efficiency and reduced costs
to operate the City has seen with the hybrid patrol cars.
The total replacement cost for the five police vehicles is $375,862. A contingency amount is included for
any unforeseen costs. The vehicles will be purchased from the California Department of General Services
vehicle purchasing contract.
The total replacement costs for the two Parking Services EV buggies totals $100,943. A contingency
amount is included for unforeseen costs. The buggies will be purchased from the Sourcewell cooperative
purchasing agreement, assuring the City is receiving the lowest cost per vehicle possible.
There are sufficient funds available in the Vehicle Replacement Fund (#600) for the proposed vehicle
purchases. The purchase of five Ford Hybrid Patrol Vehicles and two Parking Services Enforcement
Vehicles totals to $476,805.
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.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Approve the resolution authorizing the City Manager to purchase five patrol cars for the Police
Department and two parking enforcement vehicles for the Parking Services department in a total
amount not to exceed $476,805.
2. Direct the Department of Public Works to modify the proposed order of seven vehicles to be
purchased.
3. Direct the Department of Public Works to withhold the purchase of the seven vehicles.
RECOMMENDED ACTION:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5
Adopt Resolution and authorize the City Manager to purchase the proposed five patrol cars for the Police
Department and two parking enforcement vehicles.
ATTACHMENTS:
1. Resolution
2. Fleet Management Policy and Procedures
1
RESOLUTION NO. 15025
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO PURCHASE FIVE (5) PATROL CARS FOR
THE POLICE DEPARTMENT AND TWO (2) PARKING ENFORCEMENT VEHICLES
FOR THE PARKING SERVICES DEPARTMENT IN A TOTAL AMOUNT NOT TO
EXCEED $476,805
WHEREAS, San Rafael’s various departments operate a fleet of 204 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 Police Department and Parking Services Department have
requested replacement of five patrol cars and two parking enforcement vehicles for the
respective departments; and
WHEREAS, the City has the ability to competitively procure the equipment
needed to fit the departments’ and community’s needs; and
WHEREAS, $476,805 shall be appropriated in the Vehicle Replacement Fund
(#600) 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 five patrol cars for the
Police Department and two parking enforcement vehicles for the Parking Services
department, in accordance with the guidelines set forth in San Rafael’s Fleet
Management Policies and Procedures, issued on September 6, 2012, in a total amount
not to exceed $476,805.
2
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 7th day of February 2022 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 bUQQies 5 years
Fire command vehicles 7 years
Fire pumper engines 15 years
Fire ladder trucks 20 years
Ambulances 5 VS§!~ ..
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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