HomeMy WebLinkAboutPW San Rafael Fire Department Fleet Replacement FY 2022-23____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: October 3, 2022
Disposition: Resolution 15134
Agenda Item No: 4.h
Meeting Date: October 3, 2022
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: April Miller,
Director of Public Works
City Manager Approval: __________
TOPIC: SAN RAFAEL FIRE DEPARTMENT FLEET REPLACEMENT FY 2022-23
SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO
PURCHASE THREE (3) FIRE DEPARTMENT VEHICLES FOR
REPLACEMENT, IN AN AMOUNT NOT TO EXCEED $998,000
RECOMMENDATION: Adopt a resolution approving and authorizing the City Manager to
purchase three (3) vehicles of various makes and models to replace outdated vehicles in the
Fire Department’s fleet, in an amount not to exceed $998,000.
BACKGROUND: In accordance with the attached Fleet Management Policy and Procedures,
Department of Public Works staff has identified three vehicles in the Fire Department that it
recommends for replacement in FY 2022-23. These recommendations are based on vehicle
age and mileage, emissions compliance, and operational efficiency. It is important to note that
due to global supply chain issues, delays are expected for the FY 22-23 replacements. Vehicle
maintenance staff have been required to perform larger repairs on older vehicles to meet the
City’s operational needs. It is imperative that the vehicle orders are placed in a timely manner
when the ordering window is open and the option to purchase vehicles “off the lot” is available.
The replacement recommendations for the Fire Department vehicles are based on operational
need and vehicle procurement lead time. Chart 1 below shows the vehicle number,
recommended replacement and associated cost.
Table 1- Fire Department Replacement Recommendations
Vehicle Number Recommended Replacement Associated Cost (includes
upfitting and contingency)
26-02 Equivalent Fire Engine $870,000
14-08 Ford F-150 $58,000
139-96 Ford Lighting EV $70,000
Total $998,000
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Engine:
In the past, the Department used 15 years of front-line service plus 5 years reserve service as
the replacement schedule for engines. More recently, the City has moved away from set
timelines and instead evaluated vehicles on their actual condition.
While our front-line fleet is still inside the parameters of this goal, our reserve fleet consists of
2002 and 2003 Engines which are coming up on the 20-year mark. The reserve engines are
critical for use as spares when the front-line apparatus is down for repairs or deployed to out-of-
county responses. They are also used for training on a regular basis for our recruit academies
and for continued in-service training to keep front-line apparatuses in a ready state.
The continued usage and age of these vehicles has led to increased maintenance and repair
time as components wear out. Older parts take longer to locate, exacerbated by shortages,
leading to additional downtime. Additionally, call volumes continue to increase, and front-line
engines require more maintenance and downtime, making the reserve fleet that much more
critical.
Our reserve fleet is also not California Air Resources Board (CARB) compliant as they do not
have Diesel Particular filters (required 2007), or Selective Catalytic Reduction (required
2010). The phase-out of these older engines aligns with the City’s goal of having a fleet that
produces less greenhouse gas emissions.
While this request might be a little earlier than we would typically make, industry supply and
economic trends in vehicle production have created long lead times. Current estimates for
engines ordered today are a two-year delivery time. This long lead time requires the City to be
proactive in engine replacement to ensure maximum response readiness in the near future.
Additionally, the cost of engines has risen by 10% in the last year and will increase another 6%
on November 1, 2022. Purchasing now even though delivery will be in two years will lock in the
lower price.
Trucks:
Pickup trucks are used by Battalion Chiefs and personnel to respond to incidents and areas that
large vehicles cannot access, like fire trails. In an effort to prioritize ambulances and engines,
the department has been running with no backup pickup trucks within the fleet. This has put
additional strain on maintenance staff as they attempt to find time to repair and maintain these
trucks without pulling them out of service. Given this, the department is requesting two
replacement pickups.
The first would be the department’s first EV (Electric Vehicle) pickup, a Ford Lighting that would
be assigned to the Deputy Fire Chief. The department already uses the City’s first EV
passenger vehicle for fire prevention inspections. The truck would save the City roughly $3,000
in fuel per years and would be one of the first electric trucks in the Bay Area put into fire
operational service. This is possible since the Deputy Chief does not respond to out of county
calls and thus is not limited by the lack of charging infrastructure in remote locations of the state.
The department looks forward to using this EV and learning from it to hopefully move the entire
pickup fleet to EVs in the near future. In an effort to look forward and be as efficient as possible,
the department will procure a white model so that once the battery has less range and no longer
meets the Fire Department’s operational needs, it may be used by other departments.
The second truck would replace an older utility vehicle, but more importantly would serve as a
backup command staff truck in the event that any of the current trucks needs repair or are
placed out of commission. This will ensure that there is some redundancy in the department’s
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
fleet while also phasing out an older, less fuel-efficient model. The City has historically
purchased three-quarter ton vehicles for this use, but in an effort to downsize and be more
environmentally conscious and economical, will be using a half ton. Replacing this older vehicle
with one that can be used by the on-duty Deputy or Battalion Chief greatly increases
preparedness and the ability for the department to ensure maximum operation readiness.
FISCAL IMPACT: These expenditures have been planned and there are sufficient funds available
in the Vehicle Replacement Fund #600 to purchase three vehicles for an amount not to exceed
$998,000.
OPTIONS: The City Council has the following options to consider relating to this matter:
1. Adopt a resolution approving and authorizing the City Manager to purchase three vehicles
to replace aging vehicles for the Fire Department’s vehicle fleet.
2. Do not adopt a resolution and provide further direction to staff.
ATTACHMENT:
1. Resolution
2. Fleet Management Policy and Procedures
RESOLUTION NO. 15134
RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO PURCHASE
THREE (3) FIRE DEPARTMENT VEHICLES FOR REPLACEMENT, IN AN AMOUNT NOT TO
EXCEED $998,000
WHEREAS, the San Rafael Fire Department has three vehicles that require replacement;
and
WHEREAS, based on information presented in the accompanying staff report and vehicle
mileages, the Department of Public Works recommends the purchase of three new vehicles; and
WHEREAS, the City has determined that replacing aging fleet vehicles with various
electric and hybrid vehicles is the most cost-effective, long-term option; and
WHEREAS, these expenditures have been planned and 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 City Manager to purchase
three (3) vehicles for an amount not to exceed $998,000.
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 3rd day of October 2022, by the following vote, to wit:
AYES: Councilmembers: Bushey, Llorens Gulati & Mayor Pro Tem Kertz
NOES: Councilmembers: None
ABSENT: Councilmembers: Hill & Mayor Kate
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, 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
Parktng enforcement bugaies 5 years
Fire command vehicles 7 years
"""""'""-
Fire pumper engines 15 ye.e,rs
Fire ladder trucks 20 y.ears
Ambulances 5 vears
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
cosVbenefit 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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