HomeMy WebLinkAboutPW Fleet Replacement Fiscal Year 2024-2025____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: September 3, 2024
Disposition: Authorized the City Manager to purchase three (3) vehicles to replace aging and
operationally inadequate vehicles for the City’s vehicle fleet in an amount not to exceed $330,000,
which includes a $30,000 (10%) contingency for unexpected cost increases
Agenda Item No: 4.h
Meeting Date: September 3, 2024
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: April Miller, Public Works Director
Ryan Montes, O&M Manager
City Manager Approval: ______________
TOPIC: FLEET REPLACEMENT FISCAL YEAR 2024-2025
SUBJECT: AUTHORIZE CITY MANAGER TO PURCHASE THREE (3) VEHICLES FOR
REPLACEMENT IN AN AMOUNT NOT TO EXCEED $330,000
RECOMMENDATION:
Authorize the City Manager to purchase three (3) vehicles to replace aging and operationally inadequate
vehicles for the City’s vehicle fleet in an amount not to exceed $330,000, which includes a $30,000 (10%)
contingency for unexpected cost increases.
BACKGROUND:
The Department of Public Works has identified three (3) vehicles across City departments that need to
be replaced in the fleet. This includes one vehicle from the Fire Department, one from the Police
Department, and one from the Parking Services Division. In the past three fiscal years, Public Works has
replaced 44 fleet vehicles, including twenty-four (24) from the Police Department, nine (9) from the Public
Works Department, eight (8) from the Fire Department and two (2) from the Parking Services Division.
This has brought most of the City’s high-use vehicles, such as police patrol cars and ambulances, up to
date, which will allow Public Works to analyze the fleet and work with other City Departments to develop
a strategic replacement plan that meets the City’s financial, environmental, and operational goals. Staff
recommendations for the replacement plan of vehicles by department are listed below.
Fire Department
The San Rafael Fire Department (SRFD) replacement recommendations include one sport utility vehicle
(SUV). Table 1 shows the vehicle number, recommended replacement, and associated cost. Vehicle
number 50-16 is assigned to the fire chief. It is currently a mid-size gasoline-powered SUV. The vehicle
is minimally upfitted and does not meet the operation needs of the SRFD. Upfitting is the process of
customizing a vehicle to meet specific operational needs. Emergency vehicles used by police and fire
are commonly upfitted with sirens, emergency lighting, communications, equipment, etc. It is
recommended to replace it with a full-size SUV with a small diesel engine. The full-size SUV will allow
the vehicle to be upfitted to the needs of the SRFD, and the diesel engine will be more efficient with the
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
weight of the larger SUV and added emergency equipment and supplies. It will also be able to use
renewable diesel, which the City stocks at the Public Works Corporation Yard.
Police Department
The San Rafael Police Department (SRPD) replacement recommendations include one SUV. Table 1
shows the vehicle number, recommended replacement, and associated cost. Vehicle 145-04 is a cargo
van used by the department’s Crisis Response Unit. The current vehicle cannot accommodate the
combined weight of occupants and necessary equipment. Also, equipment does not fit within the vehicle
when occupied by personnel and requires a trailer to haul all necessary equipment. It is recommended
that a Ford Transit HD Cargo Van. This van has the payload capacity and size to safely accommodate
all staff and equipment and allow the Crisis Response Unit to efficiently mobilize personnel when needed.
The van will not be armored, but its design and functionality will significantly enhance the team’s
readiness and operational effectiveness.
Parking Services
The Parking Services Division replacement recommendations include one EV (electric vehicle) Parking
Buggy. Table 1 shows the vehicle number, recommended replacement, and associated cost. Vehicle
215-07 is the last gas-powered parking buggy in the Parking Services Division. It has reached its end of
life due to age, mileage, and overall condition. It is recommended to replace it with a GO4 EV Buggy.
Parking Services uses two other GO4 EV parking buggies approved in the fiscal year FY 2021-22 budget.
The buggies play a crucial role in parking enforcement throughout the City and have proven to be the
best option for these duties. Replacing the remaining gas buggy with a new EV buggy aligns with the
City’s approved Climate Change Action Plan 2030, which recommends the City move towards low-
emission city vehicles (Recommendation LCT-M1). It will also reduce operational costs and provide City
Parking Enforcement Officers with a safe and reliable vehicle.
ANALYSIS:
Table 1 summarizes the recommended replacement vehicles for FY 2024-25. The fleet manager and
finance department verified the vehicles. Over the next fiscal year, the vehicle replacement fund balance
and replacement strategy will be discussed citywide.
Table 1- Summary of recommended replacement vehicles and total anticipated costs
Department Vehicle Number Recommended
Replacement
Associated Cost
(includes upfitting
costs)
Fire Department 50-16 Chevrolet Tahoe SUV $120,000
Police Department 145-04 Ford Transit HD Cargo $120,000
Parking Services 215-07 GO4 EV Buggy $60,000
Total $300,000
Total with 10% Contingency $330,000
The City plans to purchase the vehicles using State cooperative purchasing programs and is exempt
from competitive bidding per San Rafael Municipal Code 2.55.100 (E).
Cooperative purchasing programs: Purchases of supplies, material, equipment or services
and sales of surplus property made under a cooperative purchasing program, such as by
utilizing purchasing agreements maintained by the United States government or any agency
or division thereof, the State of California, County of Marin, or other public agencies, are
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
exempt from the competitive bidding requirements of this chapter. Documentation of the
cooperative purchase should be made.
City’s Commitment to Zero-Emission Vehicles
The City has a commitment to transition its fleet to zero-emission vehicles over the next several years as
part of the Electric Vehicle Acceleration Strategy Workplan adopted by Council in 2023. Whenever
possible when a vehicle meets functional needs the City will purchase electric vehicles. In many cases
there are not electric options available yet to serve the necessary functionality. In those cases, vehicle
procurement will be delayed if possible until such time as an EV or other zero-emission vehicle is
available. In addition, when EV’s are purchased, the City also needs to have adequate electrical
infrastructure and EV chargers, and PG&E must have infrastructure available to handle the additional
electrical load. The City recently conducted a facility analysis and is d developing its plan to transition the
fleet. A significant amount of infrastructure improvements will be necessary to accommodate this
transition and there are numerous incentives available to the City to do so. Staff anticipates completion
of the planning phase this fall with intention to conduct a procurement process soon thereafter which will
enable more EV purchases in the coming fiscal years.
FISCAL IMPACT:
These expenditures have been planned, and appropriations are provided in the approved FY 2024-25
budget (Vehicle Replacement Fund #600) to replace three (3) vehicles recommended for replacement
for an amount not to exceed $330,000. This includes a 10% contingency due to the fluctuation in supply
chain that has been experienced the last few years.
OPTIONS:
1. Authorize the City Manager to purchase three (3) vehicles to replace aging vehicles for the City’s
vehicle fleet.
2. Do not authorize the purchase and provide direction to staff.
RECOMMENDED ACTION:
Authorize the City Manager to purchase three (3) vehicles to replace aging and operationally inadequate
vehicles for the City’s vehicle fleet in an amount not to exceed $330,000, which includes a $30,000 (10%)
contingency for unexpected cost increases.
ATTACHMENTS:
1. Fleet Management Policy and Procedures
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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