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Home My WebLink AboutPW Fleet Replacement Fiscal Year 2025-26____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: August 18, 2025 Disposition: Resolution 15447 Agenda Item No: 4.c Meeting Date: August 18, 2025 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: April Miller, Public Works Director Ryan Montes, Operations Manager City Manager Approval: ______________ TOPIC: FLEET REPLACEMENT FISCAL YEAR 2025-2026 SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE THREE (3) VEHICLES FOR REPLACEMENT IN A CUMULATIVE AMOUNT NOT TO EXCEED $430,000 RECOMMENDATION: Staff recommends that the City Council authorize the City Manager to purchase three (3) vehicles to replace aging and operationally inadequate vehicles for the City’s vehicle fleet in a cumulative amount not to exceed $430,000. BACKGROUND: The Department of Public Works has identified three (3) vehicles across City departments that need to be replaced. This includes two vehicles from the Department of Public Works and one vehicle from the Police Department. In the past four fiscal years, Public Works has replaced 46 fleet vehicles, including twenty-five (25) from the Police Department, nine (9) from the Public Works Department, eight (8) from the Fire Department, and three (3) 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 in alignment with the City’s Fleet Management Policy. Staff recommendations for the replacement plan for vehicles by department are listed below. All three vehicles will be equipped with diesel engines that will operate on renewable diesel , which is stocked at the Public Works Corporation yard. Department of Public Works: The Department of Public Works’ replacement recommendations include the following: •One utility crane truck, which will replace the current crane truck, which does not meet current emissions compliance. The new crane truck will be primarily utilized by our newly created Pump SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Mechanic position to service the city’s 12 stormwater pumping stations. It will also be available to our remaining DPW maintenance divisions when needed. •One 1-ton dump truck will replace a current dump truck that does not meet current emissions standards. The new dump truck will be of smaller capacity, which reduces overall cost and greenhouse gas (GHG) emissions. There are currently limited zero-emission vehicles being manufactured that meet operational needs for these two replacements, and the Public Works Corporation yard lacks needed charging infrastructure to accommodate the electric vehicle transition at this time. Police Department The San Rafael Police Department (SRPD) replacement recommendations include the following: •One sport utility vehicle (SUV), which will replace an existing sedan that has exceeded its useful life. This vehicle will be assigned to the Chief of Police. Due to the operational nature of the department and take-home requirements, a zero-emission vehicle is not feasible at this time. ANALYSIS: Table 1 summarizes the recommended replacement vehicles for FY 2025-26. The fleet manager and finance department verified the recommendations and confirmed budget allocations. The costs below include vehicle acquisition costs, upfitting costs, and necessary contingencies. Table 1- Summary of recommended replacement vehicles and total anticipated costs Department Vehicle to be replaced Recommended Replacement Total Anticipated Cost Public Works 2002 Crane Truck Utility Crane Truck $215,000 Public Works 2006 Chevy Dump Truck Dump Truck $100,000 Police Department 2016 Ford Sedan SUV $115,000 Total $430,000 The City intends to seek competitive bids for these replacements, but may purchase the vehicles using State cooperative purchasing programs, which are 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 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 is committed to transitioning 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 no electric options available yet to serve the necessary functionality. In those cases, vehicle procurement will be delayed if possible until an electric vehicle (EV) or another zero-emission vehicle is available. In addition, when EVs are purchased, the city also needs to have adequate electrical SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 infrastructure and EV chargers, and PG&E must have infrastructure available to handle the additional electrical load. On June 2, 2025, the City Council authorized the City Manager to enter into contracts with PG&E for the EC Fleet Electrification program. The City has been accepted into the PG&E Fleet Program, which assists in electrical infrastructure upgrades related to EV charging. The City anticipates major electrical upgrades and improvements at the Public Works Corporation yard and minor upgrades in the Lower City Hall parking lot within the next two years, which will allow further electric vehicle transitions. FISCAL IMPACT: These expenditures have been planned, and appropriations are provided in the approved FY 2025-26 budget (Vehicle Replacement Fund #621) to replace three (3) vehicles recommended for replacement for an amount not to exceed $430,000. 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: Staff recommends that the City Council 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 $430,000. ATTACHMENTS: 1.Resolution RESOLUTION NO. 15447 RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE THREE (3) VEHICLES FOR REPLACEMENT IN AN AMOUNT NOT TO EXCEED $430,000 WHEREAS, various departments operate a fleet of over 300 vehicles; and WHEREAS, the management and replacement of the City’s fleet of vehicles and equipment is governed by the guidelines set forth in the City of San Rafael’s Fleet Management Policy 2025 document; and WHEREAS, the Department of Public Works recommends the replacement of 3 vehicles, including two for Public Works (Utility Crane truck and 1-ton dump truck) and one for the Police Department (Sports Utility Vehicle); and WHEREAS, the two existing vehicles recommended to be replaced by Public Works do not meet current emissions compliance; and WHEREAS, the proposed cost estimate of the vehicles includes vehicle acquisition, upfitting costs, and necessary contingencies; and WHEREAS, appropriations for vehicle replacement were included in the FY 2025-26 Budget approved by the City Council on June 2nd, 2025, and included in the Vehicle Replacement Fund (Fund #621) in the approved budget; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby approves and authorizes the City Manager to purchase three (3) vehicles for a cumulative amount not to exceed $430,000. 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 City Council of the City of San Rafael, held on Monday, the 18th day of August 2025, by the following vote, to wit: AYES: NOES: ABSENT: Councilmembers: Hill, Kertz, Llorens Gulati & Vice Mayor Bushey Councilmembers: None Councilmembers: Mayor Kate _____________________ Lindsay Lara, City Clerk