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HomeMy WebLinkAboutPW 48 Vehicles, Fleet PolicyCrrY OF Agenda Item No: 3. f Meeting Date: January 20, 2015 Department: Public Works Prepared by: 111--A��11�'11��City Manager Approval) Z644 Director of Public Works 1.110 Omni REN161"I I SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PUBLIC WORKS DIRECTOR TO PURCHASE 48 VEHICLES FOR VARIOUS CITY DEPARTMENTS IN ACCORDANCE WITH THE GUIDELINES SET FORTH IN SAN RAFAEL'S FLEET MANAGEMENT POLICIES AND PROCEDURES, ISSUED SEPTEMBER 6, 2012. RECOMMENDATION: Staff recommends that the City Council authorize the Director of Public Works to purchase 48 vehicles for various City departments in accordance with the procedures set forth in San Rafael's Fleet Management Policies and Procedures, issued September 6, 2012. BACKGROUND: San Rafael's fleet consists of a wide variety of 185 vehicles (165 City, 20 San Rafael Sanitation District), including ambulances, parking enforcement buggies, Fire Department ladder trucks, Police Department black and white patrol cars, a Public Works vactor, motorcycles, dump trucks, passenger vans, etc. Police, Fire and Public Works operate the largest number of vehicles. The City's Fleet Management Policies and Procedures document suggests useable life time frames for specific vehicle types: Vehicle Description Usable Life Sedans, SUV's, vans, light/medium duty trucks (up to 8,600 gross vehicle weight) 10 years Heavy duty trucks over 8,600 gross vehicle weight) 15 years Police patrol/traffic vehicles 5 years Police unmarked vehicles 8 years Police motorcycles 4 years Parking enforcement buggies Fire command vehicles 5 years 7 years Fire pumper engines 15 years Fire ladder trucks 20 years I Ambulances 5 years FOR CITY CLERK ONLY FileNo.:— q-3-40 / Council Meeting: f htcj-lo i Disposition:Ot-0-140AJ (39&'7 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 In response to the economic downturn, San Rafael froze vehicle replacement activity in fiscal years 09-10, 10-11 and for most of 11-12. This strategy, while fiscally necessary, kept vehicles in service beyond their usable life leading to increased down time and costly repairs. Recognizing the resulting need to replace a significant portion of the fleet, Council authorized the purchase of up to 40 vehicles for various City departments on March 4, 2013. Further analysis by staff and shifting operational needs increased that number to 41, with the approval of the City Manager. Thirty eight of the 41 are now in service. We have ordered the remaining 3 and are awaiting delivery. The Council's March 4, 2013, purchase authorization also presented an opportunity to introduce 44greener" alternatives into the City's fleet, i.e., vehicles with greater fuel efficiency and lower greenhouse gas emissions. To that end, 9 of the first wave of 41 vehicles (221/o) utilize either hybrid or all -electric (a parking enforcement buggy) technology. With Council's approval, the City will replace the 5 remaining internal combustion parking buggies with all -electric units during this next purchasing cycle. Going forward, staff will prioritize hybrids and/or alternative fuel technology whenever possible, primarily when replacing sedans, SUV's, vans and light/medium duty trucks. ANALYSIS & FISCAL IM -PACT: Public Works conducts ongoing vehicle need discussions with each City department. Based solely on the above -noted usable life guidelines, a maximum of 66 vehicles could be replaced in fiscal years 14-15 and 15-16. The application of additional criteria such as mechanical condition, repair history and operational need reduces that number to 48, as shown by the following table: De2artraent Vehicles Estimated Notes Cost Police 16 $450,000 Patrol (2), unmarked (10), motorcycles (4) Public Works 16 $600,000 Trucks (9), sedans (6 hybrid), tractor Parking Services 5 $245,000 Parking buggies (5 electric) Fire S $800,000 Pumper, ambulance, SUV's (2), air compressor/trailer IT 1 $30,000 SUV Community Devel. 2 $63,000 Sedan (hybrid), SUV Finance 1 $28,000 Sedan (hybrid) Community Srvcs. 1 $28,000 Sedan (hybrid) ............. ............................. Pool 1 1 $28,000 Sedan {hybrid) Total 48 $2,272,000 All but 3 of the vehicles we propose to purchase during Fiscal years 14-15 and 15-16 will replace existing units. Two departments have requested vehicles that will expand the City's feet: • Fire: requesting a Ford Explorer for Chief Gray who has been without an assigned vehicle for almost 7 years • Public Works: 14 engineering and administrative staff share 5 pool vehicles; requesting 2 additional vehicles, most likely Ford CMAX hybrids There are sufficient resources in the Vehicle Replacement Fund to support the purchase of 48 vehicles over the next 18 months, at an estimated cost of $2,272,000. Vehicle Purchase Staff Report -1.20.15 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 OPTIONS: • Council may choose to authorize the purchase of 48 vehicles. • Council may choose to withhold authorization for the purchase of48 vehicles. • Council may choose to direct staff to purchase selected vehicles. ACTION REQUIRED: Adopt resolution authorizing the Director of Public Works to execute the purchase of 48 City vehicles during fiscal years 14-15 and 15-16. Enclosures. I. Resolution 2. Fleet Management Policy and Procedures Vehicle Purchase Staff Report -1.20.15 RESOLUTION NO. 13869 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PUBLIC WORKS DIRECTOR TO EXECUTE THE PURCHASE OF 48 VEHICLES FOR VARIOUS CITY DEPARTMENTS IN ACCORDANCE WITH. THE GUIDELINES SET FORTH IN SAN RAFAEL'S FLEET MANAGEMENT POLICIES AND PROCEDURES, ISSUED SEPTEMBER 6, 2012 WHEREAS, San Rafael's various departments operate a fleet of 185 vehicles; and WHEREAS, the management of the City's fleet of vehicles is governed by the guidelines set forth in San Rafael's Fleet management Policies and Procedures document; and WHEREAS, a recently completed vehicle needs survey conducted by the Department of Public Works resulted in requests to replace up to 48 vehicles, at a cost of approximately $2,272,000; and WHEREAS, these vehicles are vital to the continuing delivery of a wide range of essential services for San Rafael's citizens; and WHEREAS, all departments pay an annual fee into the City's Vehicle Replacement Fund to support future vehicle purchases; and WHEREAS, there are sufficient funds in the City's Vehicle Replacement Fund (#600) to support this round of purchases. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Rafael authorizes the Director of Public Works to execute the purchase of 48 vehicles for various City departments in accordance with the guidelines set forth in San Rafael's Fleet Management Policies and Procedures, issued on September 6, 2012. I, ESTHER C. BEIRNE, 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 Tuesday, the 201h day of January, 2015 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Garnblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk CITY OF SAN RAFAEL POLICIES AND PROCEDURES Policy No. Subject: Fleet Management Policy Resolution No. Issue Date: September 6, 2012 Revision Date: Prepared By Richard Landis Approved By: C_Yee f. ;. , FLEET MANAGEMENT POLICY AND PROCEDURES PURPOSE: The City of San Rafael establishes this policy to govern the management of 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 of 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 City's vehicle fleet. The Fleet Manager shall communicate with 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 Page 1 of 3 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 sufficient funds for the new vehicle request, and review vehicle specifications for conformance with the provisions and intent of the Fleet Policies and Procedures. All vehicle 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 applied 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, light and medium duty trucks (up to 8,600 gross vehicle weight) 10 years Heavy duty trucks (over 8,600 gross vehicle weight) 15 years Policepatrol/traffic vehicles5 vears Police unmarked vehicles 8 ears Police motorcycles 4 years Parking enforcement buggies 5 years Fire command vehicles 7 years Fire pumper engines 15 years Fire ladder trucks Ambulances 20 years 5 ears 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 cost/benefit analysis shall be performed to justify vehicle replacement. Page 2 of 3 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 supervisors, 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 public service. These departmental policies shall be forwarded to the Fleet Manager for reference. Page 3 of 3 CITY OF SAN RAFAEL ROUTING SLIP 1 APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OFA CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL 1 AGENCY. SRRA 1 SRCC AGENDA ITEM NO. S J DATE OF MEETING: January 20, 2015 FROM: NADER MANSOURIAN DEPARTMENT: PUBLIC WORKS DATE: 1112115 TITLE OF DOCUMENT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PUBLIC WORKS DIRECTOR TO PURCHASE 48 VEHICLES FOR VARIOUS CITY DEPARTMENTS IN ACCORDANCE WITH THE GUIDELINES SET FORTH IN SAN RAFAEL'S FLEET MANAGEMENT POLICIES AND PROCEDURES, ISSUED SEPTEMBER 6, 2012. Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL/ AGENCY AGENDA ITEM: City Manager (signature) NOT APPROVED REMARKS: APPROVED AS TO FORM: City Attorney (signature) File No. 01.14.16.01