HomeMy WebLinkAboutPW San Rafael Inter Department Fleet Replacement FY 2022-23____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: September 6, 2022
Disposition: Resolution 15121
Agenda Item No: 4.j
Meeting Date: September 6, 2022
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: April Miller,
Director of Public Works
City Manager Approval: __________
TOPIC: SAN RAFAEL INTER DEPARTMENT FLEET REPLACEMENT FY 2022-23
SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO
PURCHASE FOURTEEN (14) VEHICLES ACROSS CITY DEPARTMENTS FOR
REPLACEMENT, IN AN AMOUNT NOT TO EXCEED $1,034,100
RECOMMENDATION: Adopt a resolution approving and authorizing the City Manager to
purchase fourteen (14) vehicles of various make and models to replace outdated vehicles in the
City’s vehicle fleet, in an amount not to exceed $1,034,100.
BACKGROUND: Department of Public Works staff has identified 14 vehicles across City
departments that it recommends for replacement in FY 2022-23. This total includes eight
vehicles from the Public Works Department and six vehicles from the San Rafael Police
Department. 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, FY 21-22 replacements have yet to be received and similar delays should be 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. Replacement recommendations by the department
are below.
Department of Public Works
Public Works has been delaying replacements of its vehicles to prioritize replacements for the
Police and Fire Departments due to the financial uncertainty caused by the Covid-19 pandemic.
The department has recently seen significant operational difficulties due to the condition of its
fleet and needs to replace a significant portion of its light/medium-duty vehicles to ensure its
ability to provide service and respond to emergencies. Table 1 includes specific vehicle
information of the Public Works vehicles recommended for replacement:
Vehicle Number Recommended Replacement Associated Cost (includes
upfitting and contingency)
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
41-00 Ford F650 Dump Truck $93,500
44-08 Ford F350 Dump Truck $71,500
49-08 Ford F350 Dump Truck $71,500
80-08 Ford F350 Dump Truck $71,500
62-08 Ford F350 Dump Truck $71,500
51-01 Ford F150 EV $52,800
125-01 Ford F150 EV $52,800
69-01 Isuzu N-Series Class 3 $99,000
Total $584,100
Half of the vehicles that are recommended to be replaced have been recently out of service for
major breakdowns or placed in deep reserve for reliability and safety concerns. It is
recommended that these are replaced with newer models of the same vehicles. In addition, one
of the existing trucks set to be replaced will be switched to the Ford F350 Dump for consistency.
This increases the standardization of the fleet which increases technician familiarity and
reduces the need to purchase additional diagnostic equipment.
The vehicles used by the Facilities and Vehicle Maintenance Division Supervisors to perform
service calls to City facilities/vehicles, shuttle staff, and used for parts/materials pickup do not
meet the operational needs of the Department and are very inefficient compared to new model
vehicles, especially electric vehicles. It is recommended that these vehicles are replaced with
new model year Ford F150 Lighting pickup trucks. These trucks will eliminate fuel costs, greatly
reduce maintenance costs, and better meet the needs of the department. It will also increase
fleet standardization. The change to electric vehicles also aligns with the City’s climate change
initiatives.
The existing Isuzu cab forward chipper truck is heavily used and relied upon by the Parks
division for its year-round pruning and vegetation work. It has recently started to experience
reliability issues and the chipper body has significant corrosion. It is also equipped with a diesel
engine and aftermarket emission system that require it to be plugged into a high voltage system
to assist in cleaning the emissions filters. It is recommended that it is replaced by a new model
year gas-powered Isuzu cab forward truck and chipper body. Though this does not increase
fleet standardization, Isuzu is one of the only manufacturers that build a cab-forward design
truck that Parks staff prefer for their tighter turning radius.
San Rafael Police Department
The replacement recommendations for the six Police Dept. vehicles are due to vehicle condition
and mileage. Each sees high mileage use and has reached its effective operating life. Table 2
shows the vehicle number, recommended replacement, and associated cost.
Vehicle Number Recommended
Replacement
Associated Cost (includes
upfitting and contingency)
230-17 Ford Utility Interceptor Hybrid $82,500
237-17 Ford Utility Interceptor Hybrid $82,500
245-15 Ford Utility Interceptor Hybrid $82,500
246-13 Ford Utility Interceptor Hybrid $82,500
273-15 (unmarked) Ford Utility Interceptor Hybrid $60,000
278-15 (unmarked) Ford Utility Interceptor Hybrid $60,000
Total $450,000
Table 2-Police Dept. Replacement Recommendations
Table 1- Public Works Replacement Recommendations
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
The existing marked patrol cars and unmarked vehicles are non-hybrid Ford cars that have
reached their effective operating life. Once these vehicle types reach 100k miles, they are
susceptible to major costly breakdowns including water pump replacement (which requires
complete engine removal), and transmission/drivetrain failure. All six of these vehicles have
exceeded the 100k mileage mark. It is recommended that they are replaced with new model
Ford Utility Interceptor Hybrid patrol cars and two vehicles built with unmarked specifications.
This will match previous purchases of the hybrid-powered patrol cars and move the marked
patrol fleet to 95% hybrid powered. Fuel use data shows a 30% reduction in fuel use in the
current hybrid-powered cars in service, and City technicians have also noticed reduced
maintenance needs of the braking system. Though it is a goal to move to fully electric vehicles
for the unmarked fleet, it has been determined that current available vehicles do not meet the
operational needs of the Police Department, and challenges with charging infrastructure must
be addressed first.
Total Costs and Funding
Department Replacement Costs
Public Works $584,100
Police Department $450,000
Total $1,034,100
Table 3-Summary of total anticipated costs
FISCAL IMPACT: These expenditures have been planned and there are sufficient funds available
in the Vehicle Replacement Fund #600 to replace sixteen vehicles recommended for replacement
for an amount not to exceed $1,034,100.
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 fourteen (14)
vehicles to replace aging vehicles for the City’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. 15121
RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO PURCHASE
FOURTEEN (14) VEHICLES ACROSS CITY DEPARTMENTS FOR REPLACEMENT, IN AN
AMOUNT NOT TO EXCEED $1,034,100
WHEREAS, the San Rafael Public Works and Police Department’s fleets consist of
16aging 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 replacement of 14 vehicles that are
inoperable or have the highest mileages; 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
fourteen (14) vehicles for an amount not to exceed $1,034,100.
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 6th day of September 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, 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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