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