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CITY COUNCIL STAFF REPORT
DATE: JUNE 5, 2023 CONSENT CALENDAR
SUBJECT: AUTHORIZE THE PURCHASE OF 33 NEW VEHICLES AND EQUIPMENT
FROM: Scott C. Stiles, City Manager
BY: Department of Maintenance & Facilities
SUMMARY:
This action will authorize issuance of Purchase Orders for the purchase of new vehicles
and equipment in an amount not to exceed $2,087,871.36 as follows: (i) 15 Police
Department vehicles; (ii) 1 Public Works Department vehicle; (iii) 2 Code Compliance
vehicles; (iv) 12 additional vehicles requested for new positions citywide; and, (v) 3
standby patrol vehicles, to be used as replacements in the event of a traffic collision.
Funding for this action is available in the Motor Vehicle Fund (Fund 510), a separate fund
established solely for the purpose of acquiring new vehicles, and operation and
maintenance of the City’s fleet of vehicles.
RECOMMENDATION:
1. Approve the issuance of purchase orders to Palm Springs Motors, Inc., for the
purchase of 3 Mustang Mach E electric vehicles, and 21 Ford Interceptor Utility Patrol
vehicles in an amount not to exceed $1,479,560.34;
2. Approve the issuance of a purchase order to Fiesta Ford, Inc., for the purchase of 9
Ford F-150 Super Cab 4x4 vehicles in an amount not to exceed $418,504.53;
3. Delegate authority to the City Manager or designee to approve and execute change
orders up to a total amount of $189,806.49 (10%);
4. After delivery of new vehicles, declare existing vehicles being replaced as surplus
vehicles and authorize the City Manager, or designee, to sell at public auction in
accordance with Chapter 7.07 of the Palm Springs Municipal Code; and,
5. Authorize the City Manager or designee to execute all necessary documents.
Item 1F - Page 1
City Council Staff Report
June 5, 2023 -- Page 2
Authorization to Purchase Vehicles
BUSINESS PRINCIPAL DISCLOSURE:
Public Integrity Disclosure forms are included as Attachment A.
BACKGROUND:
On June 5, 1996, the City Council adopted Resolution No. 18834 (Attachment B),
establishing a new Equipment Replacement Policy. This policy outlined the requirements
to replace vehicles depending on the type of vehicle, age, and mileage. A copy of the
resolution is included in the attachments. However, in past years during the economic
recession, the City Council suspended regular vehicle replacements allowing
replacements only on an emergency basis. This created a backlog of vehicles that require
replacement. In recent years the City Council has authorized the purchase of new
vehicles to replace existing vehicles, and to add vehicles for new positions that require a
vehicle, helping to reduce the backlog of replacements/purchases.
STAFF ANALYSIS:
As the age of the City’s existing fleet of vehicles increases, the annual cost to maintain
these vehicles also increases. Staff monitors the ongoing operational and maintenance
cost of its older vehicles and has identified an inventory of vehicles that should be
replaced with new vehicles given the accumulated cost of repairs in comparison to the
current value of the vehicle. In certain cases, new vehicles are required to support
additional staff.
The City’s Procurement and Contracting and Maintenance and Facilities Departments
solicited quotes for the purchase of vehicles and received the followings quotes to
compare to the national cooperative contract used and found that the local dealerships
are now offering more competitive pricing.
Cost listed below are on a per-vehicle basis
National Auto
Fleet Group
Fiesta Ford Palm Springs
Motors
Raceway Ford
F-150 $46,859.33 $46,455.65* $52,868.24 $44,795.00
Mach E $53,497.22 $49,882.41 $49,565.00** $52,861.60
Interceptor $60,989.76 N/A $63,374.54* N/A
*Note: In accordance Palm Springs Municipal Code 7.09.030 Fiesta Ford, Inc., and Palm
Springs Motors, Inc., are vendors based out of the Coachella Valley and therefore receive
a 5% local preference on their bids.
** This is the average cost of three vehicles that are slightly different in cost as they are
vehicles available on the lot with slightly different options.
Item 1F - Page 2
City Council Staff Report
June 5, 2023 -- Page 3
Authorization to Purchase Vehicles
This requested action includes the purchase of 3 Ford Mustang Mach E electric vehicles;
21 Ford Interceptor Utility Patrol vehicles; and, the 9 F-150 vehicles to be acquired in this
action are traditional gasoline vehicles that meet California Air Resources Board
standards, which do not offer a hybrid engine option, and were selected for their specific
performance, and operational requirements. Staff has identified the following lists of
replacement or new vehicles, and equipment for the subsequent Departments.
Code Compliance:
Code Compliance has 2 existing vehicles that are 6 to 17 years old and require
replacement, as listed below.
Existing Unit # Year Make/Model Mileage
091006 2006 Ford Escape Hybrid 93,769
099717 2017 Chevrolet Volt
(traffic collision in FY22-23) 48,813
These vehicles are being replaced with the electric vehicles shown below:
Replacement Make/Model Cost
(2) 2023 Ford Mustang Mach E
(Electric)
2x $49,830
Contingency $9,966
Total Estimated Cost $109,626
*Vehicle Year, Make and Model may change due to availability.
Police Department:
The Police Department has 15 existing patrol vehicles of varying ages and require
replacement, as listed below.
Existing Unit # Year Make/Model Mileage
204011 2011 Ford Crown Victoria 84,852
200311 2011 Ford Crown Victoria 119,910
203514 2014 Ford Police Interceptor 91,863
206620 2020 Ford Police Interceptor
(traffic collision in FY22-23) 56,227
202421 2021 Ford Police interceptor
(traffic collision in FY22-23) 4,832
204417 2017 Ford Police Interceptor
(traffic collision in FY22-23) 62,932
Item 1F - Page 3
City Council Staff Report
June 5, 2023 -- Page 4
Authorization to Purchase Vehicles
204817 2017 Ford Police Interceptor
(traffic collision in FY22-23) 56,260
208014 2014 Ford Police Interceptor
(traffic collision in FY 22-23) 92,112
200614 2014 Ford Police Interceptor 86,409
203014 2014 Ford Police Interceptor 78,428
202814 2014 Ford Police Interceptor 59,418
203014 2014 Ford Police Interceptor 78,428
205014 2014 Ford Police Interceptor 103,389
207414 2014 Ford Police Interceptor 139,408
2S0911 2011 Ford Police Interceptor 97,433
These vehicles are being replaced with the vehicles shown below:
Replacement Make/Model Cost*
(15) 2023 Ford Interceptor Utility
Hybrid Patrol Vehicles 15 x $63,374.54
Contingency $95,061.81
Total Estimated Cost $1,045,679.91
*Vehicle Year, Make, and Model may change due to availability.
Public Works:
Public Works has 1 existing light duty truck that 10 years old and requires replacement,
as listed below.
Existing Unit # Year Make/Model Mileage
320113 2013 GMC Sierra Quad Cab 4x4 83,645
This vehicle is being replaced with the vehicle shown below:
Replacement Make/Model Cost
(1) 2023 Ford F-150 Super Cab 4x4
Truck
$46,455.65
Contingency $4,645.57
Total Estimated Cost $51,101.22
*Vehicle Year, Make, and Model may change due to availability.
Item 1F - Page 4
City Council Staff Report
June 5, 2023 -- Page 5
Authorization to Purchase Vehicles
Fleet Additions:
Purchase 12 new vehicles for new positions not yet assigned a vehicle.
Make/Model Quantity Cost* Assigned To
2023 Ford Police
Interceptor Hybrid
3 x $63,374.54 $190,123.62 Police Department
2023 Ford F-150 Super
Cab 4x4 Truck
4 x $46,455.65 $185,822.60 Public Works
2023 Ford F-150 Super
Cab 4x4 Truck
1 $46,455.65 Special Programs
2023 Ford F-150 Super
Cab 4x4 Truck
3 x $46,455.65 $139,366.95 Parks and
Recreation
2023 Ford Mustang
Mach E (electric)
1 $49,035 Engineering
Contingency $61,120.75
Total Estimated Cost $672,328.25
*Vehicle Year, Make, and Model may change due to availability.
In addition, Fleet Operations will purchase three additional Ford interceptor Utility Hybrid
Patrol vehicles to have on standby to ensure timely vehicle availability when a unit is
taken out of service due to a traffic collision.
Make/Model Cost*
(3) 2023 Ford Interceptor Utility Patrol
Vehicles 3 x $63,374.54
Contingency $19,012.36
Total Estimated Cost $209,135.98
*Vehicle Year, Make, and Model may change due to availability.
ENVIRONMENTAL ASSESSMENT:
The requested City Council action is not a “Project” as defined by the California
Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the
whole of an action, which has a potential for resulting in either a direct physical change in
the environment, or a reasonably foreseeable indirect physical change in the
environment. According to Section 15378(b), a Project does not include: (5)
Organizational or administrative activities of governments that will not result in direct or
indirect physical changes in the environment.
ALIGNMENT WITH STRATEGIC PLANNING:
Approval of this action supports City Council priority 2, Community Infrastructure.
Item 1F - Page 5
City Council Staff Report
June 5, 2023 -- Page 6
Authorization to Purchase Vehicles
FISCAL IMPACT:
Annually the City Council appropriates funding in the Motor Vehicle Fund for new vehicles.
Sufficient funding is available in account 5106560-60020.
REVIEWED BY:
Acting Deputy Director of Maintenance and Facilities: Daniel Martinez
Procurement and Contracting Manager: Kim Baker
Assistant City Manager: Teresa Gallavan
City Manager: Scott Stiles
ATTACHMENTS:
A. Public Integrity Disclosure Forms
B. Resolution No. 18834
Item 1F - Page 6
Item 1F - Page 7
1.
2.
3.
4.
5.
PUBLIC INTEGRITY DISCLOSURE
APPLICANT DISCLOSURE FORM
Name of Entity
Fi _; r;, .-f 14--;:::;~ -_L-r,e,
Address of Entity (Principle Place of Business)
7 g-590 V /H /V"('.-;2__ hep ~,J} d ~ C,4
Local or California Address (if different than #2) ,
State where Entity is Registered with Secretary of State
t
Cfa_L-,\(' (!) IL,,_ ' J19
9 .:i;;oc
If other than California, is the Entitv also reqistered in California? n Yes n No
Type of Entity
~poration D Limited Liability Company D Partnership D Trust D Other (please specify)
6. Officers, Directors, Members, Managers, Trustees, Other Fiduciaries (please specify) Note: If any response is not a natural person, please identify all officers, directors, members, managers and other fiduciaries for the member, manager, trust or other entity
P11--vl < rih~ 'Th , ..t2 I D Officer ~irector D Member D Manager
[name]
D General Partner D Limited Partner
•Other
....-,-----
I j2Q V CJL _TO~ /\/ ~ t ~
[name]
D Officer ~ Director D Member D Manager
D General Partner D Limited Partner
•Other
0 -<:?a.R k. 'Jot-i/11 (Al ~ I D Officer [j@irector D Member D Manager
(Revised 09 13 18)
[name]
D General Partner D Limited Partner
•Other
CITY OF PALM SPRINGS-PUBLIC INTEGRITY DISCLOSURE
APPLICANT DISCLOSURE FORM
Page 1 of 2
Item 1F - Page 8
7. Owners/Investors with a 5% beneficial interest in the Applicant Entitv or a related entity
EXAMPLE
JANE DOE 50%, ABC COMPANY, Inc.
[name of owner/investor] (percentage of beneficial interest in entity
and name of entity]
A. ~
pA-J)_ '25"cif...rV 'th. -5<..,( s o ?o
~-£) 6 cf 4-f:o/~~
[name of owner/investor] [percentage of beneficial interest in
entity
and name of entity] B. p/br...Q r-(,< t7i , ..e£) g~ ~CJ
,F-;...0£.~
[name of owner/investor] [percentage of beneficial interest in
entity
and name of entity]
C.
[name of owner/investor] [percentage of beneficial interest in
entity
and name of entitv] D.
[name of owner/investor] [percentage of beneficial interest in
entity
and name of entitvl
E.
[name of owner/investor] [percentage of beneficial interest in entity
and name of entitv]
I DECLARE UNDER PENAL TY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING 15 TRUE AND CORRECT.
Signature of Disclosing Party, Printed Name, Title Date ;f_ <fJ:2.---5--.J 4 -2-s
(Revised 09 13 18)
CITY OF PALM SPRINGS-PUBLIC INTEGRITY DISCLOSURE
APPLICANT DISCLOSURE FORM
Page 2 of 2
Item 1F - Page 9
1.
2.
3.
4.
PUBLIC INTEGRITY DISCLOSURE
APPLICANT DISCLOSURE FORM
Name of Entity
p A-vvVJ <(;ftlnJ ,5 fv1r J1J/lJ , Tf'lc
Address of Entity (Principle Place of Business)
[eqz_oo €. f~ C1+,Jyo"' O.e. ' (:,,~11,1.4<--, C-tP'1
Local or California Address (if different than #2)
State where Entity is Registered with Secretary of State
CA
C-,4 ')'2-z..?'--/
I
If other than California, is the Entitv also reqistered in California? n Yes n No
=~-5•=---Iype ofcEntity""~= .. ·-· --. -------------·-···~--·---·-·------------·-
~ Corporation D Limited Liability Company D Partnership D Trust D Other (please specify)
6. Officers, Directors, Members, Managers, Trustees, Other Fiduciaries (please specify)
Note: If any response is not a natural person, please identify all officers, directors,
members, managers and other fiduciaries for the member, manager, trust or other entity
D Officer D Director D Member D Manager
[name]
D General Partner D Limited Partner
!)!(other ~'(£~ l,,l S1
D Officer D Director D Member D Manager
[name]
D General Partner D Limited Partner
•Other
D Officer D Director D Member D Manager
[name]
D General Partner D Limited Partner
•Other
CITY OF PALM SPRINGS -PUBLIC INTEGRITY DISCLOSURE
APPLICANT DISCLOSURE FORM
Page 1 of 2
(Revised 09 13 18)
Item 1F - Page 10
Qvf'cc,C/4..
President
Secretary
Chief Financial Officer
Vice President
Vice President
Vice President
Vice President
Vice President
Vice President
Vice President
Vice President
Assistant Vice President
Assistant Vice President
Assistant Vice President
Assistant Vice President
Assistant Vice President
Assistant Vice President
Assistant Vice President
--·-----------------· --··-~~-
Paul J. lhlel
Paul J. Thiel
Pamela Thiel
Pamela Thiel
Trevo·r J. Thiel
Derek J. Thiel
Dalys Simmers
Scott J. Simmers
Joseph A. Gibbs
Holly Thiel
Ramona Thiel .
Rick Rager
Shelly Macias
Trent Hanna
Mike Beaty
GeoffHill ·
Iv1;,1n Rodriguez
Scott Oaks
Item 1F - Page 11
7. Owners/Investors with a 5% beneficial interest in the Aoolicant Entity or a related entity
EXAMPLE
JANE DOE 50%, ABC COMPANY, Inc.
[name of owner/investor] [percentage of beneficial interest in entity
__ and name of entity]
A.
[name of owner/investor] [percentage of beneficial interest in
entity
and name of entity]
B. -
[name of owner/investor] [percentage of beneficial interest in
entity
and name of entity]
C.
----·-----··· -·---·----· ~ =-:-::-:::;-:;:_:-; ----=---:-:c=·.---------·-----------------=:;----=-:::cc =-----__ ------:::--------·--· ----·-
[name of owner/investor] [percentage of beneficial interest in
entity
and name of entity)
D.
-
[name of owner/investor] [percentage of beneficial interest in
entity
and name of entity]
E.
[name of owner/investor] [percentage of beneficial interest in entity
and name of entity]
I DECLARE UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF
CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
(Revised 09 13 18)
rinted Name, Title-Date
CITY OF PALM SPRINGS -PUBLIC INTEGRITY DISCLOSURE
APPLICANT DISCLOSURE FORM
11:'\;,1 Page 2 of 2 '(!.)
Item 1F - Page 12
RESOLUTION NO. 18834
OF THE CITY COUNCIL OF THE CITY OF PALM
SPRINGS, CALIFORNIA, ESTABLISHING A INEW
REPLACEMENT POLICY FOR CITY EQUIPMENT.
WHEREAS Resolution No. 14138, adopted on February 3, 1982, modified the City Equipment
· Replacement Policy established by Resolution No. 8521, adopted November 8, 1965; and
WHEREAS equipment reliability and longevity has increased as technology has b1::ien perfected
subsequent to the last update of the Equipment Replacement Policy; and
WHEREAS staff, utilizing best management practices during the City's continuing efforts to
balance its budget, has endeavored to extend the service of City equipment beyond the
established policy life of the equipment; and
WHEREAS it is now desirable to establish a new Equipment Replc1cement Polic:y to formally
increase the length of time or mileage the vehicles will be ope1rated by thEi City before
replacement; and
WHEREAS it is also desirable to incorporate language related to the introduction of alternate
fuel vehicles in the City fleet,
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Palm Springs that:
Section 1:
Section II.
Resolution #14138 and any and all other previous Resolutions related to the
City Equipment Replacement are hereby rescinded.
Replacement Schedule: City vehicles shall be replaced in accordance with the
following schedule, provided that the Assistant Director of Transportation,
Surface Transportation & Energy (Fleet Manager) shall have the responsibility
of determining whether exceptionally good or exceptionally poor vehicles shall
be replaced in accordance with the Replacement Schedule or possibly retained
for a greater or lessor period, and upon such determination, departure from the
schedule is allowed, subject to the approval of the Director, Department of
Transportation:
REPLACEMENT SCHEDULE
Vehicle Type Replacement
1. Motorcycles 4 years*
2. Staff cars 6 years 01r 70,000 mili3s
(Bought Used)
3. Police Patrol Units 3 years o:r 90,000 mif13s
4. Police Detective Units 6 years or 70,000 milias
(Bought Used)
5. Truck & PickU1ps
A. Light Duty 8 years or 80,000 mil,es
(Up To 3/4 Toni
8. 1 Ton & Over 10 years
*Note: Age is based on model year.
I
I
I
Item 1F - Page 13
I
I
I
Rl8834
Page 2
6. Specialized Equipment
(Such as Fire Trucks
Sweepers, etc.)
7. Equipment Loss Due To Accident
To be determined by the Fleet
Manager in consultation with the
user Department, subject to the
approval of the Director,
Department of Transportation based
on physical inspection and analysis
of current operating cost data and
mandated Regulations.
Immediately.
Section Ill. Vehicle Assignment/Rotation: Authorized vehicles are assigned to the various
user departments via the budget process. User departments shall determine
whom within their department utilizes which vehicle, except that the City
Manager shall authorize and assign take-home vehicles. The Fleet Manager,
after consulting with user departments, and with the consent of the Director,
Department of Transportation, may rotate vehicles between user departments
for operational efficiency or to extend the useful life of said vehicle.
Section IV. Methods of Acquisition: The Fleet Manager shall acquire City equipment in
accordance with the City's Procurement Ordinance.
Section V. Methods O'f Disposal: The Fleet Manager shall dispose of surplus equipment in
accordance with the City's Procurement Ordinance. Surplus equipment may be
traded in on new or used equipment provided that the value of the trade shall
be included as part of the total expenditure for the purpose of determining
Procurement Ordinance limits compliance.
Section VI. Alternate Fuel Vehicles: The Fleet Manager shall make every effort to
incorporate alternate fuel vehicles within the fleet via purchase or conversion.
Whenever a vehicle is replaced, that operationally is suited for alternate fuel
usage, there is a proven track record for the specific type of vehicle being
replaced, and the specific "engine family" is approved for use in California by
the California Air Resources Board, the bid shall include a comparison of
gasoline/diesel equipment vs alternate fuel equipment.
Section VII. Accessories: After market accessories that are purchased to properly equip a
piece of equipment to carry out its designated function, shall be included in the
overall capital cost component of the City's Motor Vehicle Replacement
account for the particular vehicle to ensure the vehicle user department bears
the full cost of its equipment.
Section VIII. Reporting Format: When a vehicle is being replaced requiring City Council
approval, the Staff Report shall include the following information:
Vehicle type, Identification Number of the vehicle (except for undercover
vehicles), vehicle use characteristics, description of why it is being
replaced, special needs or equipment, alternate fuel options/discussion.
ADOPTED this 5th day of June r 1996,
AYES:
NOES:
ABSENT:
ATTEST:
Members Barnes, Hodges, Oden, Spurgin and Mayor Kleindienst
None
None
LIFORNIA
~~c>(
\--.::,tity Clerk
REVIEWED & APPROVED AS TO FORM.----"W,___;_,u)_. _____________ _