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0441FOst City Council Staff Report
Date: May 2, 2018 CONSENT CALENDAR
Subject: AUTHORIZE THE PURCHASE OF 4 REPLACEMENT TRUCKS AND 2
GENERAL SERVICE VEHICLES FOR AIRPORT OPERATIONS
DIVISION, POLICE DEPARTMENT, VACATION RENTAL COMPLAINCE
DEPARTMENT AND 1 REPLACEMENT TRACTOR FOR THE PARK
MAINTENANCE DIVISION IN AN AMOUNT NOT TO EXCEED $410,000
From: David H. Ready, City Manager
Prepared by: Maintenance & Facilities Department
SUMMARY
This action will authorize the purchase of new vehicles and equipment, in an amount not
to exceed $410,000 as follows: (i) authorize issuance of Purchase Orders for purchase
and installation of vehicle outfitting and equipment for 4 new trucks for Airport
Operations Division, at an estimated cost of $220,000; (Y) authorize issuance of
Purchase Orders for purchase and installation of vehicle outfitting and equipment for 1
new Ford Explorer for the Police Department at an estimated cost of $56,000; (ifi)
authorize issuance of Purchase Orders for purchase and installation of vehicle outfitting
and equipment for the Vacation Rental Compliance Department for 1 new Chevrolet
Volt (Hybrid) vehicle at an estimated cost of $40,000; and 1 new Ford or Chevrolet
Truck at an estimated cost of $56,000; (iv) authorize issuance of Purchase Orders for
purchase and installation of vehicle outfitting and equipment for 1 new tractor for various
City Departments to replace existing equipment, at an estimated cost of$38,000.
RECOMMENDATION:
1) Authorize the purchase of 4 new Ford or Chevrolet trucks (alternative fuel
equivalent) vehicle and outfitting for the Airport Operations Division not to exceed
$220,000; and
2) Authorize the purchase of 1 new Ford Explorer XLT vehicle and outfitting for the
Police Department not to exceed $56,000; and
3) Authorize the purchase of 1 new Chevrolet Volt (Hybrid) vehicle and outfitting for
the Vacation Rental Compliance Department not to exceed $40,000; and
ITEM N0. -1 - "5'
City Council Staff Report
May 2, 2018— Page 2
Authorization to Purchase Vehicles
4) Authorize the purchase of 1 new Ford or Chevrolet Truck (alternative fuel
equivalent) vehicle and outfitting for the Vacation Rental Compliance Department
not to exceed $56,000; and
5) Authorize the purchase of 1 new Bobcat Skid Steer (alternative fuel equivalent)
tractor for the Maintenance & Facilities Department (Park Maintenance Division)
to replace Unit 300603 not to exceed $38,000; and
6) Authorize staff to conduct the appropriate bid processes, or utilize cooperative
purchase contracts if available, in accordance with Procurement procedures and
authorize the City Manager to execute all necessary documents, including
Purchase Orders for the new replacement vehicles and equipment, in a total
cumulative amount not to exceed $410,000.
BACKGROUND:
The Vacation Rental Compliance Department, established in fiscal year 2016-2017, and
currently comprised of 8 of 9 approved positions as shown below:
Vacation Rental Compliance Official (2)
Account Clerk II (2)
Code Compliance Officer (3)
Building Inspector (1)
Account Technician, Senior(1)
The final position has been selected and will begin employment with the City, on July
23, 2018. As the main function of this department requires the Compliance Officers to
be on patrol, staff is requesting 2 additional vehicles for a department total of 4 vehicles
to be shared by the Vacation Rental Compliance Officers.
On June 5, 1996, the City Council adopted Resolution No. 18834, establishing a new
Equipment Replacement Policy. Section II "Replacement Schedule" outlined a
requirement to replace vehicles within a certain number of years or mileage varying on
the type of vehicle (safety vehicles replaced more frequently vs. general staff vehicles). A
copy of Resolution No. 18834 is included as Attachment 1. However, over the last
several years during the economic recession, as part of its adoption of the City's budgets
the City Council has suspended Section II of Resolution No. 18834 deferring mandatory
vehicle replacement solely on vehicle age or mileage; vehicle replacement has occurred
on an emergency basis focused on replacing vehicles damaged in accidents, or
replacement of public safety vehicles. Given the high mileage and repair costs for the
Airport trucks and Park Maintenance tractor, staff has evaluated and recommends at this
time the City Council authorize purchase of 8 replacement vehicles and equipment for
various City Departments, as identified in the following, Table 1 .
02
City Council Staff Report
May 2, 2018— Page 3
Authorization to Purchase Vehicles
Unit# Year Make/Model Mileage
800199 1999 Ford F-250 90 205
801512 2012 Chevrolet Silerado 1500 112,730
805712 2012 Chevrolet SiNerado 1500 102,958
800599 1999 Ford Ranger 71,700
NIA 2018 Ford or Chevrolet Truck NIA
NIA 2018 Chevrolet Volt NIA
NIA 2018 Ford Explorer XLT NIA
502102 2002 Kubota Tractor 7,048
Table 1
Section II of Resolution No. 18834 identifies a Replacement Schedule, staff cars are to be
replaced whenever the vehicle reaches 6 years of age or 70,000 miles, and whereby light
duty trucks are to be replaced whenever the vehicle reaches 8 years of age or 80,000
miles. All of the vehicles identified for replacement meet the requirements for
replacement pursuant to the City Council's adopted policy; these vehicles represent the
oldest vehicles in the City's fleet with either the most mileage or the most accumulated
vehicle repair costs warranting their replacement.
Alternate Fuel Vehicle Policy
Section VI of Resolution No. 18834 states: 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 is operationally 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...
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes
of projects that do not have a significant effect on the environment, and are declared to
be categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301 "Existing Facilities," Class 1(d) projects
consisting of restoration or rehabilitation of deteriorated or damaged structures,
facilities, or mechanical equipment to meet current standards of public health and safety
are considered exempt from CEQA.
03
City Council Staff Report
May 2, 2018—Page 4
Authorization to Purchase Vehicles
FISCAL IMPACT:
The estimated cost to purchase the replacement vehicles and equipment is identified in
the following, Table 2:
Replacing Unit# Make/Model Estimated Price
800199 Ford or Chevrolet Truck $56 000
90702 Ford or Chevrolb�t Truck $56 000
1 P5101 Ford or Chevrolet Truck $56 000
1 P5206 Ford or Chevrolet Truck $56 000
1 P5306 Ford Explorer XLT $54 000
32013 Ford or Chevrolet Truck $54 000
320605 Chevrolet Volt (Hybrid) $38 000
3T1691 Bobcat Skid Loader Tractor $40 000
Total Estimated Cost: $410,000
Table 2
The Motor Vehicle / Fleet Fund in Account No. 510-5475-50020 currently has an
available balance of $1.4 Million for purchase of new vehicles. The Airport Fund
currently has funds available for purchase the of the 4 Airport vehicles with an estimated
cost of $220,000 in Account 416-6501-56132 and the Vacation Rental Compliance
Department has funds available in Account No. 001-1155-50020 with an estimate of
$90,000.
The total estimated cost of the vehicle and equipment replacements is $410,000 and
staff recommends that the City Council authorize a total expenditure not to exceed
$410,000 to be funded from the following sources:
• Motor Vehicle / Fleet Fund, Account No. 510-5475-50020; $100,000
• Vacation Rental Compliance Department Account No. 001-1155-50020; 90,000
• Airport Capital Projects Fund, Account No. 416-6501-56132; $220,000
SUBMITTED:
4 k
Staci A. Schaf r
'rector of Maintenance & Facilities
Marcus L. Fu I r, PA, P.E., P.L.S. David H. Ready, Esq.
Assistant City Manager/City Engineer City Manager
Attachment: Resolution No. 18834
04
ATTACHMENT 1
05
/fir,,rUG^no-� by .
HLSOLUTION NO. 18834
OF THE CITY COUNCIL OF THE CITY OF PALM
SPRINGS, CALIFORNIA, ESTABLISHING A NEW
REPLACEMENT POLICY FOR CITY EQUIPMENT.
WHEREAS Resolution No. 14138,adopted on February 3, 1982,modified the City Equipment
uipment ,
Replacement Policy established by Resolution No. 8521, adopted November 8, 1965; and
WHEREAS equipment reliability and longevity has increased as technology has been 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 Replacement Policy to formally
increase the length of time or mileage the vehicles will be operated by the 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 t: Resolution #14138 and any and all other previous Resolutions related to the
City Equipment Replacement are hereby rescinded. ,
Section 11. 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 greeter 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 Repilacelnen;
1. Motorcycles 4 years'
2. Staff cars 6 years or 70,000 rniles
(Bought Usedl
3. Police Patrol Units 3 years or 90,000 miles
4. Police Detective Units 6 years or 70,000 miles
(Bought Used) '
5. Truck & Pickups
A. Light Duty 8 years or 80,000 miles
(Up To 3/4 Ton)
B. 1 Ton & Over 10 years
'Note: Age is based on model year.
06
R18834
Page 2
6. Specialized Equipment To be determined by the Fleet
(Such as Fire Trucks Manager in consultation with the
Sweepers, etc.) 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.
7. Equipment Loss Due To Accident 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 bemeen 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 of 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 or its equipment.
Section Vlll. Reporting F rma : 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 reads or equipment, alternate fuel aptionsldiscussion.
ADOPTED this 5th day of June , 1996.
' AYES: Members Barnes, Hodges, Oden, Spurgin and Mayor Kleindienst
NOES: None
ABSENT: None
ATTEST: CITY PALM SPRIN LIFORNIA
gv.. t1 c
"- City Clerk //City Mange
REVIEWED & APPROVED AS TO FORM d 0,pj
RESOLUTION NO. 18925
OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS,
CALIFORNIA,AMENDING THE CITY EOU IPMENT REPLACEMENT
POLICY,RESOLUTION NO. 18834, BY ADDING A SECTION ON
"TAKE HOME VEHICLES."
' WHEREAS Resolution No. 18834 was adopted by the City Council on June 5, 1996,
establishing a new Equipment Replacement Policy for the City; and
WHEREAS it is now desirable to add a section on "Take Home Vehicles" to the policy,
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Palm Springs that
Resolution No. 15834 is hereby amended by adding a new Section IX entitled "TAKE HOME
VEHICLES," as follows:
Section DL Take-Home Vehicles: There is hereby established a category of vehicle entitled
"Take Home Vehicles." This category is broken down into the classifications of Executive
Vehicle/Fire Emergency Vehicle/Investigative Vehicle, Police Patrol Unit, and Unmarked Police
Unit. The limitations for each class shall he as follows:
1. ExecutivelFire Emercienevllnvestioative Vehicle may be approved and assigned by the
City Manager. Any limiting conditions on the use of the vehicle shelf be as determined
by the City Manager.
p. ftlwce Patrol Unit may be authorized by the City Manager to be used, if desired, by any
Police Officer,Patrol Sergeant or Uniformed Lieutenant living within the city limits, but
the City Manager may require that the vehicle be assigned to the Officer, Sergeant or
Lieutenant for a minimum of 6 years. The vehicles may be utilized for business or
personal trips within the city limits. The vehicle is to be parked in plain view of the
officer's residence(not in a garage). While off-duty, Officers,Sergeants or Lieutenants
shall respond to "Felony in Progress" or "Officer Needs Assistance" calls.
3. Unmarked Police Unit may be allowed by the City Manager for Detectives living within
a 30 mile radius of the city limits. Vehicle may be utilized for City business and
incidental uses (such as stopping at market, dropping kids off at school, etc. ) to and
from work. Trips outside of the authorized area of use shall be subject to approval of
the City Manager.
Modifications to the above may be allowed with Department Head recommendation and
Director of Transportation approval, appealable to the City Manager.
ADOPTED this 6th day of November , 1996.
AYES: Members Barnes, Hodges, Aden, Spurgin and Mayor Klefadienst
NOES: None
ABSENT: None
ATTEST: CITY 05 SPRINGS, FO�NIA
B -, „`.
City Clerk city
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REVIEWED & APPROVED AS TO FORM !/v
08