HomeMy WebLinkAbout7/5/2017 - STAFF REPORTS - 1.K. �OEPpLM ap4
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Cq</FORN�P City Council Staff Report
Date: July 5, 2017 CONSENT CALENDAR
Subject: AUTHORIZE THE PURCHASE OF 11 NEW VEHICLES AND
EQUIPMENT IN AN AMOUNT NOT TO EXCEED $550,000
From: David H. Ready, City Manager
Prepared by: Department of Maintenance & Facilities
SUMMARY
Approval of this item will authorize the purchase of 11 new vehicles and equipment for
various City Departments, in amount not to exceed $550,000. These vehicles represent
the oldest vehicles with the most mileage and accumulated repair costs in the City's
fleet. It should be noted that, although there are no new Police Department patrol
cruisers included in this vehicle purchase, in March 2016 the Council approved the
purchase of 15 new vehicles for the Police Department, including 11 new patrol cruisers
— all of which were delivered for use by January 2017. Staff will bring forward a request
to purchase 5 new patrol cruisers in September 2017.
RECOMMENDATION:
1) Authorize the purchase of 1 new Ford F250 for the Police Department;
2) Authorize the purchase of 1 new Ford Edge for the Police Department;
3) Authorize the purchase of 4 new Ford F150 (CNG/alternative fuel equivalent) or
similar for the Building & Safety Department to replace Unit 090502, 090602,
090802, 090901;
4) Authorize the purchase of 5 new Ford F150 (CNG/alternative fuel equivalent) or
similar for the Facilities & Maintenance Department to replace Units 060301,
060400, 061200, 066201 and 061000;
5) 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 $550,000.
ITEM NO. .x
City Council Staff Report
July 5, 2016 --Page 2
Authorization to Purchase Vehicles
STAFF ANALYSIS:
On May 3, 2017 City Council approved the acceptance of a grant from the California
Board of State and Community Corrections (BSCC) in the amount of $69,000 for the
purchase of a new, heavy duty, 4-wheel drive pickup for the Community Policing Team,
Additionally the purchase of a vehicle for the Police Department's Citizens on Patrol
program would increase public safety and enhance the Police Department's ability to
serve the public. Staff recommends the City Council authorize the purchase of both
vehicles for the Police Department.
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. Currently, we are working to reduce the backlog on
vehicle replacement and staff recommends the City Council authorize the purchase of 11
replacement vehicles and equipment for various City Departments, as identified in the
following list.
Unit# Year Make/Model Mileage
090502 2002 FORD F150 (CNG) 57,746
090602 2002 FORD F150 (CNG) 78,145
090802 2002 FORD F150 (CNG) 83,921
090901 2001 FORD F150 (CNG) 66,211
060301 2001 FORD F150 (CNG) 50,841
060400 2000 FORD F150 (CNG) 53,282
061200 2000 FORD F150 (CNG) 87,059
66201 2001 FORD F150 (CNG) 97,739
061000 2000 FORD F150 (CNG) 82,790
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.
City Council Staff Report
July 5, 2016-- Page 3
Authorization to Purchase Vehicles
Alternate Fuel(CNG) 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:
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.
FISCAL IMPACT:
The estimated cost to purchase the replacement and additional vehicles and equipment
is identified in the following Table:
Replacing Make/Model Estimated Price
Unit#
Addition Ford F-250 (Gasoline) $50,000
Addition Ford Edge (Gasoline) $30,000
090502 Ford F-150 (CNG/altemative fuel) $50,000
090602 Ford F-150 (CNG/altemative fuel) $50,000
090802 Ford F-150 (CNG/alternative fuel) $50,000
090901 Ford F-150 (CNG/altemative fuel) $50,000
060301 Ford F-150 (CNG/alternative fuel) $50,000
060400 Ford F-150 (CNG/alternative fuel) $50,000
061200 Ford F-150 (CNG/alternative fuel) $50,000
066201 Ford F-150 (CNG/altemative fuel) $50,000
061000 Ford F-150 (CNG/altemative fuel) $50,000
Total Estimated Cost: $530,000
03
City Council Staff Report
July 5, 2016—Page 4
Authorization to Purchase Vehicles
On May 3, 2017 the City Council approved a grant from the California Board of State
and Community Corrections of $69,000 for the purchase of a motor vehicle, in Account
No. 261-3201-52110; There is an available balance of $32,879 in the Citizens on Patrol
Fund in Account No. 160-4524-52027; There is an available balance of $1.2 Million for
the purchase of replacement vehicles within the Motor Vehicle / Fleet Fund in Account
No. 510-5475-50020. These funds are currently budgeted and available for purchase of
the recommended additional and replacement vehicles.
The total estimated cost of the vehicles and equipment recommended for purchase is
$530,000 and staff recommends that the City Council authorize a total expenditure of up
to $550,000 to be funded from the following sources:
• Grant, Account No. 261-3201-52110; $79,000
• COP Fund, Account No. 160-4524-52027; $32,879
• Motor Vehicle / Fleet Fund, Account No. 510-5475-50020; $438,121
SUBMITTED:
epared by:
Staci A. Schafer David H. Ready, Esq.,P .
Director of Maintena Facilities City Manager
Marcus L. Fuller, MPA, P.E., P.L.S.
Assistant City Manager
Attachments:
1. Resolution No. 18834
04
ATTACHMENT 1
RESOLUTION 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 '
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 1: 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 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 Tyoe Replacement
1. Motorcycles 4 years'
2. Staff cars 6 years cr 70,000 miles
(Bought Used)
3. Police Patrol Units 3 years or 80,000 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 314 Ton)
B. 1 Ton & Over 10 years
*Note: Age is based on model year.
RIBB34
Page 2
S. 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 111. 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 whidi 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 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
place 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. Reoortina 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 , lase.
AYES: Members Barnes, lodges, Oden. Spurgin and Mayor Kleindienst
NOES: None
ABSENT: None
, ATTEST: CITY PALM SPRIN LIFORNIA
l
ity Clerk //C''ity Man ge
REVIEWED &APPROVED AS TO FORM W.A)• 07
RESOLUTION NO. 18925
OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS,
CALIFORNIA,AMENDING THE CITY EQUIPMENT 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 6, 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. f B834 is hereby amended by adding a now Section IX entitled "TAKE HOME
VEHICLES," as follows:
Section IX. Take blame 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/lnvestigadve Vehicle, Police Patrol Unit, and Unmarked Police
Unit. The limitations for each class shall be as follows:
1. Executive/Fire Emeraenevllnvestinative Vehicle may be approved and assigned by the
City Manager. Any limiting conditions on the use of the vehicle shell be as determined
by the City Manager.
2. Police 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.
S. Unmarked Police Urwt maybe 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 shalt 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, Oder, Spurgin and Mayor Kleindienst
NOES: None
ABSENT: None
ATTEST: CITY O ALM SPRINGS, FOLA
City Clerk City M a
REVIEWED & APPROVED AS TO FORM
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