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City Council Staff Report
Date: April 6, 2016 CONSENT CALENDAR
Subject: AUTHORIZE THE PURCHASE OF 20 NEW REPLACEMENT VEHICLES
AND EQUIPMENT IN AN AMOUNT NOT TO EXCEED $1,000,000
From: David H. Ready, City Manager
Prepared by: Marcus L. Fuller, Assistant City Manager/City Engineer
SUMMARY
Approval of this item will authorize the purchase of 13 new vehicles, 2 new battery
powered arrow boards, 2 new diesel powered pressure washers, 2 new gasoline
powered all-purpose utility vehicles, and 1 new gasoline powered paint striper machine
for various City Departments to replace existing vehicles and equipment, in amount not
to exceed $1,000,000.
RECOMMENDATION:
1) Authorize the purchase of 1 new Ford or Chevrolet 15 passenger van (CNG) for
the Parks & Recreation Department to replace Unit 070602;
2) Authorize the purchase of 1 new Chevrolet Volt (Hybrid) vehicle for the Building
& Safety Department to replace Unit 090702;
3) Authorize the purchase of 3 new Ford F-150 trucks, or equivalent sport utility
vehicle model, (conventional gasoline [non-CNG] vehicles), including required
outfitting, for the Fire Department to replace Units 1 P5101, 1 P5206, and 1 P5306;
4) Authorize the purchase of 2 new Chevrolet CNG trucks for the Public Works &
Engineering Department (Engineering Division) to replace Units 320103, and
320605;
5) Authorize the purchase of 2 new battery powered arrow boards for the Public
Works & Engineering Department (Street Maintenance Division) to replace Units
3T1691 and 3T1791;
ITEM NO.
City Council Staff Report
April 6, 2016-- Page 2
Authorization to Purchase Vehicles
6) Authorize the purchase of 2 new Chevrolet CNG trucks for the Public Works &
Engineering Department (Street Maintenance Division) to replace Units 301099
and 306501;
7) Authorize the purchase of 1 new Ford F-550 CNG dump truck for the Public
Works & Engineering Department (Street Maintenance Division) to replace Unit
306601;
8) Authorize the purchase of 1 new Chevrolet CNG truck for the Facilities &
Maintenance Department to replace Unit 500196;
9) Authorize the purchase of 2 new pressure washers (conventional gasoline/diesel
powered) for the Facilities & Maintenance Department to replace Units 504005
and 504110;
10) Authorize the purchase of 2 new Kawasaki Mule all-purpose utility vehicles
(conventional gasoline/diesel powered) for the Airport to replace Units 800908
and 801308;
11) Authorize the purchase of 1 new paint striping machine (conventional
gasoline/diesel powered) for the Airport to replace Unit 803207;
12) Authorize the purchase of 1 new Ford or Chevrolet 15 passenger van (CNG) for
the Public Works & Engineering Department (Fleet Maintenance Division) to
replace existing van, Unit 990103;
13) Authorize the purchase of 1 new Chevrolet CNG truck for the Public Works &
Engineering Department (Fleet Maintenance Division) to replace Unit 990103;
14) 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 $1,000,000.
STAFF ANALYSIS:
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
0 2
City Council Staff Report
April 6, 2016-- Page 3
Authorization to Purchase Vehicles
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 recommend the City Council authorize purchase of 20
replacement vehicles and equipment for various City Departments, as identified in the
following list.
Unit# Year Make/Model Mileage
070602 2002 Ford E-350 Van (CNG) 78,512
090702 2002 Taurus (Gasoline) 76,652
1 P5101 2001 Ford F-150 (Gasoline) 117,960
1 P5206 2006 Ford F-150 (Gasoline) 115,942
1P5306 2006 Ford F-150 (Gasoline) 103,001
32013 2003 Ford Ranger (Gasoline) 96,474
320605 2005 Ford F-150 (Gasoline) 129,868
3T1691 1991 Arrow Board Trailer (Battery) N/A
3T1791 1991 Arrow Board Trailer (Battery) N/A
301099 1999 Ford F-350 Flatbed (Gasoline) 138,746
306501 2001 Ford Ranger (Gasoline) 115,821
306601 2001 Ford F-550 Dump Truck (Gasoline) 117,799
504110 2010 Hydro-Tek Pressure Washer (Gas) NIA
504005 2005 Hydro-Tek Pressure Washer (Gas) N/A
500196 1996 Ford F-150 (CNG/Gas) 98,999
800908 2008 John Deere Gator (Diesel) N/A
801308 2008 John Deere Gator (Diesel) NIA
803207 2007 M-B Striper (Diesel) N/A
990103 2003 Ford Explorer (Gasoline) 132,572
990596 1996 Dodge P/U % Ton (Gasoline) 125,658
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(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
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City Council Staff Report
April 6, 2016-- Page 4
Authorization to Purchase Vehicles
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 Califomia by the California Air Resources Board, the bid
shall include a comparison of gasoline/diesel equipment vs alternate fuel equipment.
Generally, the City has not purchased new public safety vehicles with alternate fuel, or
CNG fuel systems. The list of vehicles identified in this report includes replacement of
three gasoline powered Ford F-150 light duty trucks for the Fire Department that were
assigned to the Deputy Fire Chief or Battalion Chiefs as immediate response vehicles,
and the Fire Chief has requested that these vehicles be replaced with Ford F-150 light
duty trucks or equivalent sport utility vehicles using conventional gasoline (non-CNG) fuel
systems given the particular requirements for high-speed, high performance, response
vehicles for use by the Fire Department.
The other 17 vehicles or equipment identified for replacement are available with CNG fuel
systems, with the exception of:
• Kawasaki Mule all-purpose utility vehicles for general use by the Airport replacing
existing John Deere Gator (diesel powered) all-purpose utility vehicles — these types
of all-purpose utility vehicles are not currently available with CNG fuel systems;
• M-B Striper for use by the Airport to install traffic striping and markings on the Airport
runways — this type of vehicle is not currently available with CNG fuel systems;
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.
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City Council Staff Report
April 6, 2016 -- Page 5
Authorization to Purchase Vehicles
FISCAL IMPACT:
The estimated cost to purchase the replacement vehicles and equipment is identified in
the following Table:
Replacing Make/Model Estimated Price
Unit#
070602 Ford or Chevrolet Van (CNG) $45,000
090702 Chevrolet Volt (Hybrid) $31,000
1 P5101 Ford F-150 (Gasoline) $65,000
1 P5206 Ford F-150 (Gasoline) $65,000
1 P5306 Ford F-150 (Gasoline) $65,000
32013 Chevrolet Truck (CNG) $57,000
320605 Chevrolet Truck (CNG) $62,000
3T1691 Arrow Board Trailer (Battery) $17,000
3T1791 Arrow Board Trailer (Battery) $17,000
301099 Chevrolet Truck (CNG) $62,000
306501 Chevrolet Truck (CNG) $57,000
306601 Ford F-550 Dump Truck (CNG) $80,000
504110 Hydro-Tek Pressure Washer (Gas) $14,000
504005 Hydro-Tek Pressure Washer (Gas) $14,000
500196 Chevrolet Truck (CNG) $57,000
800908 Kawasaki Mule (Gas) $20,000
801308 Kawasaki Mule (Gas) $20,000
803207 M-B Striper (Diesel) $100,000
990103 Ford or Chevrolet Van (CNG) $50,000
990596 Chevrolet Service Truck (CNG) $72,000
Total Estimated Cost: $970,000
The City Council approved an appropriation of $500,000 for purchase of motor vehicles
as part of the Fiscal Year 2015/2016 budget, which was added to existing balance
within the Motor Vehicle / Fleet Fund in Account No. 510-5475-50020. Currently, there
is an available balance of $1.3 Million for purchase of new vehicles. The City Council
also approved an appropriation of$155,000 from the Airport Fund for purchase of motor
vehicles as part of the Fiscal Year 2015/2016 budget, in Account 416-6501-56132;
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City Council Staff Report
April 6, 2016 — Page 6
Authorization to Purchase Vehicles
these funds are currently budgeted and available for purchase of the three Airport
vehicles with an estimated cost of$140,000.
The Agua Caliente Band of Cahuilla Indians recently contributed $35,000 to the City of
Palm Springs for use by the James 0. Jessie Desert Highland Unity Center, which has
been received for expenditure in the Special Projects Fund (Fund 160), in Account No.
160-4515-60147. This funding will be used with a prior contribution from the Tribe which
was received for expenditure in the Capital Projects Fund (Fund 261), in Account No.
261-2493-51534, with a remaining balance available of $5,000 for use in purchasing a
replacement van for the Parks & Recreation Department.
The total estimated cost of the vehicle and equipment replacements is $970,000 and
staff recommends that the City Council authorize a total expenditure of up to $1,000,000
to be funded from the following sources:
• Motor Vehicle / Fleet Fund, Account No. 510-5475-50020; $820,000
• Airport Capital Projects Fund, Account No. 416-6501-56132; $140,000
• Special Projects Fund, Account No. 160-4515-60147; $35,000
• Capital Projects Fund, Account No. 261-2493-51534; $5,000
SUBMITTED:
Prepared by:
Marcus L. Fuller, M A, . ., P.L.S. David H. Ready, Esq
Assistant City Manager/City Engineer City Manager
Attachments:
1. Resolution No. 18834
06
ATTACHMENT 1
07
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 III. 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 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 of its equipment.
Section Vill. 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 , 1996.
AYES: Members Barnes, Hodges, Oden, Spurgin and Mayor Kleindienst
NOES: None
ABSENT: None
ATTEST: CITY 0 PALM SPRIN LIFORNIA
-City Clerk s Cit1y..Man ge
REVIEWED & APPROVED AS TO FORM �.btp• (;R