HomeMy WebLinkAbout3/2/2016 - STAFF REPORTS - 2.K. �pPLM ap
G
V N
•k C�OYeo�>tEo ^�Pxx
4``p It City Council Staff Report
Date: March 2, 2016 CONSENT CALENDAR
Subject: AUTHORIZE THE PURCHASE OF 15 NEW REPLACEMENT VEHICLES
FOR THE POLICE DEPARTMENT IN AN AMOUNT NOT TO EXCEED
$800,000
From: David H. Ready, City Manager
Initiated by: Marcus L. Fuller, Assistant City Manager/City Engineer
SUMMARY
Approval of this item will authorize the purchase of 15 new vehicles for the Police
Department to replace 12 existing Ford Crown Victoria police cruisers and 3 Ford 500
sedans in amount not to exceed $800,000.
RECOMMENDATION:
1) Authorize the purchase of 15 new replacement vehicles for the Police
Department (conventional gasoline [non-CNG] vehicles), including required
outfitting, to replace Units 200506, 201706, 202206, 203107, 204207, 204407,
204807, 205806, 207007, 207808, 209406, 2D0707, 2D0907, 2D1708, and
2D4907, in an amount not to exceed $800,000; and
2) 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, in a total cumulative amount
not to exceed $800,000.
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.
ITEM NO.
City Council Staff Report
March 2, 2016-- Page 2
Authorization to Purchase Vehicles
vehicle replacement solely on vehicle age or mileage; vehicle replacement has occurred
on an emergency basis focused on replacing vehicles damaged in accidents, and has
primarily focused on public safety vehicle replacements. Currently, the backlog on
vehicle replacement consistent with the City Council's Replacement Schedule policy
adopted as part of Resolution No. 18834 is over 100 vehicles with a total replacement
cost of over $8 Million. Given this backlog, staff has evaluated and recommends at this
time the City Council authorize purchase of replacement vehicles for the Police
Department, as identified in the following list.
Unit# Year Make/Model Mileage
200506 2006 Ford Crown Victoria 130,358
201706 2006 Ford Crown Victoria 122,476
202206 2006 Ford Crown Victoria 112,098
203107 2007 Ford Crown Victoria 122,324
204207 2007 Ford Crown Victoria 115,716
204407 2007 Ford Crown Victoria 114,046
204807 2007 Ford Crown Victoria 109,232
205806 2006 Ford Crown Victoria 108,519
207007 2007 Ford Crown Victoria 105,882
207808 2008 Ford Crown Victoria 114,628
209406 2006 Ford Crown Victoria 118,643
2DO707 2007 Ford 500 107,008
2DO907 2007 Ford 500 111,770
2D1708 2008 Ford Crown Victoria 141 ,362
2D4907 2007 Ford 500 129,138
Section II of Resolution No. 18834 identifies a Replacement Schedule, whereby police
patrol units are to be replaced whenever the vehicle reaches 3 years of age or 90,000
miles, and whereby police detective units are to be replaced whenever the vehicle
reaches 6 years of age or 70,000 miles. All of the vehicles identified for replacement
meet the requirements for replacement pursuant to the City Council's adopted policy.
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
02
City Council Staff Report
March 2, 2016-- Page 3
Authorization to Purchase Vehicles
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.
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 have conventional gasoline
(non-CNG) fuel systems, and staff recommends that the vehicle replacements identified
for the Police Department be purchased as conventional gasoline (non-CNG) fuel
systems given the particular requirements for high-speed, high performance, patrol
cruisers and detective units for use by the Police Department.
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 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 $2.1 Million for purchase of new vehicles. The estimated cost
to replace a Ford Crown Victoria completely outfitted for use by the Police Department
is $53,000, and to replace a Ford 500 detective sedan is $46,000. The estimated cost to
replace the 12 Ford Crown Victoria vehicles is $636,000 and the 3 Ford 500 detective
sedan vehicles is $138,000 for a total estimated cost of $774,000. Staff recommends
that the City Council authorize a total expenditure of up to $800,000.
SUBMITTED:
Prepared by:
i�
Marcus . Ful er, MPA, P.E., P.L.S. David H. Read h.D
Assistant City Manager/City Engineer City Manager
Attachments:
1. Resolution No. 18834
03
ATTACHMENT 1
04
�,asne��'ad by
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 THEREroRE 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 Type placement
1. Motorcycles 4 years'
2. Staff cars 6 years or 70,000 miles
(Bought Used)
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 314 Ton)
B. 1 Ton & Over 10 years
*Note: Age is based on model year. 05
R18B34
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
wham 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 Acouisition: 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 PALM SPRIN LIFORNIA
--City Clerk c //City Man gel-
REVIEWED & APPROVED AS TO FORM W. 06
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 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 IX, 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 Vehiclellnvestigative Vehicle, Police Patrol Unit, and Unmarked Police
Unit. The limitations for each class shall he as follows:
1. Executive/Fire Emergency/Investigative Vehicle may be approved and assigned by the
City Manager. Any limiting conditions on the use of the vehicle shall 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 he 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. I 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, Oden, Spurgin and Mayor Kleindienst
NOES: None
ABSENT: None
ATTEST: CITY O PALM SPRINGS, fONIA
' R
City Clerk City M ) a
REVIEWED & APPROVED AS TO FORM W
07