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Home My WebLink About10/15/2014 - STAFF REPORTS - 2.P. ;Op PALM si09 iy u m M �fO � +roon+' r C441FOR City Council Staff Report Date: October 15, 2014 CONSENT CALENDAR Subject: AUTHORIZE THE PROCUREMENT PROCESS AND PURCHASE OF 18 NEW REPLACEMENT VEHICLES AND RELATED VEHICLE EQUIPMENT (5 OF WHICH ARE ALTERNATIVE/FUEL EFFICIENT VEHICLES). From: David H. Ready, City Manager Initiated by: Fleet Operations SUMMARY This action would authorize staff to purchase 18 new replacement vehicles / pieces of equipment (5 of which are alternative fuel/efficient vehicles) including a water recycling vehicle wash system, for use by various City Departments as outlined on the attached list in a total amount not to exceed $1,055,000. RECOMMENDATION: 1. Approve the purchase of (1) Wheel Loader in an amount not to exceed $240,000. 2. Approve the purchase (1) Water Recycling Vehicle Wash System in an amount not to exceed $135,000. 3. Approve the purchase of four (4) New Patrol Vehicles in an amount not to exceed $204,000. 4. Approve the purchase of two (2) Patrol Motorcycles in an amount not to exceed $42,000. 5. Approve the purchase of (1) Alternative/Fuel Efficient Van in an amount not to exceed $40,000. 6. Approve the purchase of (1) Fire Command SUV in an amount not to exceed $76,000. 7. Approve the purchase of (1) Alternative/Fuel Efficient Pick-Up in an amount not to exceed $60,000. z ITEM NO. P. City Council Staff Report October 15, 2014- Page 2 2014-15 Vehicle Replacement 8. Approve the purchase of (1) Alternative/Fuel Efficient Truck in an amount not to exceed $85,000. 9. Approve the purchase of Airport Replacement Vehicles (1) Boom Lift in an amount not to exceed $31,000, (1) Trailer not to exceed $10,000, 2 New Light Towers in an amount not to exceed $20,000, (1) Alternative/Fuel Efficient Fire/Airport Runway Truck in an amount not to exceed $61,000, and (1) Airport Patrol Vehicle not to exceed $51,000. 10. Approve the outfitting of all Public Safety Vehicles pursuant to City Council approved and awarded BID No. IFB 14-09. 11. 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 all purchase orders for the approved list of vehicles, to expedite the acquisition process. 12. Adopt Resolution No. , "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2014-15, FOR VEHICLE REPLACEMENT." STAFF ANALYSIS: The City inventory of vehicles and equipment is examined annually in conjunction with the budget process to determine which units meet criteria established by the City Council in Resolution Number 18834 for replacement, as follows: WHEEL LOADER (1) ESTIMATED COST $240 000 One Wheel Loader for use by the Street Department, the existing loader is 11 years old and is repeatedly down for weeks at a time for repairs. When out of use a rental loader is $2,500 per week. In fiscal year 2013-14 the total cost for renting a wheel loader was approximately $11,000. In addition loader repair costs totaled $18,500 and it was out of service 72 days. During this down time there were 22 emergency call outs where we either had to call a contractor (Tri-Star) at a cost of $10,000 each time or do without by not cleaning the roadway and just coning it off, which compromises safety. On average we need to call out a contractor 3-4 times a year, last year we used a contractor twice. The loader is used daily for grading road shoulders, loading debris at the City Yard, and emergencies such as clearing accident debris, poles, etc., cleaning mud and sand from roads, and cleaning palm fronds. It is the highest used and most important vehicle in the Street Department. 02 City Council Staff Report October 15, 2014 - Page 3 2014-15 Vehicle Replacement VEHICLE WASH SYSTEM (1) ESTIMATED COST $135,000 One new, water recycling vehicle wash system for use by all City vehicles. The existing car wash at the City Yard is over 20 years old and does an unacceptable job cleaning city vehicles. Parts are no longer available for the system which does not recycle water. The proposed new vehicle wash system includes a complete below ground water recovery system which has a pump to recycle wash water. POLICE PATROL VEHICLES (4) ESTIMATED COST $51,000 (outfitted) POLICE MOTORCYCLES (2) ESTIMATED COST $21 000 (outfitted) Four new Patrol Vehicles and two new Patrol Motorcycles, for use by the Police Department, in a total amount not to exceed $246,000. The estimated per unit cost of the Patrol Vehicle is $34,000, and the estimated per unit outfitting cost is $17,000. The estimated per unit cost of a Motorcycle is $17,000, and the estimated per unit cost outfitting cost is $4,000. ALTERNATIVE/FUEL EFFICIENT VAN (1) ESTIMATED COST $40 000 One Alternative/Fuel Efficient van for the Recreation Department, replacing a 12-year old van used for the transportation of youth. FIRE COMMAND SUV (1) ESTIMATED COST $76 000 (outfitted) One Fire Department Command SUV, replacing a 12-year old SUV used by Fire Department Command Staff. The cost of the vehicle is $62,000, and the estimated cost of the outfitting is $14,000. ALTERNATIVE/FUEL PICK-UP (1) ESTIMATED COST $60 000 One Alternative Fuel/Efficient Pick-Up for Street Maintenance to replace the 13-year old Ford Ranger. ALTERNATIVE/FUEL TRUCK (1) ESTIMATED COST $85 000 One Alternative Fuel/Efficient Truck for Parks Maintenance to replace the 15-year old Ford F-250Truck. VARIOUS AIRPORT VEHICLES ESTIMATED COST $173 000 Used exclusively by the Palm Springs International Airport, One Portable Boom Lift replacing a 15-year old Boom Truck, in an amount not to exceed $31,000. One Tool Trailer, replacing a 17-year old Trailer, not to exceed $10,000. One Alternative/Fuel Efficient Fire/Airport Runway Truck, replacing a 15-year old Truck, in an amount not to exceed $61,000. Two new Light Towers for use by the Airport, not to exceed $20,000. One Alternative Fuel/Efficient Patrol Vehicle, replacing a 6-year old vehicle with 113,000 miles, not to exceed $51,000. The cost breakdown of this vehicle is $34,000, and the estimated cost of outfitting is $17,000. These vehicles will be used only by the Airport and will be paid for using Airport Capital Projects funds. In keeping with the City's established commitment to improving air quality in the Coachella Valley, all fleet replacements are evaluated for their operational suitability to 03 City Council Staff Report October 15, 2014- Page 4 2014-15 Vehicle Replacement the use of alternative fuels. As such, five (5) alternative/fuel efficient Vehicles are being proposed. The gasoline/electric hybrids provide an average of 50% increased mileage, CNG costs about 50% less than gasoline or diesel, emits up to 90% fewer emissions than gasoline, newer naturally aspirated engines achieve 20% better fuel efficiency and 15% reduced greenhouse emissions. These are all factory vehicles and are the recommended choices to meet the City's alternative fuel vehicle goals. Additionally Staff is requesting authorization to outfit all public safety vehicles pursuant to IFB 14-09 approved by the City Council on March 5, 2014. The bid prices for outfitting are valid until June 30, 2015. The City uses various procurement processes for the various types of vehicles allowed by the Code, in the best interest of the City. Hence, some vehicles are purchased utilizing a cooperative purchase contract if available and others are direct competitive bids, as determined by the most cost effective procedure to obtain the most favorable price. The Procurement Manager has reviewed the replacement vehicle cost estimates for reasonableness as compared with prior vehicle purchases. FISCAL IMPACT: The total estimated cost of replacement vehicles is $1,055,000. Funding of vehicles is as follows: Motor Vehicle Replacement Fund Acct. 510-5475-50020 $507,000 Airport Capital Projects Acct. 416-6501-56132 $144,396 Airport Capital Projects Acct. 416-6501-56142 $ 28,604 Additionally Staff has prepared a Resolution to appropriate additional funds from the Motor Vehicle Replacement Fund in the amount of $375,000. The Motor Vehicle Cash Fund Balance after the transfer is $757,000. DAVID J. BARAKIAN DAVID H. READY Director of Public Works/City Engineer City Manager Attachments: 1. New Replacement Vehicles List 2. Budget Amendment Resolution 04 City Council Staff Report October 15, 2014 - Page 4 2014-15 Vehicle Replacement the use of alternative fuels. As such, five (5) alternative/fuel efficient Vehicles are being proposed. The gasoline/electric hybrids provide an average of 50% increased mileage, CNG costs about 50% less than gasoline or diesel, emits up to 90% fewer emissions than gasoline, newer naturally aspirated engines achieve 20% better fuel efficiency and 15% reduced greenhouse emissions. These are all factory vehicles and are the recommended choices to meet the City's alternative fuel vehicle goals. Additionally Staff is requesting authorization to outfit all public safety vehicles pursuant to IFB 14-09 approved by the City Council on March 5, 2014. The bid prices for outfitting are valid until June 30, 2015. The City uses various procurement processes for the various types of vehicles allowed by the Code, in the best interest of the City. Hence, some vehicles are purchased utilizing a cooperative purchase contract if available and others are direct competitive bids, as determined by the most cost effective procedure to obtain the most favorable price. FISCAL IMPACT: The total estimated cost of replacement vehicles is $1,055,000. Funding of vehicles is as follows: Motor Vehicle Replacement Fund Acct. 510-5475-50020 $507,000 Airport Capital Projects Acct. 416-6501-56132 $144,396 Airport Capital Projects Acct. 416-6501-56142 $ 28,604 Additionally Staff has prepared a Resolution to appropriate additional funds from the Motor Vehicle Replacement Fund in the amount of $375,000. The Motor Vehicle Cash Fund Balance after the transfer is $757,000. DAVID J. BARAKIAN DAVID H. READY Director of Public Works/City Engineer City Manager Attachments: 1. New Replacement Vehicles List 2. Budget Amendment Resolution 04 2014 / 2015 , Equipment Replacement List Department Unit # Description Est. Price Mileage Recreation 1- New alternative/fuel efficient van to replacing the following: 070502 2002 Ford E-350 15 Passenger 40,000.00 73914 Department Total $40,000.00 Fire 1- New Command SUV to replace the following: Vehicle 62,000.00 Outfitting 14,000.00 1BC442 2002 Ford Expedition 76,000.00 113,171 Department Total $76,000.00 Police Department 4- Patrol vehicles to replacing the following: Vehicle 34,000.00 Outfitting 17,000.00 202606 2006 Ford Crown Victoria 51,000.00 118098 203306 2006 Ford Crown Victoria 51,000.00 118065 204005 2005 Ford Crown Victoria 51,000.00 120104 205505 2005 Ford Crown Victoria 51,000.00 119726 2- Motorcycles to replace the following: Bike 17,000.00 Outfitting 4,000.00 2M7605 2005 Honda ST1300 21,000.00 28912 2M7805 2005 Honda ST1300 21,000.00 26861 Department Total $246,000.00 Street Maintenance `1- New wheel loader and 1- New alternative/fuel efficient pickup to replace the following: `300603 2003 Case 521 D *240,000.00 N/A 302101 2001 Ford Ranger 60,000.00 108746 Department Total $300,000.00 Parks Maintenance 1- New alternative/Fuel efficient pickup to replacing the following: 05 500399 1999 Ford F-250 85,000.00 95390 Department Total $85,000.00 2 Department Unit # Description Est. Price Mileage ***Airport 1-New patrol vehicle Alternatuve/fuel efficient 1-New Fire/Airport runway vehicle 1-New portable boom lift,and 1-tool trailer to replace the following: 805408 2008 Ford Crown Victoria 51,000.00 112604 1RW499 1999 Ford F-150 61,000.00 108564 803599 1999 Ford F-450 31,000.00 N/A 8T5197 1997 Carlisle Trailer 10,000.00 N/A 2-New light towers 2014 light towers 20,000.00 N/A Department Total '"$173,000.00 Fleet Operations 1- New recirculating/recycling/recovery car wash system to replacing the following: Non-recycling car wash system 135,000.00 N/A Department Total $135,000.00 2014/2015 Equipment Replacement Total $1,055,000.00 Funding Sources: MVR 510-5475-50020 $507,000.00 *Fund Balance $375,000.00 **Airport Accounts $173,000.00 06 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2014-2015 WHEREAS, Resolution No. approving the Budget for the Fiscal Year 2014-2015 was adopted on October 15,2014; and WHEREAS, the City Manager has recommended, and the City Council desires to approve, certain amendments to the budget for Fiscal Year 2014- 2015. NOW, THEREFORE THE CITY COUNCIL DETERMINES, RESOLVES AND APPROVES AS FOLLOWS: SOURCE(S): Fund Activity Account Amount _____l 510 29301 $375'000 Fund Balance Fund Balance ADDITION(S): Fund Activity Account Amount 510 5470 50015 $135,000 510 5475 50020 $240,000 Motor Vehicle Fleet Operations Specialized Fund /MRV Reserves Equipment/ Motor Vehicles PURPOSE: Replacement of broad base set of vehicles city wide. ADOPTED THIS 15th DAY OF October, 2014. CITY OF PALM SPRINGS David H. Ready City Manager ATTEST: James Thompson City Clerk 07