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Home My WebLink About9/5/2012 - STAFF REPORTS - 2.R. A. * ?ALMS.* iy W V N x x * ry�OhOLM1O`pf x c9OFOR City Council Staff Report Date: September 05, 2012 CONSENT CALENDAR Subject: AUTHORIZE PURCHASE OF 26 NEW REPLACEMENT VEHICLES (9 OF WHICH ARE HYBRIDS OR ALTERNATIVE FUEL VEHICLES). From: David H. Ready, City Manager Initiated by: Fleet Operations SUMMARY This action would authorize staff to purchase 26 new replacement vehicles (9 of which are hybrids or alternative fuel vehicles), for use by various City Departments as outlined on the attached list in a total amount not to exceed $1,471,000. RECOMMENDATION: 1) Approve the purchase of 2 new replacement vehicles (for use by the Wastewater Treatment Plant), as outlined on the attached list in a total amount not to exceed $365,000. These vehicles will be used only for sewer and wastewater treatment plant purposes and will be paid from the Wastewater Fund. 2) Approve the purchase of 2 new alternative fuel or hybrid vehicles (for use by the Airport) as outlined on the attached list in a total amount not to exceed $190,000. These vehicles will be used only by the airport and will be paid for using airport funds. 3) Approve the purchase of 22 new replacement vehicles (7 of which are hybrid vehicles), by various City Departments as outlined on the attached list in a total amount not to exceed $916,000. 4) 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. 5) Adopt Resolution No. ."A Resolution of the City Council of the City of Palm Springs, California, amending the budget for Fiscal Year 2012-2013. ITEIrA N0. Z= City Council Staff Report September 05, 2012- Page 2 2012-2013 Vehicle Replacement 6) Adopt Resolution No. ."A Resolution of the City Council of the City of Palm Springs, California, amending the budget for Fiscal Year 2012-2013. 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. In August 2012, the City Manager requested a meeting be attended by the Police Chief, Police management, Director of Public Works/City Engineer, Fleet Maintenance Manager and Procurement and Contracting Manager to determine a list of vehicles in greatest need of replacement. In keeping with the City of Palm Springs' established commitment to improving air quality in the Coachella Valley, all fleet replacements are evaluated for their operational suitability to the use of alternative fuels. Therefore 2 alternative fuel vehicle and 7 hybrids are being proposed. The gasoline/electric hybrids proposed provide an average of 50% increased mileage, have proven to be reliable as they are all factory vehicles and are the recommended choice to meet the City's alternative fuel vehicle goals. FISCAL IMPACT: Funds for this purchase will be appropriated from MVR fund balance utilizing the attached budget amendment resolution ($731,000); Wastewater Treatment Fund balance using the attached budget amendment resolution ($365,000) being made available in the expenditure account numbers 510-5475-50020 and 420-6800-50000 and Airport account number 416-6501-56132 ($190,000) as well as $185,000 carried over from the 2011/2012 Fiscal Year. 02 City Council Staff Report September 05, 2012- Page 3 2012-2013 Vehicle Replacement SUBMITTED: Prepared by: �W6 David J. Barakian Director of Public Works/City Engineer Approved by: C� J Thomas J. Wilson, Asst. City Manager David H. Ready, Ci ger Attachments: 1. New Replacement Vehicles List 2. Budget Amendment Resolutions (2) 03 2012 / 2013 Equipment Replacement List Department Unit# Description Est.Price Mileage Police Department 12 New Crown Victorias replacing the following: 200400 2004 Ford Crown Victoria $ 38,000 117,991 200603 2003 Ford Crown Victoria $ 38,000 132,747 201000 2000 Ford Crown Victoria $ 38,000 105,916 201400 2000 Ford Crown Victoria $ 38,000 119,500 201500 2000 Ford Crown Victoria $ 38,000 105,953 201800 2000 Ford Crown Victoria $ 38,000 124,441 202700 2000 Ford Crown Victoria $ 38,000 107,274 202900 2000 Ford Crown Victoria $ 38,000 117,906 203006 2006 Ford Crown Victoria $ 38,000 112,349 204005 2005 Ford Crown Victoria $ 42,000 113,594 205006 2001 Ford Crown Victoria $ 42,000 115,853 205505 2005 Ford Crown Victoria $ 42,000 105,807 4 New Hybrid sedans and 1 New Hybrid pickup replacing the following: 2D2902 2002 Ford Taurus $ 33,000 93,500 2D3303 2003 Ford Taurus $ 33,000 109,516 2136597 1997 Ford F-150 $ 46,000 87,591 2D6601 2001 Ford Crown Victoria $ 38,000 121,342 2D7506 2006 Ford Taurus $ 33,000 80,235 Department Total $ 651,000 Animal Services 1 New F-350 replacing the following: 209201 2001 Ford F-250 $ 65,000 89,026 Department Total $ 65,000 Building and Safety 2 New Hybrid SUVs replacing the following: 090197 1997 Ford Expedition $ 40,000 117,000 099298 1998 Ford F-150 $ 40,000 140,000 Department Total $ 80,000 Airside Operations 1 New Hybrid SUV replacing the following: 801697 1997 Ford Expedition $ 45,000 117,000 Department Total $ 45,000 04 Department Unit# Description Est.Price Mileage Airport - Paid using Airport Funds 1 New Alternative Fuel forklift replacing the following: 800385 1985 Mitsubishi Forklift $ 40,000 N/A 1 New CNG Sweeper replacing the following: 808802 2002 Tymco 2010 Sweeper $ 150,000 68,201 Department Total $ 190,000 Street Maintenance 1 New F-350 replacing the following: 301099 1999 Ford F-350 $ 75,000 123,849 * Includes$35,000 for hydraulic airless paint system with stencil racks for painting curbs, legends and striping/ Department Total $ 75,000 Waste Water - Paid using Wastewater Funds 1 New Vaccum Truck replacing the following: 400796 1996 Ford Sewer Jet $ 300,000 80,333 1 New Forklift replacing the following: 402390 1990 JCB Forklift $ 65,000 N/A Department Total $ 365,000 Equipment Replacement Total $ 1,471,000 2011/2012 Motor Vehicle Fund Carry Over $ 185,000 05 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2012-13 WHEREAS, Resolution No. 23145 approving the Budget for the Fiscal Yearr 2012-2013 was adopted on June 6, 2012; and WHEREAS, the City Manager has recommended, and the City Council desires to approve, certain amendments to the budget for Fiscal Year 2012-13. NOW, THEREFORE THE CITY COUNCIL DETERMINES, RESOLVES AND APPROVES AS FOLLOWS: SOURCE(S): Fund Activity Account Amount 510 29301 $731,000 Motor Vehicle Fund Balance Fund ADDITION(S): Fund Activity Account Amount 510 5475 50020 $731,000 Motor Vehicle MVR Reserves Motor Vehicles Fund PURPOSE: Replacement of broad base set of vehicles city wide. ADOPTED THIS 51h DAY OF September, 2012. CITY OF PALM SPRINGS David H. Ready City Manager ATTEST: James Thompson City Clerk 06 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF PALM SPRINGS ) I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that Resolution No. is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on June 6 2012, by the following vote: AYES: NOES: ABSENT: ABSTAIN: James Thompson, City Clerk City of Palm Springs, California 07 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2012-13 WHEREAS, Resolution No. 23145 approving the Budget for the Fiscal Yearr 2012-2013 was adopted on June 6, 2012; and WHEREAS, the City Manager has recommended, and the City Council desires to approve, certain amendments to the budget for Fiscal Year 2012-13. NOW, THEREFORE THE CITY COUNCIL DETERMINES, RESOLVES AND APPROVES AS FOLLOWS: SOURCE(S): Fund Activity Account Amount 420 29301 $365,000 Wastewater Fund Balance Treatment Plant ADDITION(S): Fund Activity Account Amount 420 6800 50000 $365,000 Wastewater Wastewater Unscheduled Treatment Plant Administration Capital Projects PURPOSE: Replacement of vehicles. ADOPTED THIS 5 h DAY OF September, 2012. CITY OF PALM SPRINGS David H. Ready City Manager ATTEST: James Thompson City Clerk 08 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF PALM SPRINGS ) I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that Resolution No. is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on June 6 2012, by the following vote: AYES: NOES: ABSENT: ABSTAIN: James Thompson, City Clerk City of Palm Springs, California 09