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Home My WebLink About6/1/2011 - STAFF REPORTS - 5E �QpLMSA� i2 f.1 v v gPow�reo c�`'�a�N�P City Council Staff Report DATE: June 1, 2011 NEW BUSINESS SUBJECT: AUTHORIZE PURCHASE OF 30 NEW REPLACEMENT VEHICLES (14 of WHICH ARE HYBRIDS), 3 NEW REPLACEMENT MOTORCYCLES AND 1 NEW ELECTRIC VEHICLE FOR USE BY VARIOUS CITY DEPARTMENTS. FROM: David H. Ready, City Manager BY: Fleet Operations SUMMARY This action would authorize staff to purchase of 30 new replacement vehicles (14 of which are hybrids), 3 new replacement motorcycles and 1 new electric vehicle for use by various City Departments as outlined on the attached list in a total amount not to exceed $1,097,000. RECOMMENDATION: 1. Approve the purchase of 30 new replacement vehicles (14 of which are hybrids), 3 new replacement motorcycles and 1 new electric vehicle for use by various City Departments as outlined on the attached list in a total amount not to exceed $1,097,000. 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 all purchase orders for the approved list of vehicles, to expedite the acquisition process. 3. Adopt Resolution No. , "A RESOLUTION OF THE CITY OF CITY COUNCIL OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2010-2011". ITEM NO. — City Council Staff Report June 1, 2011 -- Page 2 New Vehicle Purchases 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. The City has not made a significant purchase of vehicles for the Fleet the past 2 years. In February, 2011, the City Manager requested a meeting be attended by the Police Chief, Director of Public Works/City Engineer, Finance Director, Fleet Maintenance Manager and Procurement and Contracting Manager and a list of vehicles in greatest need of replacement was prepared. 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 1 electric vehicle and 14 hybrids are being proposed. The most recent purchase of CNG vehicles resulted in the F-150 pickup proving very unreliable. It was in for repairs 50% of the time it was in the City's Fleet. In addition the City received a CNG vehicle for police patrol purposes in June 2009. However, the Police Department did not receive the vehicle, due to problems associated with the CNG vehicle, until February 2010. In tracking the vehicle's performance it was found to have poor acceleration, the vehicle could not equal the speeds or acceleration of suspect vehicles. The CNG vehicle's fuel range is about 150 miles per tank which required multiple fill-ups per work shift. The two large CNG tanks located in the trunk of the vehicle causes reduced trunk space. As a result, patrol officers have down-sized the equipment they may carry. Additional problems noted are the CNG vehicle runs rough, idles loudly, and when repairs are needed the vehicle must be transported to Fontana for the closest CNG mechanic. The CNG vehicles above were not factory CNG. Rather, they were converted to CNG by other companies as the car manufacturers are no longer making them. Staff is recommending that CNG vehicles not be considered for purchase until they are once again available from the factory. The gasoline/electric hybrids proposed above 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. Also, the current vehicle utilized by the Citizens on Patrol (COP) is a 2003 Crown Victoria, which has an extremely high mileage of 106,000. The volunteers in the COP program provide approximately 6,000 hours annually in patrolling our streets and have become an invaluable asset to the Police Department. The COP program has the funds to cover the purchase of a replacement vehicle and necessary equipment. City Council Staff Report June 1, 2011 -- Page 3 New Vehicle Purchases FISCAL IMPACT: Funds for this purchase will be appropriated from MVR fund balance utilizing the attached budget amendment resolution, being made available in the expenditure account number 510-5475-50020 ($1,064,000) and 160-4524-52027 ($33,000) for the Citizens on Patrol vehicle. David J. Barakian David H. Ready Director of Public Works/City Engineer City Manager Thomas J. Wiltanager Assistant City Attachments: New Replacement Vehicle List Budget Amendment Resolution 3 NEW REPLACEMENT VEHICLE LIST 2010/2011 FISCAL YEAR Estimated Cost: Police Department: 11 New Crown Victorias replacing the following: $363,000 Unit# Description Mileage 200200 2000 Ford Crown Victoria 125,888 200303 2003 Ford Crown Victoria 130,608 200400 2004 Ford Crown Victoria 112,774 200603 2003 Ford Crown Victoria 120,496 201400 2000 Ford Crown Victoria 112,996 201800 2000 Ford Crown Victoria 117,220 201900 2000 Ford Crown Victoria 121,349 203201 2001 Ford Crown Victoria 123570 203401 2001 Ford Crown Victoria 119,230 2DO500 2000 Ford Crown Victoria 110,771 2Dl 1.03 2003 Ford Crown Victoria 134,879 2 New Ford Fusion Hybrids replacing the following: $66,000 Unit# Description Mileage 2D3500 2000 Ford Crown Victoria 1.15,124 2D4303 2003 Ford Taurus 100,684 3 New Ford Escape Hybrids replacing the following: $99,000 Unit# Description Mileage 2D5103 2003 Ford Taurus 106,700 2D5503 2003 Ford Taurus 129,757 207303 2003 Ford Crown Victoria(COP)106,000 3 New Honda Motorcycles replacing the following: $42,000 Unit# Description Mileage 2M7405 2005 Honda ST-1300 28,000 2M7605 2005 Honda ST-1300 27,671 2M8005 2005 Honda ST-1300 23,560 Downtown Experience: 1 New F-350 replacing the following: $35,000 Unit# Description Mileage 505099 1999 Ford F-350 108,569 Fire Department: 1 New Chevrolet Silverado Hybrid replacing the following: $40,000 Unit# Description Mileage 1P5101 2001 F-150 94,807 1 New 2010 Chevrolet Tahoe Hybrid replacing the following: $53,000 Unit# Description Mileage 1 C4402 2002 Ford Expedition 94510 4 New Replacement Vehicle List 2010/2011 Fiscal Year Page 2 of 2 Estirnated Cost: Building & Safety Department: 2 New Ford Escape Hybrids replacing the following: $66,000 Unit# Description Mileage 090197 1997 Ford Expedition 113,652 099298 1998 Ford F-150 116,464 Streets Maintenance- Engineering; 2 New Chevrolet Silverado Hybrids replacing the following: $80,000 Unit# Description Mileage 321190 1999 Ford Ranger 104,733 302101 2001 Ford Ranger 83,241 1 New F-450 replacing the following: $30,000 Unit# Description Mileage 301297 1997 Ford F-450 32,104 Airport: 2 New Mowers replacing the following: $20,000 Unit# Description 802196 1996 Tru-Cut Mower 804190 1990 Bluebird Mower 2 New Chevrolet Silverado Hybrids replacing the following: $80,000 Unit# Description Mileage 801502 2002 Ford 17-150 139,581 805702 2002 Ford F-150 120,180 1 New Ford Escape Hybrid replacing the following: $33,000 Unit# Description Mileage 801697 1997 Ford Expedition 105,348 Wastewater: 1 New Forklift replacing the following: $60,000 Unit# Description Milea e 402390 1990 JCB Forklift N/A Sustainability: One New Electric Vehicle $30,000 Total $1,097,000 All Ford Escapes will be Hybrids All Ford Fusions will be Hybrids The Chevrolet Tahoe will be a Hybrid All Chevrolet Silverados will be Hybrids 5 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2010-11. WHEREAS, Resolution No. 22714 approving the Budget for the Fiscal Year 2010-2011 was adopted on June 2, 2010; and WHEREAS the City Manager has recommended, and the City Council desires to approve, certain amendments to the budget for Fiscal Year 2010-11. NOW THEREFORE THE CITY COUNCIL DETERMINES, RESOLVES AND APPROVES AS FOLLOWS: SECTION 1. The Director of Finance is authorized to record inter-fund cash transfers as required in accordance with this Resolution, and Resolution No. 22714, adopting the Budget for Fiscal Year 2010-11 is hereby amended as follows: SOURCE(S): Fund Activity Account Amount 510 29301 $1,064,000.00 Motor Vehicle Fund Fund Balance ADDITION(S): Fund Activity Account Amount 510 5475 50020 $1,064,000.00 Motor Vehicle Fund MVR Reserves Motor Vehicles PURPOSE: Replacement of a broad base set of vehicles city wide. ADOPTED THIS 1st DAY OF June, 2011. David H. Ready, City Manager ATTEST: James Thompson, City Clerk Resolution No. Page 2 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 , by the following vote: AYES: NOES: ABSENT: ABSTAIN: James Thompson, City Clerk City of Palm Springs, California s