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1 ,City of South Lake Tahoe 4 "making u po:,itil'e' di/'/erc>nce }lou'" To: Brian Uhler, Chief of Police Nancy Kerry. City Manager Nira Freely, City Attorney Fr: SLTPD Ofc. Andy Eissinger, Ofc. Matt Morrison, Lt. Brian Williams Re: Police Vehicle Finance/Purchase Recommendation Date: RECOMMENDATION: Authorize a resolution to proceed with a purchase program utilizing Prop 172 funds (# ), vehicle replacement funds (# ) and Code Enforcement budget (Account # ) to incrementally replace, and continually rotate. the Police Department's neet, utilizing the Ford Municipal Purchase program. ISSUE AND DISCUSSION: The Police Department neet needs to be incrementally replaced, and a continual funding source and purchasing method needs to be estabhshed to secure a system of continual rotation so as to maintain the Department's neet vehicles for the Operations. Support and Community Services Divisions. After a search to identify safe and effective vehicles to replace the neet, and a purchasing system which allows us to do so, we have discovered the Ford Municipal Finance Program. This is the same program which the California Highway Patrol has identified to replace and maintain their neet of vehicles on a state wide basis. In doing so, the CHP has already completed the legal bidding process, which the City of South Lake Tahoe can likewise use DJr the same purpose. The Purchasing Program: The Ford Motor Company's Municipal Finance Program, offered through the Folsom Lake Ford dealership in Folsom, California, will permit us to acquire essential vehicle equipment within our limited budget confines. Ford has worked with various municipalities for many years and has developed this purchasing program to help make the acquisition of public vehicles a simple and accommodating process. Fixed rate financing helps us to get the vehicles we need, when we need them, within our budget abilities. Flexible repayment terms are available. We are able to opt for monthly, quarterly, semiannual or annual payments. We would be able, and so recommend, to make an arrangement for annual payments to be aligned with the beginning of each fiscal year for the City. By accessing the Ford Municipal Finance Program we will be able to finance the safety up-fit equipment (lights, sirens, radios, camera gear, cages, etc.) required in each vehicle. along with extended warranty plans as desired. The up-fit service is provided by Lehr Auto, in partnership with Ford, under their California State Contract Pricing. Equity in the purchased vehicles is accumulated with each payment, and ownership to the City is realized with a final payment of $1.00. As a municipality, the City of South Lake Tahoe is eligible to access this purchasing program to help us avoid high costs of maintaining older equipment. It offers low-cost, tax-exempt interest rates, with no down payments or security deposits required, and no mileage restrictions. maintenance or return provisions. Police Department 1352 Johnson Blvd.. South Lake Tahoe, California (530) (530) FAX BRIAN UHLER, ChiefofPolice

May 21 st, 2013 CC Meeting Pg 2 The Recommended Vehicles: Ford offers the specific types of vehicles the Police Department has found to be effective, reliable and comfortable in the unique driving

2 May 21 st, 2013 CC Meeting Pg 2 The Recommended Vehicles: Ford offers the specific types of vehicles the Police Department has found to be effective, reliable and comfortable in the unique driving and weather conditions of South Lake Tahoe, in sedan (Interceptor), SUV (Expedition) and pick-up truck (F-150) versions. The Police Department has not used an Interceptor sedan in the past. Several officers of the Police Department took advantage of driving an Interceptor sedan left for our week-long trial purposes by Folsom Lake Ford. All feedback received from our officers was positive. This vehicle was also examined by Kevin Bauwens and City Motor Pool staff. It met with their full approval in all aspects regarding maintenance concerns and effective utility for our needs in the City. The Ford Police Interceptor (Sedan): For our marked patrol units and unmarked detective vehicles, the Ford Police Interceptor sedan is our recommended vehicle of choice. It has been constructed on a platform specifically designed to mee:t the needs of law enforcement. Ford Interceptor sedans offer a host of safety, performance, durability, transport and mobile-office components which correlate to the needs of officers in the field, as well as incorporating interior and exterior designs intended to facilitate common up-fit equipment. These Interceptor sedans come standard with a bumper to bumper limited warranty, and 5-year/l00,000 mile power train coverage for replacement of normal wear and tear power train components requiring periodic attention. Particularly significant to the needs of our Police Department is that the Ford Interceptor offers allseason, all-weather handling, agility and the responsive performance of a sedan. It comes standard with full time all-wheel drive. It also comes standard with "Advancetrac Stability". This system monitors cornering behavior with inputs from steering angle, lateral acceleration and several yaw sensors. It automatically makes braking and throttle adjustments to help maintain control. Additionally, this Interceptor has electric power assisted steering (EPAS) which helps ensure light turning effort at low speeds. These advanced handling features improve safety when driving in snow and other inclement weather driving environments. The Interceptor sedan we recommend has a 3.5 liter twin turbo-charged direct injection EcoBoost V6 engine which generates 365 hp, and at maximum torque, delivers 350 lb.-ft. of force for rapid acceleration needs. It is rated for 16mpg in the city and 23mpg on the highway. It has a 6-speed transmission, police-tuned suspension, high-performance anti-lock brakes, high-volume cooling system, 220 amp alternator, heavy-duty battery, 18 inch 5-spoke steel wheels and unique tires. The Ford Interceptor is the first and only pursuit rated all wheel drive sedan produced exclusively for North American law enforcement agencies. These vehicles have been independently tested and approved by the Michigan State Police and the Los Angeles County Sheriff s Department in terms of acceleration, braking, handling and pursuit capabilities. They are the only vehicles certified to the 75 mph rear-impact standard. They sport ballistic front doors, manufactured by BLS Textiles, which are certified to National Institute of Justice Level III specifications. Per the LAPD, these doors are also designed to withstand special-threat rounds such as the 7.62x39mm mild steel core type 56, and 5.56x45 mm M193 and M855. Steel intrusion plates are built into the backs of the front seats. This safety measure protects officers should a prisoner attempt to stab an officer through the seat. Rear door lock plungers are hidden and manually operable only by the officer(s) in front. The Ford Interceptor sedan employs "Safety Cell

May 21 s t, 2013 CC Meeting Pg 3 Construction". This works to help direct the force of a collision around the occupant compartment. Crumple zones help absorb and dissipate the energy of a crash.

3 May 21 s t, 2013 CC Meeting Pg 3 Construction". This works to help direct the force of a collision around the occupant compartment. Crumple zones help absorb and dissipate the energy of a crash. A hydro-formed cross-vehicle beam runs between the door frames to solidify each body side. It is also equipped with a safety canopy system and front-seat side airbags. The Ford Expedition 4x4 (SUV): For the supervisor's marked patrol vehicle the Ford Expedition XL 4x4 model with a tow package is our recommended vehicle. This vehicle is uniquely suited to provide the size and functionality for patrol supervisors to carry and tow specialized equipment and reference materials into the field. The Police Department has used Ford Expeditions in the past and found them to be safe, reliable and comfortable. The specifications of this vehicle are listed in attachments. The Ford F-150 4x4 Crew Cab Pickup Truck: Our Community Service Officers have particular needs for utility type vehicles which are capable of transporting equipment in the bed for support of the Police and other City Departments. The F-150 4x4 crew cab and the F-150 4x4 standard cab pickup trucks provide all weather functionality suitable for their needs. The Police Department has used Ford pickup trucks in the past and found them to be safe, reliable and comfortable. The specifications for these vehicles are listed in the attachments. The Issue of Fleet Replacement: The last time the Police Department's vehicle neet was evaluated was in the summer of201o. At that time there were seventeen (17) vehicles in our neet that needed immediate replacement, two (2) that qualified for replacement, four (4) in good condition, and five (5) in excellent condition. In the months following the summer 2010 neet evaluation we replaced five (5) ofthe seventeen (17) vehicles that needed immediate replacement (marked police vehicles) utilizing Prop 172 funds along with COPS funds that had been carried forward from the previous year. Once those vehicles were replaced, funding sources typically used to purchase new vehicles dwindled to a point of negating any further ability to replace our neet as we have in the past. At this current time the Police Department's neet consists of forty-two (42) vehicles, to include our motorcycles, SLEDNET vehicles, boat and utility trailers, etc. Our operational neet of marked patrol vehicles, CSO vehicles, emergency responses vehicles, and detective vehicles total thirty-five (35). Based upon the neet evaluation from 2010, with the wear and tear sustained by these vehicles during the following years until now, our operational neet of thirty-five vehicles is rated today as follows: In the Operations Division (marked vehicles) the Police Department currently has 11 marked vehicles used for patrol. One (1) 2007 Chevy Tahoe is used and equipped for the on-duty Sergeant, and is due for replacement. Two (2) 2009 Chevy Tahoe's are assigned and equipped for full-time K-9 use only One (1) 2004 Chevy Impala sedan, which is due for immediate replacement One (1) 2005 Chevy Impala sedan, which is due for immediate replacement One (1) 2005 Chevy Tahoe, which is due for immediate replacement Five (5) 2011 Chevy Tahoe's utilized strictly for patrol

4 May 21 s t, 2013 CC Meeting Pg 4 Marked police vehicles, on average, have a service life of about five years. The five Chevy Tahoe vehicles purchased in 2011 have an average of forty five thousand (45,000) miles on them. These vehicles are typically used 24 hours a day, 7 days a week because of their condition and specialized equipment such as four wheel drive and audio/video recording capabilities. Department policy directs officers to drive a marked police vehicle equipped with mobile audio and video capabilities when available. Purchasing new vehicles will extend the life of our current fleet, as these new vehicles will be similarly equipped and thereby reduce the workload required of the 2011 vehicles. Currently the Police Department has three vehicles that are not regularly utilized on patrol due to their poor condition and lack of equipment capabilities. In the Support Division (un-marked vehicles) the Police Department currently has nine (9) vehicles assigned to Detective and general travel purposes as follows: Chevy Monte Carlo, due for immediate replacement Chevy Monte Carlo, due for immediate replacement Chevy Lumina, due for immediate replacement Chevy Trailblazer, due for replacement Ford 500 sedan Chevy Blazer, due for immediate replacement Ford Explorer, due for immediate replacement Ford Explorer, due for immediate replacement Subaru Legacy Unmarked Police Department vehicle:s have a service life of between five and ten years, depending on the type of vehicle and what type of function they are required to do. The vehicles which are now being provided to Department personnel to attend out of town trainings or other appointments are in poor shape. During 2012 and 2013 several have regularly broken down; requiring their return to the City via tow truck or other means. Under this recommended vehicle purchase proposal, both 2003 Ford Explorers and the 2005 Chevy Trailblazer (listed above) will be replaced and used as Police Department transportation pool vehicles. Both 1999 Chevy Monte Carlo's, the 1996 Chevy Lumina, and the 2000 Chevy Blazer will no longer be utilized by the Police Department, and will be turned in to the City's general vehicle pool. We recommend the City immediately purchase ten vehicles to replace those in the worst condition, and which qualify for immediate replacement in the 2012/2013 fiscal year as follows: Three (3) 2013 Ford Interceptor AWD sedans as marked patrol cars One (1) 2013 Ford Expedition XL 4x4 as a marked supervisor's patrol vehicle Four (4) 2013 Ford Interceptor AWD sedans as unmarked detective/support units One (1) Ford F-150 Crew Cab 4x4, marked for CSO unit One (1) Ford F-150 Standard Cab 4x4, marked for CSO unit FINANCIAL AND/OR POLICY CONSIDERATIONS: The expense of the vehicle purchases recommended here can be absorbed by the currently funded accounts at the Police Department. There will be no impact on the City general fund if we purchase Police Department vehicles in the manner described herein.

May 21 st, 2013 CC Meeting Pg 5 In the 2012-13 Police Department budget, we have $110,000 available in our vehicle replacement account (#21102110).

5 May 21 st, 2013 CC Meeting Pg 5 In the Police Department budget, we have $110,000 available in our vehicle replacement account (# ). An additional amount of $12,825 is budgeted for vehicles from Proposition 172, Public Safety Sales Taxes, in account #232021] O. Combining these two accounts provides a total of $122,825.00, which is available this fiscal year to be put toward public safety fleet replacement at the Police Department. This could be used to purchase the eight (8) vehicles intended for use by police officers. This excludes the two additional recommended vehicles intended for CSO use. Other funding accounts will be used to purchase the recommended CSO vehicles, and will be explained in detail later. Bidding Process: The California Highway Patrol has already completed a bidding process for their statewide patrol fleet. CHP also identified the Ford Police Interceptor as the best platform available for their service. It is attached for reference. We are able use this bidding process for our own purposes. We currently have a quote from Folsom Lake Ford to purchase a total often (10) new vehicles for the Police Department, with a total vehicle purchase price of$278,477. We have a quote from LEHR Auto and Sierra Electronics to up-fit these vehicles for a total price of $154,527. We recommend purchasing the following: Use the Ford Municipal Finance Program to finance eight (8) of the ten (10) fully up-fitted police vehicles immediately, with an approximate total cost of $376,404, to be amortized over a period oftime from 2 to 5 years, at an approximated APR of 4.70 percent. It is recommended that we opt for a 4 year pay off plan. Financing $376,404.00, with an interest rate of 4.70% over 4 years, would obligate the City to four annual payments of$103,407. The first payment would be due upon taking delivery of the vehicles. At the end of the four year term, the principal and interest will total to represent a payment of $413, Anticipating a continued replenishment of these same Police Department accounts at the same annual amount, which has been consistent over the years, this leaves a balance in these accounts of approximately $ per year ($122,825 - $103,407 = $9,418). It is recommended that in fiscal year the Police Department should use this balance to finance one (1) additional marked Ford Police Interceptor AWD sedan at $54,288. Further, it is also recommended that in the following fiscal year ( ), the Police Department should add another one (1) marked Ford Police Interceptor AWD sedan for $54,288. The financing of these vehicles in future fiscal years can be simply added to the existing Ford Municipal Finance Program contract. In fiscal year 2016/2017, the Police Department will have the first four year obligation, and the original eight financed police vehicles, paid off. At that time, the Police Department will have an opportunity to re-evaluate the program for use as a continued Police Department fleet replacement strategy as needed. Taking advantage of the Ford Municipal Purchase program in this way is anticipated to perpetuate a self-sustaining fleet replacement strategy for the Police Department. This is based upon an expected continuation of historical account replenishment into the Proposition 172 and vehicle replacement accounts of the Police Department. If these funds vary, the number of vehicle replacement purchases per year can be altered to correlate. Considering the service life expectancy of a marked patrol car is typically five years, a four year payoff plan allows for an extra year to wait in the event that replacement is either unnecessary or the funding is reduced by some amount, making a delay fiscally prudent.

6 May 21 s t, 2013 CC Meeting Pg 6 The last Police Department vehicles purchased in 2010 (full-sized SUV 4x4s) cost about $58,000 per unit ($32,000 for the vehicle itself, with an additional $26,000 in up-fit safety equipment). The costs associated with purchasing and equipping police vehicles has not diminished since Under the recommended Ford Municipal Finance Program, each new marked police sedan (Ford Interceptor) will cost around $54,288 with a roof-mounted light bar and complete safety equipment up-fit. The cost for an Interceptor with an interior-mounted light bar, which we are seeking for one sedan, brings the total to $54,907. A marked patrol Ford Expedition (a full-sized SUV), complete with a full safety gear up-fit is projected to cost $65,010. Unmarked detective vehicles are expected to cost $32,261 each, to include the vehicle and complete safety equipment up-fit. The recommendation is for the purchase/financing ofthe following: -Three (3) marked 2013 Ford Police Interceptor AWD sedans -Four (4) unmarked 2013 Ford Police Interceptor AWD sedans for Detectives/Lieutenant use -One (1) marked 2013 Ford Expedition 4x4 Sergeant's vehicles -Two (2) 2013 Ford F-150 4x4 SSV truck to be purchased outright without financing using accounts identified later in this document, and therefore not included in the financed amount. POLICE VEHICLE PER-UNIT COST BREAKDOWN Patrol Interceptors 3 $28,520 each = $ 85,560 Detective 4 $28,619 each = $114,476 Sgt Expedition 1 $3],395 each = $ 31,395 $425 underwriting fee to attach Police Vehicle Cost: $231,856 POLICE VEHICLE PER UNIT UPFJ[T COST BREAKDOWN Marked Interceptor Sedans with roofmounted light bar: 2 $25,768 each = $51,536 Marked Interceptor Sedans with interior mounted light bar: 1 $26,387 each = $26,387 Marked Ford Expedition (Supervisor"s vehicle): 1 $33,615 each = $33,615 Unmarked interceptor Sedans (Detective vehicles): 4 $ 3,615 each = $14,460 Vehicle Radios (Includes cost to equip 2 CSO vehicles) 10 $ 1,855 each = $18,550 Police Vehicle Up-fit Cost: $144,548 Total financed amount to purchase and appropriately equip the described police vehicles: $376,404 The vehicles intended to be purchased for our Community Service Officers (CSO) do not need to be financed. It is recommended these vehicles be purchased outright with funding from different accounts than what will be used to purchase the police vehicles. We have a quote from Folsom Lake Ford to purchase and up-fit the two recommended CSO vehicles at $57,025. The money for the CSO vehicles will come from: Parking (Account # ) in the amount of $7,345 Vacation Home Rentals (Account # ) in the amount of$7,345 Abandoned Vehicle Abatement (Account # ) in the amount of$7,345 The additional $35, will be funded by Nuisance Abatement (Account # ) These monies will be transferred into the Code Enforcement budget during the mid-year process (Account # ) to which the vehicles will be assigned.

7 May 21 st, 2013 CC Meeting Pg 7 Folsom Lake Ford has quoted us prices as follows: CSO VEHICLE PER-UNIT COST BREAKDOWN Ford F-150 Pick up truck extended-cab 1 $21,887 each = $21,887 Ford F-150 Pick up truck crew cab 1 $25,159 each = $25,159 CSO VEHICLE UP-FIT PER UNIT COST BREAKDOWN Ford F-150 Pick up truck extended-cab 1 $4,990 each = $4,990 Ford F-150 Pick up truck crew cab 1 $4,990 each = $4,990 Total CSO Vehicle Cost: $47,046 Total CSO Vehicle Up-fit Cost: $ 9,979 Total cost to purchase and appropriately equip the described CSO vehicles: $57,025 STRATEGIC PLAN AND BUSINESS PLAN RELEVANCE: The action to authorize the proposed strategy to establish a workable, long-term affordable method to circulate replacement vehicles into the Police Department fleet specifically meets the City's strategic priority of enhancing Public Trust and Accountability. These changes will help us take advantage of an attractive financing option which permits the City to acquire quality specialized vehicles within existing budgetary limits, accepting accountability to our community to be fiscally responsible. ATTACHMENTS: SLTPD Vehicle Purchasing Guide SIGNATURES: \ / Concur:--=s:~~= =====:.- Brian Uhler, Chief of Police _

8 CITY OF SOUTH LAKE TAHOE RESOLUTION NO. _ Resolution authorizing the South Lake Tahoe Police Department to proceed with a purchase program utilizing our Prop 172 funds (Account # ), vehicle replacement funds (Account # ) and Code Enforcement funds (Account # ) to incrementally replace, and continually rotate, the Police Department's fleet, utilizing the Ford Municipal Purchase program. WHEREAS, the City of South Lake Tahoe recognizes and appreciates the need to establish a strategy to regularly update the fleet of vehicles used by the Police Department, to ensure the safety of officers and the public alike in the fulfillment of the police mission. WHEREAS, the City of South Lake Tahoe understands its own accountability to the public to operate with fiscal responsibility while obtaining these vehicles, and that an economical means of obtaining the needed vehicles has been identified in taking advantage of the Municipal Purchase Program ofthe Ford Motor Company. WHREAS, the Chief of Police for the City of South Lake Tahoe is authorized on its behalf to secure and execute on behalf of the City of South Lake Tahoe a financing agreement with Folsom Lake Ford to purchase the required vehicles and so establish a rotational strategy for regular Police vehicle fleet replacement. NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of South Lake Tahoe does hereby authorize the South Lake Tahoe Police Department to proceed with a purchase program utilizing our Prop 172 funds (Account # ), vehicle replacement funds (Account # ) and Code Enforcement funds (Account # ) to incrementally replace, and continually rotate, the Police Department's fleet, utilizing the Ford Municipal Purchase program. PASSED AND ADOPTED by the City Council of the City of South Lake Tahoe at a meeting on May 21 st, 2013 by the following vote: AYES: NOES: ABSENT: ABSTAIN:. _ ATTEST Susan Alessi, City Clerk Tom Davis, Mayor

AGENDA STAFF REPORT FISCAL YEAR FLEET REPLACEMENT

AGENDA STAFF REPORT FISCAL YEAR FLEET REPLACEMENT rfof( AGENDA STAFF REPORT e~ti E4 Ai Q DATE: February 27, 2017 TO: THRU: FROM: Honorable Mayor and City Council Jill R. Ingram, City Manager Steve Myrter, P. E., Director of Public Works SUBJECT: FISCAL