SAN RAFAEL CITY COUNCIL AGENDA REPORT

Transcription

1 Agenda Item No: 4.g Meeting Date: June 5, 2017 Department: Public Works Prepared by: Bill Guerin Director of Public Works TOPIC: SAN RAFAEL CITY COUNCIL AGENDA REPORT City Manager Approval: PURCHASE SEVEN VEHICLES AND EQUIPMENT FOR VARIOUS CITY DEPARTMENTS File No.: SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO PURCHASE SEVEN VEHICLES AND EQUIPMENT FOR THE FIRE DEPARTMENT, PUBLIC WORKS, AND PARKING SERVICES RECOMMENDATION: Staff recommends that the City Council adopt the resolution authorizing the City Manager to purchase seven vehicles and equipment for various City departments. BACKGROUND: The City of San Rafael s vehicle fleet consists of 185 street-legal vehicles. This refers to vehicles such as passenger cars, ambulances, Fire Department engines, police motorcycles, Public Works vacuum trucks, and dump trucks. In addition to the street-legal vehicles maintained in the City fleet, the Public Works Vehicle Maintenance and Replacement Program maintains 66 heavy equipment vehicles including a backhoe, paint striper, tractors, and street sweepers. The City adopted a Fleet Management Policy and Procedures on September 6, (See Attachment 3) In addition to outlining the role of the fleet manager and various policies around replacement and repairs (including a commitment to purchase green e.g. hybrid or electric vehicles whenever possible), the Policy and Procedures document suggests a useable life for fleet vehicles by type: Vehicle Type Sedans, SUV s, vans, light/medium duty trucks (up to 8,600 gross vehicle weight) Heavy duty trucks (over 8,600 gross vehicle weight) Police patrol/traffic vehicles Police unmarked vehicles Police motorcycles Parking enforcement vehicles Fire command vehicles Fire pumper engines Fire ladder trucks Ambulances FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: Useable Life 10 years 1 8 years 4 years 7 years 1 20 years

2 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 It is important to note that this usable life schedule serves as a guide for estimating when replacement should occur; and vehicles are not necessarily replaced in the number of years dictated by this schedule. The decision to replace a vehicle or equipment is based on its safety, mechanical condition, repair history and cost, the department s operational needs, and available finances. ANALYSIS: There are seven vehicles and equipment which Public Works is recommending to replace: three Command Vehicles (Fire Department), three pieces of heavy equipment vehicles (Public Works), and one Parking Enforcement Vehicle (Parking Services). With the exception of the Parking Enforcement Vehicle, all of the vehicles will be purchased under various Cooperative Purchasing Programs. The State Contract, negotiated and administered by the General Services Agency, is a statewide cooperative purchasing program. Municipal Code Cooperative purchasing programs. Purchases of supplies, material, equipment or services and sales of surplus property made under a cooperative purchasing program, utilizing purchasing agreements maintained by the state, county or other public agencies are exempt from the requirements of this chapter. To the extent possible, cooperative purchases joined will be competitively awarded, and documentation as to the advantage of the cooperative purchase will be retained. Summary of Proposed Vehicle/Equipment Purchases Department Vehicle/Equipment Type Last year Preliminary Purchase Strategy Description replaced Price Fire Command Pickup Fleet Vehicle 2007 $63,000* State Contract Fire Command Pickup Fleet Vehicle 2008 $63,000* State Contract Fire Command Pickup Fleet Vehicle 2008 $63,000* State Contract Public Works Backhoe Equipment 1998 $165,000 Cooperative Agreement Public Works Vacuum Truck Fleet Vehicle 2005 $390,000 Cooperative Agreement Public Works Street Sweeper Equipment 2008 $240,000 State Contract Parking Services Enforcement Fleet Vehicle 2007 $24,000 Demo price Vehicle Total $1,008,000 *Includes $11,000 for outfitting costs Fire Department 3 Fire Command Vehicles ($52,000 each + $11,000 for outfitting) Fire Command vehicles are utilized by the Battalion Chiefs for emergency response; including Incident Command. Incident Command is the standardized approach to the command, control and coordination in the event of an emergency, and the standardization of the approach allows multiple agencies to respond effectively and efficiently. The Fire Command trucks carry heavy equipment to support incident command functions, and are Code 3 capable, meaning they are outfitted with lights and sirens. The three command vehicles to be replaced (#8-08, #14-08, and #181-08) are all more than nine years old, and each are approaching 100,000 miles. Since the vehicles have some useful life left,

3 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 but are not recommended to be used for emergency response, the department intends to repurpose the vehicles as utility trucks. The current Fire Department utility trucks are 14 years old and nearing the end of their useful life. The Fire Department intends to purchase three 2017 Chevrolet Silverado trucks from Winner Chevrolet the State Contract dealer for Chevrolet Trucks. Due to their large scale purchasing, the State (California Department of General Services) is able to negotiate very competitive pricing on their contracts, and allows local jurisdictions to piggyback on their prices negotiated. Each car or truck make/model listed under the state contract has one distributer the lowest bidder for that particular vehicle make/model. Winner Chevrolet has offered the most competitive pricing for Chevrolet Trucks, and has been awarded the State contract the last several years. The outfitting of these vehicles is anticipated to cost approximately $10,000. This includes the installation of Code 3 lights and sirens, a power management system, Mobile Data Computers, and outfitting the consoles inside the cab of the truck to house radios, portable radio chargers. The outfitting also includes the installation of storage boxes in the bed of the truck to hold items such as tools, personal protective equipment and Self Contained Breathing Apparatuses. Public Works Vacuum Truck ($390,000) A Vacuum Truck, also known by the common brand name Vactor, is a tank truck that is designed to vacuum liquids, debris, and materials out of pipes and storm water drains. These trucks are very large in size (similar in size to a garbage truck), and equipped with highly technical equipment including an internal computer system, pumps and suction hoses. The City s vacuum truck is a critical piece of equipment in maintaining proper storm water flow and clearing blockages within the City s 120 miles of storm drains and 3,600 gutter catch basins. The vacuum truck is also utilized frequently at the City s 12 storm water pump stations. A vacuum truck is vital to prevent flooding and maintain storm water flow during a storm response, and inoperable equipment during the event could have catastrophic consequences. The current vacuum truck (#03-05) is 12 years old, and has reached the end of its useful life. The vehicle frequently experiences mechanical problems, and was rendered inoperable multiple times over the last few years. Fortunately for the City, the timing of the vacuum truck s break downs in the past year was not during a major storm response event. However, given the poor and unreliable condition of the vehicle, especially after this past storm season, the Department is strongly recommending replacement. Since this is a specialty item that will take several months to build, the Department is aiming to purchase the vehicle in time to be ready for use in the upcoming Fall and Winter storm season. The purchasing strategy for the Vacuum Truck is to pursue a cooperative purchasing agreement with the National Joint Powers Alliance (NJPA). Due to the specialized nature of the vehicle, the make and model required is not an item available through State Contract pricing. NJPA is a public agency which allows government and education agencies to leverage and competitively solicit bid contracts for heavy vehicles and equipment.

4 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4 Street Sweeper ($240,000) Public Works currently operates two street sweepers, and rents a third one on a seasonal basis. Street sweeping is a crucial and very visible part of the work the Streets Maintenance division does in the City. Not only does street sweeping keep City streets free of garbage and debris, but in the fall clearing leaves from streets and gutters is an essential component in preparation for upcoming winter storms. In addition having an aggressive street sweeping program is an essential part of new regulations associated with the Marin County Storm Water Pollution Prevention Program and our phase 2 permit with other regulatory agencies. The current sweeper (#135-08) which is proposed to be replaced is 10 years old and in constant need of maintenance. The hopper, the collection bin inside the equipment where debris is collected, is worn out from use, and has been patched many times. As was the case with the sweeper that was replaced in 2016 the hopper cannot be replaced due to it being fully worn out. Furthermore, the wear and tear on equipment as a whole has rendered it soon to be nonoperational. Once the new street sweeper is purchased, the old sweeper will be used in place of the rented equipment; however, as noted above the old sweeper is not anticipated to remain in service for an extended amount of time due to its worn out systems. Nevertheless the Department will utilize the old sweeper as long as physically possible. This will save the City approximately $60,000 per year in sweeper rental costs. The sweeper will be purchased from a cooperative purchasing agreement with Houston- Galveston Area Council (H-GAC), a cooperative purchasing program which assists local governments in reducing costs through government-to-government procurement services. The sweeper replacement purchased in 2016 was through a cooperative purchasing agreement contract with H-GAC, and this purchase will follow suit. Backhoe ($165,000) Currently the Department of Public Works has one backhoe in its fleet. The backhoe is used on a daily basis by the Streets Maintenance division. It is a standard piece of excavating equipment consisting of a digger bucket at the end of an extendable arm. This is a very common piece of construction equipment, and utilized for deep lift repairs, headwall cleaning, and maintenance along approximately 35 miles of ditches and culverts. During emergency storm response, the backhoe is also used to clear dirt and mud off of roadways. It is estimated that the backhoe removes up to 12 tons of debris from City streets and right of way each week. The current backhoe (#319-98) is 19 years old, and is in need of repairs on a constant basis. The Garage and Equipment Mechanic Supervisor has indicated that the backhoe has been operating on borrowed time, and the backhoe equipment service contractor has noted the transmission is on its final leg and recommends replacement. This piece of equipment is vital to the Streets and Parks Division and is utilized every day. The backhoe will be purchased via a vendor awarded the State Contract for this equipment from California Multiple Award Schedule (CMAS). The pricing received is highly competitive, as the State leverages its large-scale purchasing power and awards the contract for this type of equipment to the lowest bidder. The purchase amount listed ($165,000) includes several smaller added costs such as the manufacturer s operation and repair manuals required by the Equipment Mechanics for service.

5 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5 Parking Services Parking Enforcement Vehicle ($24,000) Parking Services operates six parking enforcement vehicles, which are the three-wheeled vehicles parking enforcement officers use when patrolling city streets for parking violations. In 2014 and 2015, four of the gas-powered enforcement vehicles were replaced with electric vehicles. Currently, two of the department s vehicles are 2007 gas-powered models, and though they are still operational, they are nearing the end of their useful life. The City has been presented with the option to purchase one demo vehicle from Municipal Maintenance Equipment (MME) at a significantly discounted rate, which is the same model as three of the existing electric vehicles that the City purchased 2 years ago. There are only two distributers for electric parking enforcement vehicles in California Municipal Maintenance Equipment (MME) and Turf and Industrial. Both Public Works and Parking Services researched this and found that other jurisdictions from throughout California have encountered the same situation, and have also had to turn to one of these two sole sources for their purchase. The last time bids were solicited, the two distributers submitted bids for electric enforcement vehicles from $40,000-$50,000. At the proposed price of $24,000, the demo vehicle is an exceptionally good deal, and the City would be remiss not to take this opportunity to replace one of its existing gas vehicles with it. FISCAL IMPACT: There are sufficient funds available in the Vehicle Replacement Fund (#600) for the proposed vehicle and equipment purchases. The Fire Command vehicle outfitting ($36,000 total) will be funded from the Fire Department operational budget. All City departments pay into the Vehicle Replacement Fund each year as an internal service charge. The amount they pay is based on the number and dollar value of vehicles/equipment the Department utilizes, and amortized over the anticipated useful life. OPTIONS: 1. Approve the resolution authorizing the City Manager to purchase the proposed list of seven vehicles and equipment for various City departments. 2. Direct the Department of Public Works to modify the proposed list of seven vehicles and equipment to be purchased. This option may have additional costs associated with vehicle/equipment rentals in the event that the current vehicles or equipment experience mechanical failure. 3. Direct the Department of Public Works to withhold the purchase of all seven vehicles and equipment. This option may have additional costs associated with vehicle/equipment rentals in the event that the current vehicles or equipment experience mechanical failure. ACTION REQUIRED: Adopt Resolution and authorize the City Manager to purchase the proposed list of seven vehicles and equipment for various City departments. ATTACHMENTS: 1. Resolution 2. Exhibit A to Resolution Vehicle Purchasing Summary Spreadsheet 3. Fleet Management Policy and Procedures

6 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO PURCHASE SEVEN VEHICLES AND EQUIPMENT FOR THE FIRE DEPARTMENT, PUBLIC WORKS, AND PARKING SERVICES. WHEREAS, San Rafael s various departments operate a fleet of 185 street-legal vehicles and the Department of Public Works maintains 66 heavy equipment vehicles; and WHEREAS, the management and replacement of the City s fleet of vehicles and equipment is governed by the guidelines set forth in San Rafael s Fleet Management Policies and Procedures document issued September 6, 2012; and WHEREAS, the Department of Public Works is recommending the replacement of seven vehicles: three Command Vehicles (Fire Department), three heavy equipment vehicles (Public Works), and one Parking Enforcement vehicle (Parking Services); and WHEREAS, the Fire Command vehicles are utilized for emergency response and incident command, and the current vehicles are approaching 10 years of use and are no longer recommended for emergency response; and WHEREAS, the Public Works Vacuum Truck is currently 12 years old and has very unreliable performance, and this equipment is needed to perform essential services for the City in maintaining proper storm water flow and clearing blockages within the City s 120 miles of storm drains and 3,600 gutter catch basins; and WHEREAS, one of the two Public Works Street Sweepers is currently 10 years old and nearing the end of its useful life, and it serves a crucial and very visible service to the City in keeping City streets free of garbage and debris, as well as clearing leaves from streets and gutters in preparation for upcoming winter storms; and WHEREAS, the Public Works Backhoe is currently 19 years old and operating on borrowed time, and it is utilized by the Streets Maintenance department on a daily basis, removing an estimated 12 tons of debris from City streets and right of way each week; and 1

7 WHEREAS, the Parking Maintenance Enforcement vehicle is currently 10 years old and will be replaced with a greener electric version, and the Department has been given an opportunity to purchase a demo version of the vehicle at a significantly discounted price; and WHEREAS, there are sufficient funds in the City s Vehicle Replacement Fund (#600) and the Fire Department Operating Fund to support these purchases. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Rafael authorizes the Director of Public Works to execute the purchase of seven vehicles and equipment for various City departments, as described in Exhibit A attached hereto and incorporated herein, in accordance with the guidelines set forth in San Rafael s Fleet Management Policies and Procedures, issued on September 6, I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 5 th day of June, 2017 by the following vote, to wit: AYES: NOES: ABSENT: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: ESTHER C. BEIRNE, City Clerk 2

8 Purchase of 7 Vehicles and Equipment Vehicle Purchasing Summary Spreadsheet Department/Division Vehicle/Equipment Description Type Fleet # Current Model Replace with Preliminary Price Purchase Strategy Fire Command Pickup Fleet Vehicle Chevrolet 2017 Chevrolet Silverado 2500 HD $63,000* State Contract Winner Chevrolet Fire Command Pickup Fleet Vehicle Chevrolet 2017 Chevrolet Silverado 2500 HD $63,000* State Contract Winner Chevrolet Fire Command Pickup Fleet Vehicle Chevrolet 2017 Chevrolet Silverado 2500 HD $63,000* State Contract Winner Chevrolet Public Works/Streets Backhoe Equipment Case F2 Backhoe Loader $165,000 Cooperative Agreement California Multiple Award Schedule (CMAS) Public Works/Streets Vacuum Truck Fleet Vehicle Vactor 2017 Vactor $390,000 Cooperative Agreement National Joint Powers Alliance (NJPA) Public Works/Streets Street Sweeper Equipment Tymco 2017 Tymco Model 600 $240,000 Cooperative Agreement Houston-Galveston Area Council (H-GAC) Parking Services Enforcement Buggy Fleet Vehicle GO-4 Gas 2014 GO-4 EV Electric $24,000 Competitive bid: Demo price Municipal Maintenance Equipment (MME) Total $1,008,000 Dealer * Includes $12,000 for outfitting costs

9 CITY OF SAN RAFAEL POLICIES AND PROCEDURES Policy No. Subject: Fleet ManaQement Policy Resolution No. Issue Date: September 6, 2012 Revision Date: Prepared By Richard Landis Approved By: ~C-?1 '~ f FLEET MANAGEMENT POLICY AND PROCEDURES PURPOSE: The City of San Rafael establishes this policy to govern the management of the City's vehicle fleet.. SCOPE: The acquisition, outfitting and replacement of all City vehicles. DEFINITIONS: "City vehicle" shall include all automobiles, trucks, motorcycles, or any other equipment registered with the Department of Motor Vehicles and owned, leased, or rented by the City. "Fleet Manager" shall be the Director of Public Works or his/her designee. POLICY: General Provisions Fleet Manager The role of the Fleet Manager is to advise the City Manager and City Council on matters relating to the City's vehicle fleet. The Fleet Manager shall communicate with all department directors regarding vehicle needs and submit timely reports to the City Manager. The Fleet Manager is committed to the following principles: 1. The size and nature of the City's fleet is governed primarily by need and function, i.e., the number of vehicles should be no greater than what is necessary to provide public services in an efficient manner. Each vehicle within the fleet should be minimally specified to fulfill its intended function, providing operators with a comfortable and modestly-appointed vehicle with which to deliver services in a cost-effective manner. 2. Vehicles should be selected with a strong preference for fuel efficiency and hybrid and alternative fuel technology. The City will strive to reduce the negative impact of its fleet upon the environment by reducing greenhouse gas emissions. 3. Vehicles with the lowest long-term maintenance and repair costs and occupant safety are preferable. Department Budgeting for Additional Vehicle Acquisition Before a department determines the need to add a vehicle to its inventory, it shall first check with the Fleet Manager and the Finance Department to determine whether an existing vehicle is available elsewhere in the fleet that may meet the department's needs. If none is available, the requesting Page 1 of 3

10 department shall submit a vehicle addition request to the Fleet Manager with the following information: The purpose for which the vehicle is needed The type of vehicle requested and the total estimated purchase price The estimated total cost of any special auxiliary equipment or equipment packages above what might be considered standard equipment. The cost of adding a new vehicle to the fleet shall be paid by the requesting department. Internal service charges to that department's budget shall be established at the time of vehicle purchase to ensure adequate future funding for the vehicle's eventual replacement. Vehicle Acquisition All departments shall submit vehicle purchase requests to the Fleet Manager. The Fleet Manager will consider requests, consult with the Finance Department to ensure that there are sufficient funds for the new vehicle request, and review vehicle specifications for conformance with the provisions and intent of the Fleet Policies and Procedures. All vehicle purchases shall be administered by the Fleet Manager and shall comply with bidding procedures, when applicable, to ensure competitive pricing. Invoices for new vehicle purchases and equipment installation shall be administered by the Fleet Manager with pre-approved departmental account codes established to meet the invoice totals. Vehicle Replacement Funding Funding for vehicle acquisition and supplemental equipment shall be established through monthly internal service charges to the department operating the vehicle, over the projected useable life of that vehicle. An annual inflation factor is applied to the department's internal service charge to account for anticipated increases in future vehicle costs. Vehicle Replacement Schedule City vehicles are eligible for replacement on the basis of the following established useable life recommendations: Vehicle Descrjption Sedans, SUV's, lians, light and medium duty trucks (up to 8,600 Qross vehicle weiqht) Heavy duty_trucks (over 8,600 Qross vehicle weiqht) Police patrol/traffic vehicles Police unmarked vehicles Police motor~cles ParkinQ enforcement buqqies Fire command vehicles Fire pumper enqines Fire ladder trucks Ambulances Useable Life 1 o years 1 8 years 4 years 7 years 1 20 years Off-road maintenance and construction equipment shall be replaced when economically or operationally justified. When a vehicle in this group approaches the end of its anticipated life cycle, a cost/benefit analysis shall be performed to justify vehicle replacement. Page 2 of 3

11 These useable life standards are for vehicle replacement financial estimating purposes only. When a vehicle reaches the end of its established useable life and the department operating the vehicle requests replacement, each vehicle shall be assessed by the Fleet Manager and Vehicle Maintenance Division to determine if replacement is justified, given general vehicle condition, mileage, maintenance and repair history, safety considerations, etc. Extension of the useable life of any vehicle shall be at the discretion of the Fleet Manager and the requesting department. Likewise, a department may request a vehicle replacement prior to the end of its established useable life. The Fleet Manager shall review all such requests in consultation with the Finance Department and Vehicle Maintenance Division. Requests for early replacement shall be accompanied by a thorough justification, including objective criteria supporting the request. The cost of early replacement, if any, shall be borne by the requesting department. If a department determines that an assigned vehicle is no longer needed, the vehicle shall be returned to the Vehicle Maintenance Division for re-allocation within the fleet or disposition as surplus. Disposition of Surplus Vehicles All vehicles accepted by the Vehicle Maintenance Division for replacement or permanent elimination from the fleet shall be consigned to public auction with the City's designated auction service. Departments shall deliver vehicles being replaced to the Vehicle Maintenance Division prior to accepting the new replacement vehicle. Maintenance and Repair of Vehicles Preventive and Routine Maintenance and Repairs The Vehicle Maintenance Division shall notify departments of upcoming scheduled maintenance for vehicles operated by that department and will schedule the date and anticipated duration of the scheduled maintenance. If possible, the department operating the vehicle shall deliver it to the Vehicle Maintenance Division. If necessary, Vehicle Maintenance will pick up the vehicle at its customary parking location and return it when scheduled maintenance is complete. Unscheduled Repairs In the event a vehicle requires immediate or unscheduled repair during normal work hours, operators should call the Vehicle Maintenance Division ( ), or take the vehicle to the Public Works facility at 111 Morphew Street for assessment. If the vehicle cannot be operated or is unsafe to operate, the driver should call the Vehicle Maintenance Division for road service, towing, or advice. After normal working hours, vehicle operators should call the non-emergency Police Department dispatch number ( ) for towing or road assistance. Vehicle operators must notify their supervisors, as well as the Fleet Maintenance Division, in the event of a vehicle failure. Reimbursement for Personal Expense for City Vehicle Repair Certain emergencies may occur during non-working hours that can be easily remedied at a service station (for example, a flat tire or radiator hose). Department Directors whose employees routinely work outside of normal working hours shall develop appropriate policies governing the authority of vehicle operators to affect emergency repairs during non-working hours with the intended goal of delivering uninterrupted public service. These departmental policies shall be forwarded to the Fleet Manager for reference. Page 3 of 3