HomeMy WebLinkAboutCC AG PKT 2012-02-27 #OSUMMARY OF REQUEST:
AGENDA STAFF REPORT
DATE: February 27, 2012
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Sean P. Crumby P.E., Assistant City Manager /Public Works
SUBJECT: FLEET REPLACEMENT
The proposed City Council action will authorize the purchase and setup of two
police patrol vehicles (Ford Crown Victoria), and one Marine Safety 4x4 pickup
(Chevrolet Colorado) as approved in the 2011 -2012 Adopted City Budget.
BACKGROUND AND ANALYSIS:
In June of 2009 the City Council approved fleet replacement of selected vehicles
with the FY 09/10 budget. The Public Works Department manages the fleet for
all the departments within the City. In 2010 the City suspended fleet purchases.
Since that time the City has not been replacing vehicles within the fleet. At this
time it is recommended that three vehicles be replaced within the fleet. The
vehicles are as follows
Police Department Patrol Cars
The City of Seal Beach has nine Ford Crown Victoria cars that are used within
the fleet. The two oldest cars are near the end of their life expectancy as patrol
cars. The cars are both from model year 2005 and have approximately 110,000
and 94,000 miles respectively. The amount of wear and tear on a police vehicle
is more damaging than a typical vehicle due to the fact that these cars drive
excessive speeds at times and can sit idling for extended periods. The Ford
Motor Company has discontinued production of the Ford Crown Victoria. Two
new 2011 Ford Crown Victoria vehicles have been located for purchase which
includes with a warranty protection. Any new police patrol vehicle purchased will
need to have a variety of equipment installed onto the vehicle prior to being
ready for use by the Police Department. This package includes lighting, radios,
graphics, etc. This package s estimated at a cost of $15,000 to $20,000. If the
2011 Ford Crown Victoria vehicles are purchased, the equipment from the two
existing vehicles can be reused and reduce the cost to approximately $8,000
each.
Agenda Item 0
Marine Safety Department Truck
The Marine Safety Department has a fleet of five vehicles. One is used by the
Lifeguard Chief and four are used to patrol and rescue on the City's beaches.
The beaches include both those in Old Town and Surfside. Those four beach
vehicles are all 2004 Dodge Dakota pickup trucks. In an effort to plan for the
replacement of the vehicles, Dakota pickup Trucks were not all replaced at the
same time. Three of the four trucks have been replaced over the past few years
with Chevy Chevrolet Colorado pickup trucks. The remaining 2004 Dodge
Dakota pickup truck currently has 28,000 miles. Although the vehicle is low in
mileage, it is used extensively in the corrosive ocean environment and is at the
end of its useful life. In 2009, this 2004 Dodge Dakota was scheduled to be
replaced. Due to the suspension of fleet purchases, this replacement was not
brought to the City Council until March 14, 2011. The vehicle was in need of
repairs at that time. The City Council elected to repair the vehicle and replace
the vehicle in the future.
The City Council established a Vehicle Replacement Fund in 2008. Since that
time, questions have arisen regarding fleet replacement and the appropriate
funding level within that fund. The City is working with a consultant to prepare a
Fleet Replacement Plan that is scheduled to be presented to the City Council
during the FY 2012/13 budget process. Several goals of this plan are to:
• Establish an appropriate fund balance for the Vehicle Replacement Fund;
• Establish appropriate transfer amounts annually into the Vehicle
Replacement Fund; and
® Adopt a fleet replacement policy that will include parameters that
determine vehicle replacement.
Until a fleet management plan is adopted, it is recommended that fleet purchases
continue to be evaluated on an individual basis. The vehicles being
recommended for purchase at this time are in need of replacement for
emergency service personnel to respond to calls for service and are
recommended for replacement immediately.
The State of California, County of Los Angeles, and various cities have
cooperative purchase provisions under Fleet Division bid that allow cities to
purchase these vehicles for a competitive replacement cost previously bid. The
City has used various programs in the past to successfully purchase vehicles and
is recommending the use of these programs to purchase the identified vehicles.
The City has requested pricing through the State of California's competitive bid
list. Eight dealers were contacted regarding matching pricing from the State of
California's bid list. Several vendors have agreed to honor the pricing set forth
within the State of California Bid List.
ENVIRONMENTAL IMPACT:
There is no Environmental Impact related to this item.
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LEGAL ANALYSIS:
No legal analysis is required for this item.
FINANCIAL IMPACT:
Funding is available as proposed in the Fiscal Year 2011/12 budget within
Vehicle Replacement Fund Account number 021 - 980 - 48075. The quoted prices
for the recommended fleet purchases are as follows:
Estimated
Vehicle Dealer Vehicle Cost Equip Cost Total
2011 Ford Crown Vic. Wondries Fleet Gr. $24,564.97 $8,000 $32,564.97
2011 Ford Crown Vic. Wondries Fleet Gr. $24,567.97 $8,000 $32,567.97
2012 Chevrolet Colorado Coalinga Motors $21,170.28 $7,000 $28,170.28
$93,303.22
The equipment cost is only an estimate, as it is not known how much of the
existing equipment can be reused. The City will attempt to reuse as much
equipment from the existing vehicles as possible. It is recommended that
$100,000 be approved for purchase and setup of three fleet vehicles.
RECOMMENDATION:
It is recommended that the City Council authorize the purchase and setup of two
police patrol vehicles (Ford Crown Victoria), and one Lifeguard 4x4 pickup
(Chevrolet Colorado) as approved in the 2011 -2012 Adopted City Budget.
SUBMITTED BY:
Sean P. Crumby, P.E.
Assistant City Manager/
ublic Works
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NOTED AND APPROVED:
2
. Ingram, City Eger