HomeMy WebLinkAboutCC AG PKT 2015-02-09 #F AGENDA STAFF REPORT
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DATE: February 9, 2015
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Sean P. Crumby, P.E., Director of Public Works
SUBJECT: FISCAL YEAR 2015-16 FLEET REPLACEMENT
SUMMARY OF REQUEST:
That the City Council approve of replacement vehicles and equipment for Fiscal
Year 2015-16.
BACKGROUND AND ANALYSIS:
On June 11, 2012, the City Council adopted the 2012 Fleet Management Plan
(Plan) and directed staff to implement the recommendations contained therein.
Within that Fleet Management Plan, a scoring system was developed that
identified when it is most cost efficient to replace vehicles within the fleet. As part
of the annual budget preparation process, the City's fleet is evaluated and scored
and the vehicles and equipment that meet the replacement criteria are presented
to the City Council for consideration of replacement. This Council action is
requested in advance of the budget season and the approved purchases will be
incorporated into the proposed Fiscal Year 2015-16 Operating Budget, which is
then considered and approved by the City Council. To that end, the fleet has
been evaluated and a total of 11 vehicles and 3 pieces of equipment are
recommended for replacement in FY 2015-16.
The original 2012 Fleet Management Plan did not include a recommended
replacement interval for Police motorcycle units. Since the adoption of the Plan
the motorcycles have been reviewed with the same criteria as was developed for
the Patrol Automobile Units. Industry practice typically has motorcycle units
replaced in shorter intervals than traditional police cars, as motorcycles present
potential safety risks to operators not typically found with cars. As such, staff
requested that the original 2012 Fleet Management Plan authors provide a brief
addendum to the Plan for the purpose of establishing a recommended
replacement interval for motorcycle units. The authors recommended that the
City should plan for replacement of these units at three years or between 60,000
and 70,000 miles. The remaining evaluation and scoring criteria outlined in the
Fleet Management Plan remains the same for motorcycle units as well as the
rest of the City's fleet.
Agenda Item F
The minimum score for vehicle and equipment replacement is 23 points. The
vehicles identified for purchase in FY 2015-16 will replace existing vehicles and
equipment and does not increase the overall size of the fleet. The replacement
vehicle types and associated costs will be detailed in the FY 2015-16 budget
document. A scoring summary of the recommended vehicles and equipment to
be replaced is as follows:
Dept. Description Year Score
w
Police Detective Unit 2009 24
Police Detective Unit 2006 23
.........................................................
.
Police Volunteer Unit 2005 35
Police Volunteer Unit q200924 41
Police Patrol Unit 29
Police Patrol Unit
Police Motor Unit 2006 26
Administrative Sedan 2000 29
........ ........
Public Works Water Truck 2007 24
Public Works Water Truck 2005 23
...............__..._•_
Public Works Maintenance Truck 2005 27
Public Works Beach Tractor 1999 33
Public Works Beach Rake 1997 26
... _._._._._._.. �.._.. ._._._._.....................................
Public Works Fork Lift 1999 28
As has been the City's past practice, fleet vehicles and equipment that have
been replaced are sent to auction. The funds generated from the sale of surplus
equipment and vehicles are deposited into the City's Fleet Replacement Fund.
Separate Council action is required for the sale of this property, and this request
is submitted for consideration at the time the City Council considers approval for
the purchase of replacement vehicles and equipment.
The request to replace the vehicles noted above is presented for Council
consideration at this time as the annual budget preparation process is set to
begin in February. Should Council elect to approve the replacement of these
vehicles, sufficient funds for their replacement will be included in the proposed
FY 2015-16 Operating Budget. The specific types of vehicles and related costs
will be presented to the City Council for its consideration as part of its review of
the annual budget. Should the City Council elect to approve funds in the FY 15-
16 Operating Budget for this purpose, a separate purchase request will be
presented to Council for its consideration after the start of the new fiscal year,
along with a request authorizing the sale of surplus vehicles and equipment.
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ENVIRONMENTAL IMPACT:
This item is not subject to the California Environmental Quality Act ("CEQA")
pursuant to Section 15061(b)(3) of the sate CEQA Guidelines because it can be
seen with certainty that replacement of existing fleet vehicles and equipment will
not have a significant effect on the environment.
LEGAL ANALYSIS:
The City Attorney has reviewed this report and approved it as to form,
FINANCIAL IMPACT:
There is no financial impact associated with Council approval of this request.
Should the City Council approve the replacement of the vehicles and equipment
noted above, sufficient funds for the purchases will be included in the proposed
FY 2015-16 Operating Budget, which will be presented to the City Council for its
consideration as part of the annual budget review process.
RECOMMENDATION:
That the City Council approve of the replacement of vehicles and equipment for
Fiscal Year 2015-16.
SUBMITTED BY: NOTED AND APPROVED:
Sean P. Crumby, P.E. ilf Ingram,
Director of Public Works i y Manager
Prepared by: Luis Estevez, Deputy Director of Public Works, Maintenance &
Utilities
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