HomeMy WebLinkAboutCC AG PKT 2004-02-23 #S AGENDA REPORT' )) 192 0
9 Itk
DATE: February 23, 200/4 9-
TO: Honorable Mayor and City Council 9/®
THRU: John B. Bahorski, City Manager (( P O'
FROM: Doug Dancs, P.E. Director of Public Works /City Engineer ot-
SUBJECT: FLEET REPLACEMENT: LIFEGUARD TRUCKS
SUMMARY OF REQUEST:
The proposed City Council action will adopt Budget Amendment 04 -23 for the
lease /purchase of four Dodge Dakota pickups and one Chevrolet Trailblazer for the
Lifeguard Department, adopt the attached Resolution No. authorizing the City
Manager to execute a lease with option to purchase agreement with Municipal Finance
Corporation, and receive and file an update to the Council adopted Fleet Management
Plan.
BACKGROUND:
In June 2002, Council adopted a Fleet Management Plan during the 02/03 and 03/04
budget process. This document allocated the number of vehicles per department and
outlined replacement guidelines and established the Public Works Department to manage
the fleet for all the various departments within the City.
Within the plan, it was anticipated that the Orange Coast Marketing Coalition would
provide vehicles for the Lifeguard Department as they do for various other public
agencies including the State along the Orange County coastline in exchange for exclusive
marketing rights. It has come to the Public Works Department's attention via the
Lifeguard Department that the corporate sponsor (Chevrolet) for the "Marketing
Coalition" would no longer be providing vehicles and is terminating the contract. All
lifeguard vehicles will need to be returned by mid -May of this year. Although there is a
possibility to purchase these existing vehicles, the price has yet to be determined by the
sponsor and the vehicles already have two years of field use. It would be less expensive
on an annual basis to purchase new vehicles. Most agencies in Orange County are in a
similar financial situation including the State of California and other beach cities.
Since there are no other possible sources of grant funding at this time, vehicles must now
be purchased. The proposed purchase would replace four 4 -wheel drive compact pick up
trucks as well as one 4 -wheel drive sports utility vehicle. These vehicles can be
purchased competitively under Contract Number 1- 04 -23 -20 with the State of California
as identified in Exhibit A and B. This would allow the City to purchase these vehicles for
a competitive replacement cost of approximately $93,000. The City would use a lease
purchase agreement to spread the cost over a number of years. This finance /purchase
methodology is discussed on pages 4 - 5 of the Council adopted 2002 Fleet Management
Agenda Item S
Report. With an annual interest rate of 4.25% and an expected four -year lifespan, it is
estimated the annual cost of vehicles for the Lifeguard Department would be $25,500 per
year continuously.
The changes to the Lifeguard Department vehicles have been also identified in Exhibit C
as an update to the Fleet Management Report. Also contained are the proposed changes
for fleet replacement in the upcoming budget cycle including purchase of four Ford
Crown Victorias. Three of these will replace "black and whites" and the fourth will
replace the Police Chief's SUV. Lastly, within the Water and Sewer Enterprise funds,
two trucks are proposed to be replaced. Staff will return to Council both during the
budget process and again for actual purchase of any vehicles.
FISCAL IMPACT:
There is no financial impact to the General Fund during Fiscal Year 03/04 since lease
proceeds for the acquisition of the vehicles will cover the cost of the vehicle purchases.
The City will receive its first payment starting the 04/05 Fiscal Year and for three year's
thereafter for a combined total principal and interest of $25,500 per fiscal year. These
amounts will be budgeted during the FY04 /05 & 05/06 Budget process.
Fiscal Impact for replacement of Police and Public Works vehicles to the fleet will be
addressed in the FY04 /05 & 05/06 Budget process and as outlined in the Council adopted
2002 Fleet Management Plan. It is estimated that the purchase cost of four sedans for the
Police Department would be $100,000 or about $25,000 annually from General Fund. It
is estimated that the purchase of two trucks for the Public Works Department would be
$29,000 or about $7,250 annually excluding interest from Utility Enterprise Funds with
no impact to the General Fund.
RECOMMENDATION:
Staff recommends that the City Council adopt budget amendment 04 -23 for the
lease /purchase of four Dodge Dakota pickups and one Chevrolet Trailblazer for the
Lifeguard Department, adopt the attached Resolution No. authorizing the City
Manager to execute a lease with option to purchase agreement with Municipal Finance
Corporation, and receive and file an update to the Council adopted Fleet Management
Plan. 40 . da r
Doug Dan , orks /City Engineer
NOTED AND APPROVED:
4/L
J," B. Bahorski, City Manager
Agenda Item
Attachments:
Exhibit A: State Procurement Contract
Exhibit B: Vehicle Purchase Summary
Exhibit C: Fleet Management Plan Update
Exhibit D: Resolution No. Budget Amending Resolution
Exhibit E: Resolution No. Authorization of Lease/Purchase
Agenda Item
Exhibit A:
State Procurement Contract
Agenda Item
.,. ,�.: A F
�\ STATE OF CALIFORNIA
�� � sA, DEPARTMENT OF GENERAL SERVICES - PROCUREMENT DIVISION
(� __ 4 '
COYTRACT
\ `<'Q<(FORT+`P
NOTJFICATJON
* * * ** MANDATORY * * * *
CONTRACT NUMBER: 1 - 04 - 23 - 20 Rev.: A
DESCRIPTION: VEHICLES: TRUCKS, VANS AND
UTILITY VEHICLES
SUPPLEMENT NO. 1
•
CONTRACTOR: VARIOUS
EFFECTIVE DATES: 10/22/2003 THROUGH END OF THE 2004 MODEL YEAR
SUPERSEDES CONTRACT NO.: 1- 03 -23 -20
AREA: STATEWIDE (FOUR FOB POINTS)
•
DISTRIBUTION: STATE AND LOCAL AGENCIES
TAX: Add appropriate sales and use tax.
Exempt from Federal Excise Tax. 4Yj— *Food cont racts are tax exempt. 7"? RALPH CHANDLER, Deputy Director
Use of this agreement by all agencies-is mandatory with monetary exceptions stated herein or
contained in State Administrative Manual.
To obtain assistance or report non - compliance by supplier, or for any suggestions or recommendations write:
Department of General Services, Procurement Division, P.O. Box 989054, W. Sacramento, CA 95798 -9054,
or call: Contract Administrator, BOB RIOLA 916-375 -4454, CALNET 480 -4454
•
•
Exhibit B:
Vehicle Purchase Summary
Agenda Item
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•
Exhibit C:
Fleet Management Plan Update
Agenda Item
. ' Page 1of4
• sb-DPW: ��5��Vehicle & E��^
������� | ��������� **February 2003 - Fleet ^ Equipment Inventory /
Update
.' . ^
(out OF
Update. � �� ��� ' ��� ` � ` ��)�
��� �, ��� .
| �
' . , )
Unit . Model Model � Vehicle '
�GubCate����'y��mm��� ��/��50�anufactume�'���� � Drive Fuel ( V���ate
~ / y � | ""°=� :Type | --
.. _
Vehicle - Admin 4 Records
Admin Pool Admin 02 2002 Toyota ;Prius !ZVYD .Gasoline Car -
� . / /1'Compact
�-
Admin Pool Admin 01 Z0O2.Toyoto '
12``D 1GasolineiCar
� _ ___ ___ __ _ U�Con�pact|
! � _' _
DPVVTr Transit Bus 704 l997 Ford !Bus .ZVVD /
l' - +— '- �^ --__ . -- _
DPW Transit Bus 705 1997 Ford :Bus 3VVD | .
AVG 2000
Vehicle - Lifeguards 6 Records
Lifeguard Vehicl '4WD 5120 2 001 !Gasoline Truck ; Replace with Dodge
i I Compact !Dakota 4x4.Tobe
i | |pu�hasehnmthe
' '"State" contract.
/ '
�
!Finance over 4year
/ . period.
Lifeguard Vehicle 5130 2001!Chevy IS-10 4VVD �ascin� Dodge
' � Compact Dakota =�''""` / ,=v=��=
� i 'kot 4x4. To be
' ! 'purchase ~~~ '
| . hnmthe
i ! , "State" contract.
/ | | 'Finance over 4year
. !
|
- - ' - ---- — - -'---�'---------- L-- ---- � , -_-- 2�'�v.
Lifeguard Vehicle 5140 2001 Chevy 'S'10 '4WD !Gasoline Truck - Replace with Dodge
. � Compact !Dakota 4x4.Tobe
purchase from the
"State" contract.
. � 'Finance over year
. | '
. !pehud�
� ---- - ''----- --- --- - '-` ---'--' '--- '
L��uandVeh��S110 ' 2001 Chevy S'10 !4WD Gasokne|Truck' Replace with Dodge
. ! | | ;Compact ;Dakota 4x4.Tobe
.
purchase from the
rState"contracL
! ' !Finance
■ /
' ___ ,
Lifeguard Vehicle 5100 2003 Chevy !Avalanche 4VVD Gaso|ine -
; Replace with Chevy
| i 6:Lavge Trailblazer. To be
, ' | ;SUV !purchase from the
/ | State contract.
/ ' ' {R 4
| ! Finance year
' ,period.
- - ' ^_-'�� - ..
Lifeguard Vehicle '5105 2003 'Suburban !4WD iGasuUne/Car- This unit will not be
! /
;6:Large !replaced and must
. . !SUV !be returned to the
' i
| | | {ChevorletMarkebng
. / | Coalition.
AVG 2002 .
Vehicle - Police 29 Records
-
! !
`
Page .2 of 4
Unit Model :Model � ,Vehicle ! .
SubCategory Number' Year'Manufacturer; Type i Drive; Fuel Type ;Update
Police ACO AC01 19951Chevy IS -10 4WD !Gasoline Truck -
Compact
Police CSO CS02 19981Subaru Legacy 4WD Gasoline Car -
!1:
Compact
Police CSO CS01 2000;Jeep Wrangler 4WD Gasoline Car -
4:Compact
SUV
Police CSO CS03 2000.Jeep ,Wrangler 4WD lGasoline,Car -
I 4:Compact;
SUV
Police Misc 32 1979;Chevy ;Van I2WD ,GasolinelTruck -
-
Police Patrol Pat.003 1996, Chevy !Caprice -R 2WD Gasoline'Car - (Replace with new
i 3:Full Size 1vehicle. This unit
Sedan will be auctioned
i i
and will not be part
; 1 (of the step down
1 + — _ _ i program.
Police Patrol Pat.001 • 1996'Chevy !Caprice -R I2WD Gasoline:Car - ( Replace with new
'3:Full Size vehicle. This unit
• ; Sedan will be auctioned
and will not be part
l of the step down
— — � program.
Police Patrol Pat.009 1999 i Ford Crown j 2WD i CNG Car - !Replace with new
,Victoria -CNG , 3:Full Size ;vehicle. This unit
Sedan will be "stepped"
;down and put into
;service replacing
!Unit #39 (PWD)
Dodge Dakota Pick
Up Truck). See
!below. It could also
i be used as a
I i ' !replacement for
I i l(PD) Cap.2 which is
! i 1999 Mercury
;Marquis with over
100,000 miles.
Police Patrol ,Pat.05 2002; Ford ! Crown 2WD Gasoline' Car -
Victoria ' 3: FuII Size
■ Sedan — —
Police Patrol ;Pat.10 2003 Ford !Crown 12WD iGasoline`Car -
Victoria . 3: Full Size
Sedan
Police Patrol Pat.08 2003,Ford Crown 2WD Gasoline.Car -
Victoria 3: Full Size
j Sedan
_
Police Patrol Pat.07 2003; Ford , Crown ;2WD IGasolinejCar-
lVictoria '3:Full Size
1 I !Sedan
Police Patrol Pat.04 2003 Ford Y I - -- T --
!Crown I2WD 1Gasoline;Car -
Victoria 1 1 3: Full Size
Sedan
Police ,Pat.4112 1998 Chevy ;Blazer ;4WD ;Gasoline,Car-
Patrol.Beach i 5: Regular
SUV
. - Page'3 of 4
. Unit Model;; Model ;Vehicle
SubCategory Number Year Type Drive; Fuel Type Update
Police 5 2002'Kawasaki Motorcycle 2WD ;Gasoline - Motorcycle
Patrol.Traffic 1000
Police SB 301 2003 BMW RS 2WD 'Gasoline Motorcycle ,
Patrol.Traffic
Police SB 302 2003'BMW ;RS 2WD 1Gasoline;Motorcycle
Patrol.Traffic - - _ _
- — - - — - !
Police SB 303 2003 j
BMW RS • 2WD Gasoli_ ne! Motorcycle i l
Patrol.Traffic .Traffic i
Police Patrol.WC Pat.014 2001 ;Ford 'Expedition 1 4WD 'Gasoline -Car - !
6:Large
SUV
Police •Det.4 1998'Mercury ?Sable (Dk 2WD !Gasoline Car -
Unmarked.MGMT; 1 !Blue) ;2:Mid Size '
i 'Sedan
— - --1 -- -
Police Cap.3 1998'Ford 'Explorer '4WD (Gasoline -Car -
Unmarked.MGMT 5: Regular
SUV
Police .Chi.1 2000 Ford • Expedition :2WD iGasoline :Car - iReplace with new
Unmarked.MGMT '6:Large ; Ford Crown Victoria
SUV off "State" contract.
;Vehicle currently is
over 100,000 miles
' j
and has a high rate
of fuel consumption
;by comparision.
'Auction Vehicle.
- -- _. - f ___.__ - _ _ . .- __I_
Police Det.31 1997 :Ford :Explorer 14WD Gasoline! Car -
Unmarked.POOL ! 1 (Black) ; 5: Regular
� 'SUV
� _.�.__ .._ .! - -- - .---- _- • - -•_.. _ . ! .
Police Det.5 1997!Ford 'Taurus :2WD Gasoline'Car -
Unmarked.POOL '(Green) 2:Mid Size
Sedan '
Police Cap.2 1998,Mercury 'Marquis 2WD ,Gasoline Car -
Unmarked.POOL (Black) 3:Full Size
Sedan
Police Det.8 2000 Ford Taurus :2WD ; Gasoline Car -
Unmarked.POOL ; (Silver /Grey) ; .2:Mid Size
'Sedan
Police Volunteers Vol 7 1989'Jeep !Cherokee :4WD ,Gasoline.Car -
(beige) ' 5: Regular
'SUV
. . -- - - - . . . _ . - } - - - --
Police Volunteers Vol. 4106 1999 Ford Crown 2WD !CNG -Car -
Victoria -CNG ; : 3: FuII Size
! j i i 'Sedan
Police Volunteers .Vol. 002 19991Ford - ;Crown - 12WD 1CNG !Car -
Victoria CNG i ! ;3:Full Size
- Sedan
AVG 1999 •
Vehicle - Public Works 19 Records
07 2003!Ford !F -150 1 2WD CNG ;Truck j
DPW Beach 37 1991'Ford 4 x 4 4WD ;Gasoline -Truck - 1
Ton
DPW Beach 33 1996 Tacoma 4WD 'Gasoline Truck -
Compact
. Page 4 of 4
•
Unit Model Model Vehicle
SubCategory; Number Year Manufacturer, Type ' Drive Fuel Type Update
DPW Beach 23 1998:Chevy 4 x 4 4WD :Gasoline Truck - 1
Ton
DPW Electrician 27 1996iFord ;F -250 !2WD Gasoline,Truck !
DPW Engineering 39 1994 -Dodge ,Dakota ;2WD Gasoline Truck - ;Replace with step
Compact !down Unit #:
Patrol.009. The 10
year old truck is also
' i ( la "stick shift." The
replacement vehicle
will allow for
jreasonable
• ;accomodation for
those that can not
2WD drive manual.
DPW Fleet 32 1991 Ford I F -250 ! Gasoline Truck - I
3/4 Ton '
DPW Sewer 45 1988;Ford ;F -350 1 2WD IGasoline',Truck - ;Replace this unit.
3/4 Ton This unit is over 15
'years old and has
over 110,000 miles.
It serves as the
Emergency /Spill
• iResponse Unit for
the Sewer Division.
This would be
budgeted from
i sewer fund and not
general fund.
DPW Sewer 15 1989,Ford Van '2WD ;Gasoline Truck -
! Van
DPW Sewer 1 1999
Ford 1F -250 ;2WD 'CNG Truck
DPW Sewer 35 1999 Fo
. rd F -250 - !2WD j I CNG Truck
— y
DPW Streets 41 1985!Dod a !D -350 ;2WD Gasoline!Truck - 1
on
DPW Streets 31 1989Ford Stake Bed ;2WD IGasoline,Truck - 1
Ton
DPW Streets 24 1994 Ford •F -350 ' 2WD Gasoline Truck
�
DPW Water 5 19943Dod g a Dakota ,2WD ,Gasoline Truck - Replace unit with
.Compact ;Ford Ranger. This
' I ,unit will be
I ! ;budgeted from
water enterprise
;funds and will not
I
;impact the general
j ;fund.
DPW Water 34 1996, Ford 'F-250 ; 2WD
--- - - -- --
i Gasoline:Truck
DPW Water ;28 1999IFord ;F -250 j2WD CNG Truck - i
'3/4 Ton
DPW Water 22 1999 Ford .F-250 ; 2WD CNG Truck - 1
Ton
DPW Water 30 1999 Ford F -250 ,--
2WD ;CNG Truck
AVG 1995
AVG 1998