Title
Recommendation to Authorize the Purchase of Five Police Vehicles from Future Chevrolet in an Amount Not-to-Exceed $290,783.44. (Public Works 60141581)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
City Council previously appropriated funds to purchase replacement police patrol vehicles. Tonight’s action authorizes the City Manager to purchase five vehicles from Future Chevrolet on a sole source basis. Fleet purchases are typically made either through a state contract or cooperative purchasing agreement. Given supply and production shortages, Ford dealers under this state contract do not have vehicles available for purchase. Twelve police patrol vehicles are budgeted for replacement in the fiscal year (FY) 2022-23 budget cycle, however staff has been unable to purchase any vehicles in the last two years. Supply of Fords under the state contract is projected to be limited again in the coming fiscal year.
Staff learned that Future Chevrolet had an unexpected allotment of seventy-five 2023 Police Pursuit Chevy Tahoes on their lot. The Tahoes were not allocated for a specific agency and are selling fast. The City of San Leandro just authorized the purchase of 10 of the Chevy Tahoes. Five are being held for the City of Alameda (City), pending City Council approval. High mileage and use of police patrol vehicles demand a consistent replacement schedule to maintain safety, control maintenance and repair costs and ensure reliability of the fleet for first responders. Staff recommends purchasing these five police pursuit Chevy Tahoes from Future Chevrolet in an amount not-to-exceed $290,783.44. The vehicles meet all specifications and are suitable for the intended purpose. Future Chevrolet offers government pricing at a discount rate. The estimated difference from purchasing through the state contract is less than $5,000 per vehicle. Staff will continue to pursue replacement of the seven additional vehicles in this year’s budget whose mileage and age is in exceedance of fleet replacement criteria.
BACKGROUND
On November 5, 2019, staff brought to City Council a revised Administrative Policy and Procedure Number 48, Vehicle and Equipment Replacement Policy (Fleet Replacement Policy). The Fleet Replacement Policy is consistent with the City’s recently adopted Climate Action and Resiliency Plan and emphasizes greenhouse gas (GHG) emission reductions. The revised policy focuses on right-sizing the City fleet, the purchase of electric vehicles when feasible, and lowering the fleet’s GHG emissions through acquisition of low emission vehicles. In June 2021, the City Council adopted the FY 2021-21 and 2022-23 budget, which included funds for the replacement of 12 police patrol vehicles.
In accordance with City Administrative Instruction Number 5 (Purchasing Policy), if there are limitations on the source of supply, the City Manager can waive the solicitation and selection requirements within the policy purchase on a sole source. The Purchasing Policy states that the City Council must approve an award of vehicle purchases to a single vendor made through either piggybacking or cooperative purchasing in excess of a cumulative total of $75,000 in any given fiscal year.
DISCUSSION
Once an emergency vehicle has reached a point of high mileage and years of service, its reliability for emergency response and service begins to diminish. Under the City’s Fleet Replacement Policy, patrol vehicles are listed for replacement every four (4) years or 85,000 miles. The twelve vehicles intended for replacement during the FY 2022-23 budget cycle are six to eight years old with mileage in excess of 100,000. Purchasing the five available Chevy Tahoes will allow retirement of five existing vehicles that are incurring increasing maintenance costs. It also maintains Alameda Police Department’s ability to respond to calls for service and support the various service delivery demands of the community.
Exhibit 1 includes the quote for three Police Pursuit Chevy Tahoes with search lights. Exhibit 2 includes the quote for two Police Pursuit Chevy Tahoes with search lights and ballistic doors. The vehicles meet all specifications and are suitable for the intended purpose. Future Chevrolet offers government pricing at a discount rate and the estimated difference from purchasing through the state contract is less than $5,000 per vehicle. Staff will continue to pursue replacement of the seven additional vehicles in this year’s budget whose mileage and age is in exceedance of fleet replacement criteria.
ALTERNATIVES
• Authorize purchase of the proposed replacement and new vehicles and authorize the price adjustment for the previously approved replacement ambulance.
• Do not authorize purchase of the vehicles and provide staff a different direction.
FINANCIAL IMPACT
Funds for replacing five (5) police patrol vehicles were previously appropriated from the Vehicle Replacement Fund. No additional budget appropriation is required.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACTS
Although hybrid police patrol vehicles exist, availability at this time is non-existent. Recently, Fleet services purchased 10 hybrid police patrol vehicles. As hybrid police patrol vehicles become available again, staff will continue to renew the fleet in a manner that emphasizes greenhouse gas (GHG) emission reductions. Until such time, these new vehicles will replace older vehicles and be current with state emission and fuel efficiency standards.
RECOMMENDATION
Recommendation to authorize the purchase of five police pursuit vehicles from Future Chevrolet in an amount not-to-exceed $290,783.44
Respectfully submitted,
Erin Smith, Public Works Director
By,
Dan Olberg, Acting Fleet Supervisor
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Future Chevrolet Quote - 2 Police Pursuit Chevy Tahoes with Ballistic Doors
2. Future Chevrolet Quote - 3 Police Pursuit Chevy Tahoes without Ballistic Doors