Title
Recommendation to Authorize the Purchase of One Ford F-550 for the Fire Department for a Not-to-Exceed Amount of $78,163.12 from National Auto Fleet Group, Consistent with Revised Vehicle Replacement Policy. (Public Works 60141581)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) replacement policy for Fire Utility vehicles is a total of 10 years of service or 100,000 miles, whichever comes first. AFD-769, a 1986 International Harvester Stake Side truck, is still operating as a reserve service vehicle in the Fire Department. AFD-769 has become unreliable. To remove AFD-769 from service, staff recommends purchasing a new Ford F-550 cab and chassis truck to meet the needs of the Alameda Fire Department to support daily operations and disaster response.
Staff recommends the purchase of one new Ford F-550 Cab and Chassis vehicle from National Fleet Auto, a cooperative purchasing entity, for a not-to-exceed $78,163.12.
BACKGROUND
The Fire Department and Public Works’ Fleet Services Division are responsible for replacing fire apparatus, vehicles, and equipment according to the City's Vehicle (Fleet) and Equipment Replacement Policy. Administrative Policy 48, the City’s fleet replacement policy, is based on the City’s Fleet Replacement Criteria, which considers the useful life of vehicles and equipment in terms of age, mileage (or hours), and usage. Vehicles and equipment scheduled for replacement are reviewed and analyzed for safety history and operating performance to determine if a vehicle or equipment may be replaced later. Vehicles and equipment are also reviewed to determine if the minimum use guidelines are met.
At 38 years old, AFD-769 is over the City’s Fleet Replacement Criteria for Fire Utility vehicles. The vehicle has been in reserve status under Policy 48 for some time and funds are not available in the fleet internal service fund for a replacement. A new vehicle is needed to support daily fire department activities. It will support both emergency response and non-emergency support functions. When fully outfitted, the new vehicle will be capable of bringing needed supplies to an emergency scene, towing large trailers, and fueling apparatus engaged in firefighting activities that cannot leave the scene of the incident. It will also be utilized to move supplies across the City in the event of a large-scale disaster, along with transporting needed supplies into the City. The vehicle will be available to support other departments as needed.
DISCUSSION
In accordance with the City’s Purchasing Policy (Administrative Policy Number 5, March 1, 2023), the proposed purchase may be processed by piggybacking on another agency’s purchase agreement or through cooperative purchasing. City Council must approve an award of vehicle purchases to a single vendor made through either piggybacking or cooperative purchasing more than a cumulative total of $75,000 in any given fiscal year.
National Auto Fleet Group holds Sourcewell agreement 091521-NAF. Sourcewell is a cooperative purchasing agency that solicits and awards contracts through a public competitive procurement process that is compliant with state statutes. The City is a Sourcewell member and the quoted pricing for the Ford F-550 is based on the Sourcewell contract. Staff recommends the purchase of one Ford F-550 for a total not-to-exceed of $78,163.12.
Regarding electrifying the fleet, electric super duty pickup trucks, like the Ford F-550, have not been introduced by any manufacturer and are not a replacement option. The recommended Ford F-550 will be equipped with the most modern and stringent Clean Diesel technology.
ALTERNATIVES
• Approve the purchase of one Ford F-550 to replace AFD-769, the existing stake side flatbed vehicle.
• Delay and/or do not approve the replacement purchase. Fire Department operations may be adversely affected.
FINANCIAL IMPACT
Funds for this replacement purchase in the amount of $78,163.12 are available in the Fire Department’s Fiscal Year 2023-24 appropriated budget. ($59,645 from 10032210-57010 and $18,519 from 10032210-52170). No additional funding is requested at this time.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code. This action is subject to the Levine Act. This action relates to Strategic Plan Priority to Enhance Community Safety & Services.
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
The Fleet Replacement Policy is consistent with the City’s recently adopted Climate Action and Resiliency Plan and emphasizes greenhouse gas emission reductions. The revised policy includes a focus on right-sizing the City fleet, the purchase of electric vehicles when feasible, and lowering the fleet’s greenhouse gas emissions through acquisition of low emission vehicles.
All replacements will be equipped with “Clean Diesel Technology” and will meet or exceed all current state and federal emission requirements. These “Clean Diesel” vehicle purchases confirm the City’s commitment to a green fleet. The new vehicles will cut carbon dioxide and diesel particulate matter emissions by nearly 50% from the vehicles they replace.
RECOMMENDATION
Authorize the purchase of one Ford F-550 for a not-to-exceed amount of $78,163.12 from National Auto Fleet Group, consistent with Revised Vehicle Replacement Policy.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Carlo Balboni, Fleet Supervisor
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1. National Auto Fleet Quote