Title
Recommendation to Authorize the Purchase of One Ford F-250 from National Fleet Auto Group in an Amount Not-to-Exceed $77,295.88. (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 Command vehicles is a total of 10 years, with eight (8) years in frontline service and two (2) years as a reserve vehicle. AFD-2, a 2010 Ford Expedition, exceeds the replacement policy criteria being in its third year of service as a reserve vehicle. AFD-2 has become unreliable and is no longer suitable as a reserve due to the age and past use of the vehicle. In order to retire AFD-2, staff recommends repurposing AFD-111, a 4-year-old frontline Battalion One vehicle to a reserve that can replace AFD-2. Funds to purchase the new Battalion One were allocated as one-time funds in the Fleet Maintenance & Replacement Fund (Fund 601) Fiscal Year (FY) 2023-24 budget.
Staff recommends purchasing one new Ford F-250 Battalion One from National Fleet Auto, a cooperative purchasing entity, for a not-to-exceed $77,295.88. The total cost of the new Battalion One with upfitting costs for aftermarket equipment is estimated to be $150,000.
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 13 years old, AFD-2 is over the City’s Fleet Replacement Criteria for Fire Command vehicles of eight (8) years of frontline service and two (2) additional years as a reserve unit. A Battalion One command vehicle is used as the primary response vehicle for the Duty Chief. The Duty Chief oversees all Fire Department operations during a 24-hour shift. The Battalion One vehicle is outfitted to function as a mobile command post during incidents. It also provides all of the supporting technology required to manage an incident and support mutual aid if needed.
In order to retire AFD-2, staff recommends repurposing AFD-111, a 4-year-old frontline Battalion One vehicle to a reserve that can replace AFD-2. Funds to purchase the new Battalion One were allocated as one-time funds in the FY 2023-24 budget.
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 in excess of a cumulative total of $75,000 in any given fiscal year.
DISCUSSION
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 compliant with state statutes. The City is a Sourcewell member and the quoted pricing for the Ford F-250 is based on the Sourcewell contract. Staff recommends the purchase of one Ford F-250 for a total not-to-exceed $77,295.88. The F-250 requires upfitting with aftermarket equipment, which will add an additional estimated cost of $73,000 from various standard Fire Department vendors. As each aftermarket vendor is less than $75,000, they are within the City Manager’s signing authority.
In regards to electrifying the fleet, electric super duty pickup trucks, like the Ford F-250, have not been introduced by any manufacturer and are not a replacement option. The recommended Ford F-250 will be equipped with the most modern and stringent Clean Diesel technology.
ALTERNATIVES
• Approve the purchase of one Ford F-250 to replace AFD-2, the existing reserve Fire Command vehicle.
• Delay and/or do not approve the replacement purchase. Due to likely downtime from costly repairs and increased maintenance on AFD-2, the Fire Department services may be adversely affected.
FINANCIAL IMPACT
Funds are available in the Fleet Maintenance & Replacement Fund (Fund 601) FY 2023-24 budget.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code. This action is subject to the Levine Act. This relates to the Strategic Priority to Practice Fiscally Responsible, Equitable & Inclusive Governance.
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 IMPACT
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 in emissions by nearly 50% from the vehicles they replace.
RECOMMENDATION
Authorize the purchase of One Ford F-250 from National Fleet Auto Group in an amount not-to-exceed $77,295.88.
Respectfully submitted,
Erin Smith, Director of Public Works
By,
Carlo Balboni, Fleet Supervisor
Exhibit:
1. Quote One Ford F-250 from National Auto Fleet Group