Title
Recommendation to Authorize the Purchase of Six Vehicles Consistent with Revised Vehicle Replacement Policy in Amounts Not to Exceed $93,377 from Freeway Toyota for Three Hybrid Vehicles, $74,984 from Cromer Material Handling for Two Forklifts and $311,598 from Leader Industries for One Ambulance. (Public Works 60141581)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
Three light duty vehicles, two forklifts, and one ambulance were approved for replacement in Fiscal Years (FY) 2020-21 and 2021-22. Staff confirmed each vehicle meets the minimum use requirements in the Fleet Replacement Policy. Staff is seeking approval to purchase three of the replacement vehicles based on unit pricing and estimated up-fitting (adding accessories specific to the purpose of the vehicle) costs in approved State of California contracts from Freeway Toyota in an amount not to exceed $93,377. The purchase of the two forklifts will be under a contract held between Sourcewell, a cooperative purchasing agency that the City of Alameda (City) is a member of, and Cromer Material Handling in an amount not to exceed $74,984. The purchase of the ambulance will be under a contract held between HGAC Buy., a cooperative purchasing agency that the City is a member of, and Leader Industries in an amount not to exceed $311,598.
All of the requested replacement vehicles are either Hybrid, Liquid Propane Gas (LPG) or Clean Diesel units. The recommended replacements will bring the vehicles up-to-date with State emission and fuel efficiency standards. Overall, these replacement vehicles are consistent with the City’s goals in Climate Action and Resiliency Plan, improve reliability, and reduce maintenance costs.
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), as committed to before the purchase of any vehicles authorized for replacement. 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 includes a focus 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 2020, the City Council adopted the FY 2020-21 and 2021-22 budget, which included funds for replacement of fleet vehicles.
In accordance with City Administrative Instruction Number 5 (Purchasing Policy), vehicles may be purchased by piggybacking on another agency’s purchase agreement or through cooperative purchasing. 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
Staff verified minimum use requirements for the replacement of three light duty vehicles, two forklifts, and one ambulance. The three light duty vehicles for Community Development have ground clearance and all-wheel drive requirements during emergency response. Given this use, a Toyota RAV4 hybrid is being recommended for the replacement vehicles. . These units will be purchased in an approved State of California contract from Freeway Toyota in an amount not to exceed $93,377 (see Exhibit 1).
The two replacement forklifts for Public Works will be liquid propane gas (LPG) powered. LPG is a clean-burning alternative fuel that has been used for decades to power light-duty, medium-duty and heavy-duty propane vehicles. The forklifts will be purchased per a Sourcewell contract with Cromer Material Handling in an amount not to exceed $74,984 (see Exhibit 2).
Alameda’s Fire Department has four ambulances in operation with two additional units that serve as reserve units. The fourth operational ambulance came on line in 2020. One of the operational units was replaced last fiscal year due to age and mileage and another is approved for replacement now. This replacement Ford F-550 Horton 623 174” Pass-Through, Custom Fire Ambulance Configuration is a Certified Clean Idle unit and will be purchased from Leader Emergency Vehicles, REV Group through HGAC Buy contracts in an amount not to exceed $311,598. This vendor has provided all of the City’s ambulance units and purchasing from this vendor will allow for continued vehicle standardization. The vehicle specification is approved by AFD’s internal Ambulance and Fire Apparatus committee to ensure that it meets all medical response, life support and medical transport requirements (see Exhibits 3 and 4). The unit replaced last year and the one being replaced now will become the reserve units and the existing reserve units will go to auction.
ALTERNATIVES
• Authorize purchase of the proposed replacement vehicles.
• Provide further or different direction on the purchase of the replacement vehicles.
• Do not authorize purchase of the replacement vehicles.
FINANCIAL IMPACT
The purchase of these vehicles from Freeway Toyota ($93,377), Cromer Material Handling ($74,983.14) and Leader Emergency Vehicles, REV Group ($311,598.00) are budgeted in the Fleet Replacement Internal Service Fund (Fund 601) FY 2021-22 budget. No additional budget appropriation is required. There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects that have the potential for causing a significant effect on the environment. This action is not a project pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378.
CLIMATE IMPACTS
Three of the replacement vehicles will be hybrid, which use far less gasoline than the vehicles they are replacing. The two forklifts will be LPG powered, which is a clean-burning alternative fuel that has been used for decades to power light-duty, medium-duty, and heavy-duty propane vehicles. The ambulance unit is equipped with “Clean Diesel Technology”, which meets or exceed all current State and Federal emission requirements. The “Clean Diesel” vehicle purchase confirms the City’s commitment to greening the City fleet as new vehicles cut carbon dioxide equivalent emissions by nearly 50% from the vehicles they are replacing, have higher fuel efficiency standards, improve reliability, and lower operations and maintenance costs.
RECOMMENDATION
Authorize the purchase of six vehicles consistent with revised vehicle replacement policy in amounts not to exceed $93,377 from Freeway Toyota for three hybrid vehicles, $74,984 from Cromer Material Handling for two forklifts and $311,598 from Leader Industries for one ambulance.
CITY MANAGER RECOMMENDATION
The City Manager recommends authorization to purchase the six (6) vehicles.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Forrest Heiderick, Fleet Supervisor
Financial Impact section reviewed,
Annie To, Finance Director
Exhibits:
1. Freeway Toyota Price Quote RAV4 Hybrid
2. Cromer Price Quote Forklift
3. Leader EV Price Quote Ambulance
4. HGAC Letter
cc: Eric Levitt, City Manager
Gerry Beaudin, Assistant City Manager