Title
Recommendation to Authorize the Purchase of Four Replacement Police Chevrolet Tahoe’s and Associated Aftermarket Equipment Consistent with the Revised Vehicle Replacement Policy in an Amount Not-to-Exceed $335,980.51 from Winner Chevrolet. (Public Works 60141581)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
Four City of Alameda (City) police vehicles require replacement due to age, mileage, and condition. On July 5, 2023 City Council approved Resolution No. 16073, amending the Fiscal Year (FY) 2023-24 Operating Budget for the Fleet Replacement Fund (Fund 601), authorizing an appropriation of $1,440,571 of unspent FY 2022-23 vehicle replacement funds into the current fiscal year for the purchase of replacement vehicles. Staff recommends City Council authorize the purchase of four Chevrolet Tahoe vehicles from Winner Chevrolet, the vendor who holds the State of California contract, for an amount not-to-exceed, $335,980.51. This includes the cost of the vehicle, upfitting with aftermarket equipment and a 5% contingency for cost inflation.
BACKGROUND
On November 5, 2019, staff provided City Council with an update on the revised Administrative Policy and Procedure Number 48, Vehicle and Equipment Replacement Policy. 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 focuses on right-sizing the City fleet, the purchase of electric vehicles when feasible, and lowering the fleet’s emissions through acquisition of low emission vehicles.
In accordance with City Administrative Policy and Procedure Number 5 (Purchasing Policy), vehicles may be purchased 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.
Four Police Department vehicles have exceeded the replacement criteria in the Fleet Replacement Policy and are at the end of their service life.
City Council Resolution No. 16073, made the necessary funding for this purchase available by authorizing the carry-forward of unspent vehicle replacement funds in Fund 601 in the amount of $1,440,571 for the purposes for which they were budgeted in FY 2022-23.
DISCUSSION
The State of California competitively solicits pricing for various vehicles. Winner Chevrolet of Elk Grove, California holds the State of California contract for Chevrolet vehicle purchases. Staff recommends piggybacking on the pricing between the State of California and Winner Chevrolet. Staff also recommends the aftermarket equipment for the four Chevrolet Tahoe vehicles be installed by Winner Chevrolet at a factory discount. The total not-to-exceed cost for the fully equipped vehicles is $335,980.51, which includes a 5% contingency for cost inflation.
The four Chevrolet Police Tahoe vehicles are specified to be gasoline powered due to electric vehicle range limitations, long charging times and the inability of leaving the vehicle running with lights on. Staff will continue to monitor the electric police vehicle market.
ALTERNATIVES
• Authorize purchase of the four equipped replacement vehicles from Winner Chevrolet.
• Do not authorize the purchase from the proposed vendor and recommend an alternative procurement process.
• Do not authorize purchase of the vehicles. This alternative will require the existing vehicles to remain in service with escalating repair costs and reduced reliability.
FINANCIAL IMPACT
Funds for these replacement purchases were previously appropriated and are available in the Fleet Replacement Fund (601) in accordance with Resolution No. 16073.
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 replacement vehicles will be equipped with a modern gas engine that meets or exceed CA emissions and fuel efficiency standards.
RECOMMENDATION
Authorize the purchase of four replacement Police Chevrolet Tahoe’s and associated aftermarket equipment consistent with the Revised Vehicle Replacement Policy in an amount not-to-exceed $335,980.51 from Winner Chevrolet.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Carlo Balboni, Fleet Supervisor
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Police Tahoe Chief Build Quote
2. Police Tahoe Watch Commander Quote 1
3. Police Tahoe Watch Commander Quote 2
4. Police Tahoe Watch Commander Quote 3