HomeMy WebLinkAbout07-01-2014 C6 Replacement of Police Admin, SWAT and SET VehiclesCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Timothy S. Bochum, Deputy Director of Public Works
Isaac Shuck, Fleet Maintenance Supervisor
Dave Smith, Interim Fleet Maintenance Supervisor
SUBJECT: REPLACEMENT OF FOUR POLICE UNMARKED SEDANS,
REPLACEMENT OF ONE UNMARKED VEHICLE, REPURPOSE OF ONE
S.W.A.T. SUV AS AN UNMARKED VEHICLE AND PURCHASE OF ONE
SWAT TRUCK, SPECIFICATION NO. 90576, 91230, 91025.
RECOMMENDATION
1. Approve the use of Cooperative Purchasing Agreement with State of California Contract No.
1-14-23-20 (A-G), effective through February 2, 2016, for the purchase of one Ford
Interceptor Utility, four Ford Interceptor Sedans, and one Ford F350 Crew Cab Pickup.
2. Authorize the Finance Director to execute a purchase order to Folsom Lake Ford in the
amount of $153,953.07 for one Ford Interceptor Utility, and four Ford Interceptor Sedans.
3. Authorize the Finance Director to execute a purchase order to Downtown Ford in the amount
of $45,876.43 for one Ford F350 Crew Cab pickup.
4. Authorize the surplus designation of four unmarked Police vehicles, and two unmarked
SUVs, fleet Asset No. 0808, 0209, 0330, 0901, 0809, 0604 by sale, auction, trade-in or other
method in accordance with the City’s policies and procedures as prescribed in the Financial
Management Manual Section 405-L and 480.
DISCUSSION
There were three fleet replacement projects approved in the 2013-15 Financial Plan.
Police Admin Sedans
The Ford Interceptor sedan, which is also used for marked patrol, is recommended for the Police
Chief and detectives. Ford offers a configuration option for Administrative use for the
Interceptor that is intended and appropriate for use by Police Admin staff. Selecting the Ford
Interceptor line of vehicles will help fleet maintenance staff by continuing standardization of
marked and unmarked vehicles in the police fleet. Parts for both the sedan and utility models are
interchangeable.
07-01-2014
Fleet Replacement Project Name Specification Funding Assignment
Police Admin Unmarked Sedan (1)90576 $38,200.00 Police Chief
Police Unmarked Detectives Vehicles (3)91230 $69,900.00 Detectives
Police Utility Vehicles (2)91025$94,400.00 S.W.A.T. and unmarked
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Replacement of four Police Sedans and two SUVs, Specification No. 90576, 91230, 91025. Page 2
Specifying New versus Used Vehicles for Detectives
In the Financial Management Manual (Section 405-D: Policies) the City has a practice of
purchasing new vehicles to “take advantage of design advancements and improvements in fuel
usage.” An exception to this policy allows the Police Department to consider the purchase of
used general-purpose sedans for detective and undercover work. This flexibility allows the
Police Department selection discretion to meet the needs of this specialized assignment.
For this current purchase the Police Department is requesting to make the replacement of three
detective vehicles that were originally purchased used, by purchasing three new Ford Interceptor
Sedans. The Police Department is requesting this deviation from the “exception” section of the
policy for the following reasons:
1. The department currently has four other used detective vehicles that operate in a low
profiled, unmarked capacity.
2. Purchasing new vehicles is in line with the policy intent as it relates to design advancements
and fuel economy. On a couple of occasions the purchase of used detective vehicles has been
problematic due to unintended maintenance issues and lack of warranty coverage.
3. Currently the Police Department is attempting to assist Fleet by incorporating “like vehicles”
into our police fleet. As we move forward with replacement of patrol vehicles the
department, in consultation with Fleet, has identified the Ford Interceptor sedan and utility as
the vehicles of choice. This consistency provides a continuity of maintenance and availability
of common parts that will attribute to the long term care and condition of our police vehicle
fleet.
4. In 2012 Ford Motor Company started to design a vehicle product line in the form of
“Interceptor” sedans and utilities that are manufactured specifically as police vehicles. This is
a new concept in the industry and allows agencies flexibility in design to meet our
department needs in both marked and unmarked vehicles.
5. The original CIP fleet replacement request budget for the detective vehicles was based on the
Toyota Corolla which is not presently offered through the State of California. It is available
through an alternative cooperative purchase contract with the National Joint Powers Alliance
(NJPA). The Corolla base price with NJPA is $19,110. The base price is $23,242 for the Ford
Interceptor Sedan through the State of California. The Toyota Corolla warranty is 5
year/60,000 miles. The Ford Interceptor warranty is 5 years/100,000 miles. If needed, the
proposed unmarked Ford Interceptors could be reconfigured and added to match the existing
marked patrol fleet.
The Fleet Supervisor recommends replacing the existing sedans with new Ford Interceptor
sedans as the appropriate course of action in light of the reasons listed above.
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Replacement of four Police Sedans and two SUVs, Specification No. 90576, 91230, 91025. Page 3
Unmarked Vehicle
Currently the Police Department has one officer assigned to an unmarked vehicle. The vehicle
assigned to this position has been approved for replacement as part of the FY 2013-2014 budget.
Repurpose of an unmarked vehicle and purchase of SWAT Ford F350 Crew Cab Pickup
As part of the 2013-15 Financial Plan, the Police Department has been approved to replace the an
unmarked vehicle (unit #0604) which is being replaced as surplus in Fiscal Year 2013-14. Due to
this departure a new unmarked vehicle capable of engaging in surveillance, carrying equipment and
providing transportation for anywhere from two to four people will need to be purchased.
Currently the police department uses an unmarked utility vehicle that is assigned as the tow vehicle
for the Critical Incident/Mobile Command Post (S.W.A.T.) trailer. Due to the excessive weight and
mobile needs of the trailer this existing tow vehicle is not rated for this capacity and is deemed as
unsafe and not a practical application for this use.
In lieu of purchasing a new unmarked vehicle the Police Department would like to use the utility
vehicle that pulls the SWAT trailer for this purpose. This vehicle is already outfitted with low
profile emergency lighting equipment, police communication equipment, is unmarked and can
easily be transitioned.. There will be no fiscal impact to alter this vehicle for this specific use.
By shifting the purchase of a new unmarked vehicle the available funds can be used to purchase a
more reliable and appropriate vehicle to tow the Critical Incident/Mobile Command Post
(S.W.A.T.) trailer. Fleet has determined the Ford F-350 Crew Cab pickup as the most appropriate
vehicle for this function. Police communication equipment from the elimination of the surplus
vehicle can be transferred, however, this vehicle will need to be outfitted with an up to date low
profile emergency lighting system similar to the other undercover vehicles in the Police Department
fleet.
Multi-use Vehicle
Although this vehicle would be designated to pull the Critical Incident/Mobile Command Post
(SWAT) trailer, it would also be available to provide transportation space for bicycles, equipment
and larger or heavier items of evidence often collected at crime scenes. The vehicle could also be
used to transport personnel and gain access to some areas where terrain is not conducive for a
standard patrol vehicle.
Cooperative Purchase of Vehicles
The City’s Financial Management Manual, Section 405-I page 14, recommends fleet purchases
use either a State cooperative purchasing contract or “piggyback” agreements with local
agencies. Staff recommends use of the following cooperative purchasing agreements with the
State of California Department of General Services (D.G.S.) for these vehicle purchases:
1. Contract No. 1-14-23-20 (A-G) for Vehicles, Trucks;
2. Contract No. 1-12-23-14 for Vehicles, Law Enforcement Sedans & Utility Vehicles.
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Replacement of four Police Sedans and two SUVs, Specification No. 90576, 91230, 91025. Page 4
Folsom Lake Ford and Downtown Ford have provided a competitive bid quotes through the
agreements as approved D.G.S. dealers. City Staff inspected and reviewed the vehicle
specifications for compliance and confirmed the quote provided by both dealers met the needs of
the City and is in compliance with the State bid contract.
The D.G.S. contract includes a provision for the dealers to include third party installation of all
emergency lighting and siren equipment as part of the purchase quote. The equipment would be
installed by Lehr Auto Electric which is a factory distributor and installer of the emergency
lighting and siren equipment City staff has approved. Lehr Auto Electric has an excellent
reputation in the police industry and is regularly used by the D.G.S. dealers.
Staff also contacted the local Ford dealer which declined to quote on these vehicles due to the
complex and numerous specifications for emergency equipment and related factory options
specific to law enforcement.
CONCURRENCES
Police and Finance & Information Technology Departments staff concurs with the replacement
vehicle recommendation made in this report.
FISCAL IMPACT
Funding for these vehicle replacements is provided in the 2013-15 Financial Plan. The shortfall
in the replacement of the detective sedans project account (91230) is offset by the unused funds
in other replacement project accounts (90576, 90125) as shown in the Replacement Project Costs
and Summary of Combined Projects tables below. Staff will transfer the positive balances from
90576 and 91025 to cover the shortfall in 91230. The net funding balance of all combined
projects is $2,670.50.
Summary of Combinded Projects Totals
202,500.00
199,829.50
$2,670.50
Total of all available project funding (91576, 91230,91025)
Total of six vehicle purchases
Net Remaining Balance of Combined Projects
C6 - 4
Replacement of four Police Sedans and two SUVs, Specification No. 90576, 91230, 91025. Page 5
Replacement Project Costs (90576)Base Cost Extended Replacement Project Costs (91025)Base Cost Extended
(1) Police Chief sedan 24,610.0024,610.00 (1) Ford Interceptor Utility for unmarked 28,114.0028,114.00
Emergency Lighting Upfit 2,957.002,957.00 Emergency Lighting Upfit 3,198.003,198.00
2,205.36 2,504.96
325.00 325.00
8.75 8.75
30,106.11 34,150.71
38,200.00 47,200.00
8,093.89 13,049.29
Replacement Project Costs (91230)Base Cost Extended Replacement Project Costs (91025)Base Cost Extended
(3) Detective sedans 24,418.0073,254.00 (1) Ford F350 Crew Cab Pickup 38,853.0038,853.00
Emergency Lighting Upfit 2,957.008,871.00 Emergency Lighting Upfit 3,293.003,293.00
6,570.00 3,371.68
975.00 350.00
26.25 8.75
89,696.25 45,876.43
69,900.00 47,200.00
(19,796.25)1,323.57
Tire Fees
Tire Fees
Total Project Cost
Available Project Budget
Remaining Project Fund Balance
Remaining Project Fund Balance
Total Project Cost
Available Project Budget
Available Project Budget ($23,300 x 3)
Remaining Project Fund Balance
Available Project Budget
Remaining Project Fund Balance
Sales Tax
Delivery to Corp Yard
Sales Tax
Delivery to Corp Yard
Tire Fees
Sales Tax
Delivery to Corp Yard
Sales Tax
Delivery to Corp Yard
Tire Fees
Total Project CostTotal Project Cost
ALTERNATIVES
Deny Purchase. The City Council could choose to deny or defer the Police Admin vehicle
purchases. Staff does not recommend this option because these vehicles are high mileage,
receive 24/7 usage, or have higher than normal repair history. All were approved for replacement
as part of the 2013-15 Financial Plan Process.
ATTACHMENTS
1. 2013-15 Police Admin Unmarked Sedan CIP
2. 2013-15 Police Unmarked Detective Vehicles CIP
3. 2013-15 Police Utility Vehicles CIP
4. Quotation for Ford Interceptor Sedans
5. Quotation for Ford Interceptor Utility
6. Ford F350 Crew Cab Pickup
\\chstore6\team\council agenda reports\2014\2014-07-01\police admin, swat, and set vehicles\_council_agenda_report_all_vehicles.docx
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Project Description
Replacing three (3) unmarked administrative sedans for the Police Department will cost $38,200 in 2013-14 and $78,600 in 2016-17.
Maintenance/Replacement New project Fleet Replacement New Fleet Request
Council Goal / Measure Y Priority - List:
Need and Urgency
PD Administrative Sedan (0808) 2013-14
Staff is requesting replacement of one (1) Police Department unmarked administrative sedan in 2013-14. This unmarked Chrysler Sebring vehicle (Asset 0808) is
currently assigned to the Chief of Police. This vehicle was purchased in 2007 and currently has over 104,000 miles. Police sedan vehicles have been designated
for replacement at 10 years / 90,000 miles per the Fleet Policy. While this vehicle has not met the target vehicle age, it has exceeded its target mileage and is
beginning to show its wear and tear with increased repairs costs and time in the fleet maintenance shop. Staff is recommending that this vehicle replacement be
accelerated to the 2013-14 fiscal year and be replaced with a like Ford Taurus Sedan. This vehicle is equipped with a communications radio and Code-3
equipment.
PD Administrative Sedans (0839, 0838) 2016-17
Staff is requesting replacement of two (2) Police Department unmarked administrative sedans in 2016-17. These unmarked Dodge Chargers (Asset 0839 and
0838) are currently assigned to the Department’s two Police Captains. These vehicles were purchased in 2008 and currently have 45,943 and 37,149 miles
respectively. Police sedan vehicles have been designated for replacement at 10 years / 90,000 per the Fleet Policy. Unlike the patrol Dodges, these vehicles are
not driven 24/7 and the maintenance has been manageable. However, professional fleet experience has shown that Dodge Chargers begin to experience excessive
maintenance and repairs after six years. Therefore, based upon projected mileage at time to replacement, staff recommends advancing the replacement of these
vehicles to 2016-17 fiscal year. Staff requests these vehicles be replaced with a Ford Interceptor sedan or utility. These vehicles are equipped with a
communications radio and Code-3 equipment.
The decision to replace these vehicles is based on the following factors:
1. Projected miles of vehicle exceed replacement miles recommended in Fleet policy.
2. Review of mechanical condition and history by Fleet Supervisor and Department staff.
3. Evaluation of maintenance costs by Fleet Supervisor.
4. Spreading vehicle replacement costs over multiple years for program users.
Attachment 1
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Operating Program Number and Title:
80100 – Police Administration
Project Phasing and Funding Sources
Continuing, ongoing or master account project - Specification No.
(Asset#0808)Initial Project Costs by Phase
(Asset#0839, 0838)Budget to Date 2013-142014-152015-162016-172017-18 Total
Equipment Acquisition $0$38,200 $0 $0$78,600 $0$116,800
Total $0$38,200 $0 $0$78,600 $0$116,800
Detail of ongoing costs and alternatives to ongoing costs including return on investment information:
Ongoing costs are those associated with typical preventative maintenance. Typical annual costs for preventative maintenance such as oil/filter changes,
inspections, plus as-needed replacement of wear parts such as tires, batteries, brakes, filters and fuses. Budget for these repairs/routine maintenance are supported
through the Fleet Services operating budget for routine maintenance and repairs.
Denying or deferring the request will lead to proportionally higher costs for maintenance and operation for Public Safety budget, decreased reliability and delays in
service due to staff needing to locate an alternate vehicle. Additional funds will be needed for increased repairs should replacements be deferred.
Anticipated Vehicle Life Span: 10 years / 90,000 miles
Budget to Date 2013-142014-152015-162016-172017-18 Total
Fleet Replacement Fund $0$38,200 $0 $0$78,600 $0$116,800
Total $0$38,200 $0 $0$78,600 $0$116,800
Project Funding by Source
Reduced / Enhanced Project Alternatives
Alternate project is feasible or advantageous – Cost of alternative project: NA
Project can be phased – Number of years for phasing: Spreading of vehicle purchases could occur. Should the Dodge Charger sedan (Asset 0838) require
minimal maintenance and repairs costs, the vehicle replacement could be deferred for a maximum of one year to the 2017-18 fiscal year
Attachment 1
C6 - 7
Leasing Alternative: Although leasing may be beneficial in some instances, such as specialty construction equipment or lower mileage vehicles, it is not
always viable for all vehicles. If the life of a vehicle can be extended due to favorable condition assessments, a lease may not allow for vehicle replacement
“deferment”. A comprehensive cost analysis for fleet leasing would need to be conducted in order to fully evaluate the cost benefits of this alternative. In July,
2011, the department began leasing one Chevrolet Caprice patrol vehicle. The vehicle was chosen as a lease specifically due to the circumstances that surrounded
the current Dodge Charger patrol vehicles and maintenance issues at that time. The Fleet Manager and department staff used the leasing period to evaluate other
vehicle alternatives in an effort to move away from Dodge Chargers. Patrol vehicles experience significant engine idling hours during the normal course of patrol
work. Idling is the continuous operation of an engine in working mode where the engine is not engaged in gear. One hour of idling can equate to a minimum of
25 miles of normal driving. The normal idling of patrol vehicles during the routine course of work make leasing not a viable solution for these vehicles.
Project Team
Assignment Program Estimated Hours
Project management and vehicle purchasing Fleet Maintenance Supervisor 40
Equipment Install & Vehicle Specification Fleet Staff 32
Coordination with Fleet Police Staff 3
Attachment 1
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Description of Replacement Units
Replacement Fiscal Year 2013-14 2014-15 2015-16 2017-18
City Fleet Number 0808 839 0838
Vehicle Type Administration Sedan Administration SedanAdministration Sedan
Make Chrysler Dodge Dodge
Model Sebring Charger Charger
Model Year 2007 2008 2008
Date Entered City Service 2007 2008 2008
Odometer Reading at 12-2012 105,664 45,943 37,149
Mileage/Year Average 21,133 - - 11,486 9,287 -
Replacement Guidelines
Target: Years or Mileage 10 years / 90,000 miles 10 years / 90,000 miles10 years / 90,000 miles
Estimated Mileage @ Replacement 126,797 - - 91,886 74,298 -
Estimated Years @ Replacement 6 years 8 years 8 years
Satisfies Replacement Policy:Yes - mileage Yes - mileage No
Fleet Supervisor Assessment
*Vehicle has exceeded
target mileage and requires
excess maintenance &
repairs. Deferring
replacement is not
recommended.
*Vehicle will meet
recommended mileage for
replacement but not age.
Professional experience
shows Dodge Chargers to
cause excessive repairs,
brake and engine failures,
after 6+ years. Deferring is
not recommended.
*While this vehicle has not
yet met its recommended
age/mileage for
replacement, Dodge
Chargers can cause
excessive repairs after 6+
years. Should repair costs
be minimal, staff could
defer this vehicle
replacement up to one year.
Replacement Cost Ford Taurus Sedan
Base Unit 28,608 29,645 29,645
Accessories & Other Costs 6,500 6,500 6,500
Misc.- - - -
Delivery 250 250 250
Sales Tax 2,809 - - 2,892 2,892 -
Total Replacement Costs 38,200 - - 39,300 39,300 -
2013-14 2014-15 2015-16 2016-17 2017-18
Year Totals:38,200 - - -
2016-17
78,600
Ford Interceptor Sedan
Attachment 1
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Project Description
Replacing a total of seven (7) police unmarked detective vehicles, equipped with basic Code-3 equipment and radio communications, will cost $69,900 in 2013-14,
$67,600 in 2014-15, $33,300 in 2015-16 and $24,800 in 2017-18.
Maintenance/Replacement New project Fleet Replacement New Fleet Request
Council Goal / Measure Y Priority - List:
Need and Urgency
Staff is requesting the replacement of seven (7) unmarked detective vehicles for the investigations services program. These vehicles (Asset 0209, 0330, 0602,
0605, 0901, 0721, 0807) are primarily used by detectives and are not equipped with Mobile Data Computers. These vehicles require radios for communications
and Code-3 equipment. Detectives utilize their vehicles on a daily basis to follow up with cases, drive to scene locations which require their assistance or respond
to in-progress calls.
In accordance with the City’s Fleet Policy, Police Department sedans have a recommended target replacement guideline of 10 years / 90,000 miles. As a result of
previous condition assessments, replacement of these vehicles had been deferred in the past due to good condition and lower mileage; some vehicles with less than
acceptable condition assessments were also deferred due to the City’s fiscal outlook during the 2011-13 Financial Plan. Staff is now recommending these vehicles
be replaced with like sedans equipped with radios and Code-3 equipment. Staff recommends the following vehicle replacements:
2013-14
In 2013-14, staff recommends replacing three unmarked detective vehicles, assets 0209, 0330 and 0901. Asset 0209 is a Chevy Impala and was purchased in
2001. Currently this vehicle has 71,530 miles and is projected to be 12 years of age at time of replacement. This vehicle has met its target age but remains low on
miles in part to in-town driving. This vehicle is showing signs of increased repairs beyond that of routine preventative maintenance. Asset 0330 is a 2001 Chevy
Malibu that was purchased used in 2002. This vehicle currently has 70,239 miles and will be eleven years old at the time of replacement. While this vehicle will
not meet the recommended mileage target for replacement, it is experiencing additional brake issues that will continue to be costly to maintain. Therefore, staff
recommends replacement in the 2013-14 fiscal year.
Lastly, asset 0901 is a 2008 Chevy Impala that was purchased as a used vehicle in 2008. This vehicle has 49,628 miles and is estimated to be 5 years old at time of
replacement. This used vehicle has had continuous maintenance and repair issues, most recently with braking. Due to the increased repair costs and servicing
issues, staff recommends accelerating replacement to 2013-14. Staff recommends replacing these sedans with Toyota Corolla model sedans.
2014-15
In 2014-15, staff recommends replacing two unmarked detective vehicles, assets 0602 and 0721. Asset 0602 is a 2004 Buick Regal that was purchased used in
2005. This vehicle serves as an unmarked detective sedan and has 89,821 miles to-date. This vehicle will be 10 years old at time of projected replacement and
Attachment 2
C6 - 10
will have met its target mileage of 90,000 miles. Staff recommends replacing with a Ford Taurus sedan or equivalent. Asset 0721 is a Dodge Caravan that was
purchased used in 2003. This vehicle currently has 80,966 miles and is estimated to exceed both the target age and miles at time of replacement. This vehicle will
be 11 years of age at time of replacement in 2014-15. Staff recommends replacing the Dodge Caravan with a standard utility Ford Explorer or other like vehicle.
2015-16
In 2015-16, staff recommends replacing one unmarked detective vehicle, asset 0605. Asset 0605 is a 2005 Chevy Impala that was purchased used in 2008. This
vehicle has 49,628 miles to-date. This vehicle is expected to meet its target miles at time of replacement. This vehicle is starting to experience additional repair
costs to engine, filters and brakes. Staff does not recommend deferring this vehicle replacement beyond the recommended date due to increased repair costs. Staff
recommends replacing with a Ford Taurus sedan or equivalent.
2017-18
In 2017-18, staff recommends replacing one unmarked detective vehicle, asset 0807. Asset 0807 is a 2007 Chevy Impala purchased used in 2007. This vehicle
currently has 61,934 miles. This vehicle is expected to meet and/or exceed the recommended age/miles at time of replacement in 2017. Due to spreading of costs,
staff does not recommend deferring this vehicle beyond the recommended replacement date of 2017-18. Staff recommends replacing with a Toyota Corolla sedan.
Vehicle replacements must vary by model type. As unmarked police sedans, often these vehicles are performing discreet tasks and are intended to not be
recognized as a police department vehicle. As such, fleet recommendations for vehicle replacement have taken into account the purchase of various sedan/utility
models, such as Toyota Corolla, Ford Taurus and Ford Explorer.
The decision to replace these vehicles is based on the following factors:
1. Projected miles of vehicle meet/exceed replacement miles recommended in Fleet policy (Assets 0602, 0605, 0721 and 0807).
2. Actual years of operation meet/exceed recommended years in Fleet policy. (Assets 0209, 0605, 0602, 0330, 0721, 0807)
3. Review of mechanical condition and history by Fleet Supervisor and Department staff.
4. Evaluation of maintenance costs by Fleet Supervisor.
5. Spreading vehicle replacement costs over multiple years for program users.
Operating Program Number and Title:
80300 - Investigations
Project Phasing and Funding Sources
Continuing, ongoing or master account project - Specification No.
Attachment 2
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(Asset#0209, 0330, 0901)Initial Project Costs by Phase
(Asset#0602, 0721)
(Asset#0605) (Asset#0807)Budget to Date 2013-142014-152015-162016-172017-18 Total
Equipment Acquisition $0$69,900$67,600$33,300 $0$24,800$195,600
Total $0$69,900$67,600$33,300 $0$24,800$195,600
Detail of ongoing costs and alternatives to ongoing costs including return on investment information:
Ongoing costs are those associated with typical preventative maintenance. Typical annual costs for preventative maintenance such as oil/filter changes,
inspections, plus as-needed replacement of wear parts such as tires, batteries, brakes, filters and fuses. Budget for these repairs/routine maintenance are supported
through the Fleet Services operating budget for routine maintenance and repairs.
Vehicle replacements for asset 0209, 0330 and 0721 have already been deferred beyond the recommended replacement age due to fair condition assessments and
lower than anticipated mileage. Further deferring of vehicle replacements could lead to proportionally higher costs for maintenance and operation for Public
Safety budget, decreased reliability and delays in service due to staff needing to locate an alternate vehicle. Additional funds will be needed for increased repairs
should replacements be deferred.
Anticipated Vehicle Life Span: 10 years / 90,000 miles
Budget to Date 2013-142014-152015-162016-172017-18 Total
Fleet Replacement Fund $0$69,900$67,600$33,300 $0$24,800$195,600
Total $0$69,900$67,600$33,300 $0$24,800$195,600
Project Funding by Source
Reduced / Enhanced Project Alternatives
Alternate project is feasible or advantageous – Cost of alternative project: N/A
Project can be phased – Number of years for phasing: Vehicle replacements already spreading over five year Capital Improvement Plan to help absorb the
impact of vehicle replacements. Vehicles meeting target age/mileage and increased repair costs above routine preventative maintenance have been recommended
for replacement within the appropriate year.
Leasing: In July, 2011, the department began leasing a Chevrolet Caprice patrol vehicle to evaluate if leasing is a viable option for the police department.
Leasing can be beneficial in some instances for specialty construction equipment or low usage vehicles, although it is not always viable for all vehicles. If the life
of a vehicle can be extended due to favorable condition assessments, a lease agreement may not allow for vehicle replacement “deferment”. A comprehensive cost
analysis for fleet leasing would need to be conducted in order to fully evaluate the cost benefits of this alternative.
Attachment 2
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Project Team
Assignment Program Estimated Hours
Project management and vehicle purchasing Fleet Maintenance Supervisor 40
Installation & Equipment Specification Fleet Staff 24
Coordination with Fleet Police Staff 8
Attachment 2
C6 - 13
Description of Replacement Units
Replacement Fiscal Year
City Fleet Number 0209 0330 0901 0602 0721
Vehicle Type
Unmarked Detective
Sedan Unmarked Detective Sedan
Unmarked Detective
Sedan
Unmarked Detective
Sedan Unmarked Detective Van
Make Chevrolet Chevrolet Chevrolet Buick Dodge
Model Impala Malibu Impala Regal Caravan
Model Year 2001 2001 2008 2004 2002
Date Entered City Service 2001 2002 2008 2005 2003
Odometer Reading at 12/2012 71530 70239 46,628 89821 80,966
Mileage/Year Average 6,503 7,024 11,657 12,832 8,996
Replacement Guidelines
Target: Years or Mileage 10 years / 90,000 miles10 years / 90,000 miles10 years / 90,000 miles10 years / 90,000 miles10 years / 90,000 miles
Estimated Mileage @ Replacement 78,033 77,263 58,285 109,068 94,460
Estimated Years @ Replacement 12 years 11 years 5 years 10 years 12 years
Satisfies Replacement Policy:Yes - age Yes - age NO Yes - age & MileageYes - age & mileage
Fleet Supervisor Assessment
*Vehicle exceeds age by 2
yrs but not mileage due to
inner-city driving. Age
causing increased repairs.
Do not recommend
deferring.
*Vehicle exceeds age by 1
year. Lower mileage due to
inner-city driving. Age
causing increased repairs
above routine PM. Do not
recommend deferring.
*Vehicle not meeting
age/mileage target. Higher
repair & maintenance costs
(brakes). Recommend
advancing replacement to
reduce service costs.
Spreading of replacement
costs.
*Meets age/mileage target.
Projected mileage approx.
20.000 miles over.
Spreading costs of vehicle
replacements.
*Exceeds target age by 2
years. Meets mileage
target. Spreading costs of
vehicle replacements.
Replacement Cost Toyota Corolla Toyota CorollaToyota Corolla Ford Taurus Ford Explorer
Base Unit 17,420 17,420 17,420 26,108 28,184
Accessories & Other Costs 4,000 4,000 4,000 4,000 4,000
Misc.250 250 250 250 250
Delivery 250 250 250 250 250
Sales Tax 1,394 1,394 1,394 2,089 2,255
Total Replacement Costs 23,300 23,300 23,300 32,700 34,900
Year Totals:
2013-14 2014-15
2014-152013-14
69,900 67,600
Attachment 2
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Description of Replacement Units
Replacement Fiscal Year 2015-16 2016-17 2017-18
City Fleet Number 0605 0807
Vehicle Type
Unmarked Detective
Sedan Unmarked Detective Sedan
Make Chevrolet Chevrolet
Model Impala Impala
Model Year 2005 2007
Date Entered City Service 2008 2007
Odometer Reading at 12/2012 49628 61,934
Mileage/Year Average 12,407 - 12,387
Replacement Guidelines
Target: Years or Mileage 10 years / 90,000 miles 10 years / 90,000 miles
Estimated Mileage @ Replacement 86,849 - 117,675
Estimated Years @ Replacement 10 years 10 years
Satisfies Replacement Policy:Yes - age Yes - age & mileage
Fleet Supervisor Assessment Meets target age and
projected to meet target
mileage within 2014-15
FY. Deferring beyond age
target showing increasing
repair costs. Spreading
replacement costs over 5-yr
plan.
Meets target age.
Projected to exceed target
mileage by approx 20,000
miles. Do not recommend
deferring beyond this date
due to increased repair
costs & reliability issues.
Replacement Cost Ford Taurus Toyota Corolla
Base Unit 26,630 18,814
Accessories & Other Costs 4,000 4,000
Misc. (decals)250 250
Delivery 250 250
Sales Tax 2,130 - 1,505
Total Replacement Costs 33,300 - 24,800
2015-16 2016-17 2017-18
Year Totals:33,300 - 24,800
Attachment 2
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Project Description
Replacing three (3) Police Utility Vehicles, one (1) marked and two (2) unmarked, equipped with Code-3 equipment for the Police Department will cost $94,400
in 2013-14 and $53,000 in 2016-17.
Maintenance/Replacement New project Fleet Replacement New Fleet Request
Council Goal / Measure Y Priority - List:
Need and Urgency
Staff is requesting replacement of four existing Police Department marked and unmarked utility vehicles, two (2) in 2013-14 and one (1) in 2016-17. These
vehicles are utilized for patrol purposes and are driven on a daily basis. Each utility vehicle (Asset 0604, 0809 and 1105) has a specific purpose. The City’s Fleet
Policy recommends replacement of other public safety vehicles at 10 years / 80,000 miles.
Asset 0604 is a 2002 Chevrolet Suburban (unmarked) purchased as a used vehicle in 2005. This unit is utilized as a detective vehicle and driven on a daily basis.
Although the target replacement was anticipated for 2017-18 based upon the age of the vehicle, staff is requesting that the vehicle’s replacement be accelerated to
2013-14 because of its excessive mileage. As of the last meter reading in December 2012, this vehicle had 116,881 miles. Due to excessive mileage, the vehicle is
experiencing higher than average repair and maintenance costs to keep this vehicle in regular service.
Asset 0809 is a 2007 Dodge Durango (unmarked) and was purchased as a used vehicle in 2007. This unit is utilized as a detective vehicle and driven on a daily
basis. The anticipated target replacement was slated for 2019-20. However, this request for replacement is also being accelerated to 2013-14 because of excessive
mileage. At the last servicing, the vehicle odometer reading was 150,079 miles, or almost twice its recommended replacement mileage. This vehicle is also
experience higher than average repair and maintenance costs above the normal preventative maintenance services.
The 2011 Chevrolet Tahoe marked utility vehicle (Asset 1105) is used daily by the Crime Scene Investigator (CSI) officer on duty. The department has two CSI
officers and staff intentionally schedules these officers to work opposite shifts, to provide for round the clock coverage. A utility vehicle is needed to provide for
higher clearance for off-road access, and also provides for adequate hauling, transport and secured storage needs for specialty equipment and materials. This
vehicle was purchased in 2011. Due to its regular and routine use, staff projects this vehicle to exceed its target mileage before its target age of 10 years.
Therefore, staff recommends vehicle replacement in 2016-17.
The decision to replace these vehicles is based on the following factors:
1. Projected miles of vehicle exceed replacement miles recommended in Fleet policy.
2. Actual years of operation meet the recommended years in Fleet policy (Asset 0604).
3. Review of mechanical condition and history by Fleet Supervisor and Department staff.
4. Evaluation of maintenance costs by Fleet Supervisor.
Attachment 3
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5. Spreading vehicle replacement costs over multiple years for program users.
Operating Program Number and Title:
80200 – Police Patrol
Project Phasing and Funding Sources
Continuing, ongoing or master account project - Specification No.
Initial Project Costs by Phase
Budget to Date 2013-142014-152015-162016-172017-18 Total
Equipment Acquisition $0$94,400 $0 $0$53,000 $0$147,400
Total $0$94,400 $0 $0$53,000 $0$147,400
(Asset#0604, 0809 & 1105)
Detail of ongoing costs and alternatives to ongoing costs including return on investment information:
Ongoing costs are those associated with typical preventative maintenance. Typical annual costs for preventative maintenance such as oil/filter changes,
inspections, plus as-needed replacement of wear parts such as tires, batteries, brakes, filters and fuses. Budget for these repairs/routine maintenance are supported
through the Fleet Services operating budget for routine maintenance and repairs.
Denying or defer the request will lead to proportionally higher costs for maintenance and operation for Public Safety budget, decreased reliability and delays in
service due to staff needing to locate an alternate vehicle. Additional funds will be needed for increased repairs should replacements be deferred.
Anticipated Vehicle Life Span: 10 years / 80,000 miles
Budget to Date 2013-142014-152015-162016-172017-18 Total
Fleet Replacement Fund $0$94,400 $0 $0$53,000 $0$147,400
Total $0$94,400 $0 $0$53,000 $0$147,400
Project Funding by Source
Reduced / Enhanced Project Alternatives
Alternate project is feasible or advantageous – Cost of alternative project: N/A
Project can be phased – Number of years for phasing: Staff has incorporated the spreading of replacement dates for these vehicles in attempts to smooth
replacement costs and alleviate financial burden on the Fleet Replacement Funds.
Attachment 3
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Leasing Alternative: Although leasing may be beneficial in some instances, such as specialty construction equipment or lower mileage vehicles, it is not
always viable for all vehicles. If the life of a vehicle can be extended due to favorable condition assessments, a lease may not allow for vehicle replacement
“deferment”. A comprehensive cost analysis for fleet leasing would need to be conducted in order to fully evaluate the cost benefits of this alternative. Staff does
not recommend leasing in this case due to the excessive mileage of these vehicles.
Project Team
Assignment Program Estimated Hours
Project management and vehicle purchasing Fleet Maintenance Supervisor 16
Installation & Equipment Specifications Fleet Staff 12
Coordination with Fleet Police Staff 4
Attachment 3
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Description of Replacement Units
Replacement Fiscal Year 2014-152015-16 2016-172017-18
City Fleet Number 0809 0604 1105
Vehicle Type Patrol Unmarked Utility Patrol Unmarked Utility Patrol Marked Utility
Make Dodge Chevy Chevrolet
Model Durango (Used) Suburban (Used) Tahoe
Model Year 2007 2005 2011
Date Entered City Service 2007 2005 2011
Odometer Reading at 10-31-12 150,079 116,881 54,684
Mileage/Year Average 30,016 16,697 - 54,684 -
Replacement Guidelines
Target: Years or Mileage 10 years / 80,000 miles10 years / 80,000 miles 10 years / 80,000 miles
Estimated Mileage @ Replacement 165,087 125,230 - - 191,394 -
Estimated Years @ Replacement 7 years 8 years 5 years
Satisfies Replacement Policy:Yes - mileage Yes - mileage Yes - Mileage
Fleet Supervisor Assessment
*Vehicle has exceeded
target mileage by 70,000
miles. Increasing repair
costs above routine PM.
Do not recommend
deferring replacement
beyond this date.
*Vehicle has met age and
exceeded target mileage
by nearly 37,000 miles.
Vehicle has increased
repair costs above
routine PM. Do not
recommend deferring
replacement beyond this
date.
*Vehicle will exceed target
mileage by 2014.
However, staff feels
replacement can be
deferred to 2016-17 if
routine PM is performed.
Further deferring beyond
this date is not
recommended.
Replacement Cost Ford Interceptor Utility
Base Unit 38,411 38,411 39,179
Accessories & Other Costs 5,000 5,000 10,000
Misc.200 200 - 200
Delivery 500 500 500
Sales Tax 3,073 3,073 - - 3,134 -
Total Replacement Costs 47,200 47,200 - - 53,000 -
2014-152015-16 2016-172017-18
Year Totals:- - 53,000 -
2013-14
Ford Interceptor Utility
94,400
2013-14
Attachment 3
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Attachment 4
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Attachment 4
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Attachment 4
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Attachment 5
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Attachment 5
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Attachment 5
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DF050814310R
NameDate5/8/2014
AddressREPFORBESS
CityCAPhone
Phone FOB
QtyUnit PriceTOTAL
1 $27,431.00$27,431.00
-1 $165.00($165.00)
1 $7,952.00$7,952.00
1 $118.00$118.00
1 $495.00$495.00
1 $220.00$220.00
1 $174.00$174.00
1 $366.00$366.00
1 $1,076.00$1,076.00
1 $229.00$229.00
1 $506.00$506.00
1 $118.00$118.00
1 $253.00$253.00
1 $3,293.00$3,293.00
1DOC FEE$80.00$80.00
$42,146.00
SHIPPING$350.00
Taxes 8 $3,371.68
TIRE FEE$8.75
TOTAL $45,876.43
$500.00 DISCOUNT FOR PAYMENT IN 20 DAYS
TOW COMMAND BRAKE CONTROLLER
LEHR UPFIT
Office Use Only
STATE OF CALIFORNIA CONTRACT 1-14-23-20A
Description
2015 F350 CREW CAB 4X4
SHORT BED
DIESEL ENGINE
ALLTERRAIN TIRES
REVERSE CAMERA
TELESCOPING TRAILER MIRRORS
CITY OF SAN LUIS OBISPO
BLUETOOTH
CRUISE CONTROL
ELECTRONIC SHIFT ON THE FLY
LIMITED SLIP REAR AXLE
POWER GROUP
REVERSE AID SENSOR
QUOTATION
DOWNTOWN FORD SALES
525 N16th Street, Sacramento, CA. 95814
916-442-6931 fax 916-491-3138
QUOTATION
Payment Details
Customer
Attachment 6
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Attachment 6
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