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HomeMy WebLinkAbout02/29/2000, C4 - POLICE PICKUP TRUCK REPLACEMENT council '7° Zq ac) j agenda REpoRt C4 b. CITY OF SAN LUIS OBISPO FROM: Michael D. McCluskey,Public Works Directawyl- Prepared By: David Elliott, Administrative Analys`t� SUBJECT: Police Pickup Truck Replacement RECOMMENDATION 1) Authorize Police and Public Works employees to find a suitable used minivan to replace one existing Police pickup truck 2) Authorize procurement with City Administrative Officer approval DISCUSSION With approval of the 1999-01 Fmancial Plan,the Council authorized purchasing a used sedan in 1999-00 to replace City vehicle 8511, an existing Police pickup truck that is ready to be surplused. (See pages E-4 and E-26.) After consultation with potential users,Police Department is recommending purchase of a used minivan,instead of a sedan, at approximately the same cost. When the Council reviewed the Capital Improvement Plan during budget hearings, it directed staff to defer replacing any general purpose vehicles (sedans, station wagons,minivans, sport utility vehicles, and light pickup trucks)until the existing fleet management policies had been reviewed and updated. It also left open the possibility that urgently needed replacements could proceed with Council approval. (Representatives from affected departments are in the process of examining and revising the fleet management policies and should have a report ready for Council review in March 2000.) Vehicle 8511 is a 1985 Nissan pickup truck that was used primarily by the Situation Oriented Response Team(SORT),the Student Neighborhood Assistance Program(SNAP), and the Police field service technicians. It has accumulated 78,965 miles and became inoperable in March 1999 for four reasons: • The clutch slips badly, and a new clutch and flywheel would cost$600. • The transmission bearings are shot, and a rebuilt transmission would cost$1,500. • The carburetor is worn out, the truck won't pass a smog test, and an aftermarket carburetor would cost$700. • The tires are worn out, and replacements would cost$250. The original acquisition cost was $6,500, and maintenance cost since 1994(when Public Works took over maintenance from a private firm)has amounted to$2,707. Current surplus value is estimated at$500. If all the listed repairs were completed, estimated value would be only $1,200. Because the truck is currently inoperable and the estimated repair expense is well C4-1 Council Agenda Report—Police Pickup Truck Replacement Page 2 beyond its current value, Public Works is recommending that replacement not be deferred any longer. Replacement with only 79,000 miles on the odometer may at first seem premature,but typically these vehicles are driven on short,low speed trips in stop-and-go traffic— highly stressful conditions for most vehicle components. Also, with low speed trips City vehicles quickly accumulate operating hours disproportionate to the mileage indicated. For example, a City truck driven at an average speed of 20 miles per hour with 80,000 miles on the odometer has about the same operating hours as a more typical truck driven at an average speed of 40 miles per hour with 160,000 miles. As a result,drive train components in the City's general purpose vehicles can be in a deteriorated condition with comparatively few miles showing. Continuing to operate these vehicles can result in expensive repairs to engines, transmissions, and differentials. Over a three or four year period, these repair costs can equal the net cost of replacement vehicles after accounting for resale proceeds. Section 405-C of the Finance Management Manual authorizes selection of used vehicles from "established rental vehicle resale vendors". Invitations for sealed bids do not work well for this type of procurement because of the difficulty in preparing precise specifications. For this reason staff recommends approval of the following procedure: • Police and Public Works search the used vehicle marketplace and select a late model,low mileage minivan in excellent overall condition. • Public Works confirms that the vehicle is in excellent condition. • Public Works negotiates a purchase price, which is included in a written buyers order from the dealer. • Public Works prepares a payment voucher and submits it for CAO approval. • Public Works or Police picks up the vehicle from the dealer. This procedure has worked well for previous used vehicle procurements. FISCAL D4PACT Estimated procurement cost $19,500 Budgeted amount $20,000 Police Pickup Track Replacement C4-2