Camarillo City Council
AGENDA REPORT
Date: October 23, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Award Vehicle Replacements for Specification No. AS-2024-7
BACKGROUND
Staff reviews and updates the City’s vehicle replacement schedule annually, considering factors such as vehicle life expectancy, age, mileage, and maintenance costs. Vehicles may be retained beyond their scheduled replacement year if they remain in good working condition. Replacement vehicles are chosen based on fuel efficiency, cost-effectiveness, and operational needs while considering manufacturer availability.
The City prioritizes replacing gasoline-engine vehicles with zero-emission or the most environmentally friendly models available, in compliance with State regulations.
Typically, vehicles are purchased through National Auto Fleet Group using cooperative contract pricing via Sourcewell, as allowed by the City’s Purchasing Policy. However, recent production limitations from manufacturers have delayed the fulfillment of existing orders for light and medium-duty trucks. As a result, staff is considering canceling these orders and broadening procurement options to include local, regional, or national dealerships while remaining flexible with vehicle make, model, and production year.
The Fiscal Year 2024/25 Budget includes Council-approved funding for new and replacement vehicle purchases.
DISCUSSION
Advanced Clean Fleets Regulation
The Advanced Clean Fleets (ACF) regulation, established by the California Air Resources Board (CARB), sets requirements for government and commercial fleet purchases to accelerate the transition to zero-emission vehicles (ZEVs). Key ACF requirements include:
Award Vehicle Replacements, Spec. No. AS-2024-7
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•2024-2026: At least 50% of all vehicles purchased annually with a Gross Vehicle Weight Rating (GVWR) of 8,500 lbs or more must be ZEVs. Each non-ZEV purchased requires an offsetting ZEV.
•2027 and Beyond: 100% of all purchases in this vehicle class must be ZEVs. •Exemptions: Exemptions are allowed for vehicles with no zero-emission equivalent, pending CARB approval.
This regulation impacts the City’s replacement of 35 vehicles, representing approximately 45% of the total fleet. The affected vehicles are primarily Ford F-350 and F-550 medium- duty utility trucks, for which there are no readily available zero-emission alternatives.
To comply with ACF requirements, the City has two leading options for vehicle replacement:
1. Purchase Custom-Built ZEVs: Acquire custom-built ZEV cab and chassis vehicles with an electric powertrain and utility bed, configured by a third-party outfitter. This option has long lead times, limited availability, and additional costs.
2. Non-ZEV with ZEV Offset: Purchase non-ZEV medium-duty trucks (e.g., Ford F- 350/550 or equivalent) and procure additional ZEVs (e.g., Ford F-150 Lightning) to satisfy the 50% ZEV purchase requirement. This option leverages the planned replacement of several existing vehicles with the all-electric F-150 Lightning to meet the offset criteria.
Staff recommends proceeding with the second option until 2027 while continuing to monitor the development of zero-emission medium- and heavy-duty vehicles. Staff will also seek exemptions for vehicles with no zero-emission equivalents.
Vehicles On Order
The City currently has eleven light and medium-duty trucks on order through National Auto Fleet Group, with some orders placed over 21 months ago and still not scheduled for assembly. To address delays and ensure operational efficiency, staff intends to cancel these eleven orders and purchase the vehicles from alternative sources.
Staff initially recommended the Ford Maverick for three replacements. Due to availability issues and ACF compliance, these units (#2054, #2055, and #4092) will now be replaced with the all-electric Ford F-150 Lightning. Additionally, due to inconsistent availability of the Ford F-350/550 models, staff is considering alternatives such as the Chevy 3500/5500.
PO
Date Unit # Current Vehicle New Replacement
1/2023 3066 2008 Ford F-350 pick-up
1-Ton Pickup Truck/F-350 or
equivalent
1/2023 3074 2008 Ford F-350 pick-up
1-Ton Pickup Truck/F-350 or
equivalent
1/2023 1010 1995 Chevy Flat Bed
1-Ton Pickup Truck/F-550 or
equivalent
11/2023 2054 2008 Ford F-150 pick-up Ford F-150 Lightning (ZEV) Award Vehicle Replacements, Spec. No. AS-2024-7
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11/2023 2055 2011 Ford Escape Hybrid Ford F-150 Lightning (ZEV) 11/2023 4092 2007 Ford Ranger pick-up Ford F-150 Lightning (ZEV) 11/2023 1014
2012 Ford F-350 Utility w-Lift
gate
1-Ton Pickup Truck/F-350 or
equivalent
11/2023 1016
2011 Ford F-350 Utility w-Lift
Gate
1-Ton Pickup Truck/F-350 or
equivalent
3/2024 3061 2008 Ford F-350 Utility
1-Ton Pickup Truck/F-350 or
equivalent
3/2024 3072
2016 Ford F-350 Utility w-Lift
Gate
1-Ton Pickup Truck/F-350 or
equivalent
3/2024 3076
2009 Ford F-350 DRW Utility
Truck
1-Ton Pickup Truck/F-350 or
equivalent
The City Council has previously allocated sufficient funding to support these services.
Fiscal Year 2024/25 Vehicles Purchases
Staff intends to negotiate with local, regional, or national dealerships to purchase this fiscal year’s remaining budgeted replacement vehicles listed below for $823,000, and a 15% contingency in the amount of $123,500 based on manufacturers price increases experienced with other vehicle purchases in the past several months for a total expenditure of $946,500.
Unit
# Current Vehicle Replacement
Estimated
Cost
4021 1999 Chevy 3500 pick-up Ford F-150 Lightning 1/2-Ton Pickup Truck $ 78,000 4022 2012 Ford F-150 pick-up Ford F-150 Lightning 1/2-Ton Pickup Truck $ 78,000 4081 2012 Ford F-150 pick-up Ford F-150 Lightning 1/2-Ton Pickup Truck $ 78,000 4091 2014 Ford Escape SUV Ford F-150 Lightning 1/2-Ton Pickup Truck $ 78,000 1001 2010 Ford F-150 Pick-up Ford F-150 Lightning 1/2-Ton Pickup Truck $ 78,000 1009 2008 Ford F-150 pick-up Ford F-150 Lightning 1/2-Ton Pickup Truck $ 78,000 1018 2014 Ford F-150 pick-up Ford F-150 Lightning 1/2-Ton Pickup Truck $ 78,000 1019 2014 Ford F-150 pick-up Ford F-150 Lightning 1/2-Ton Pickup Truck $ 78,000 2045 2010 Ford Ranger Ford F-150 Lightning 1/2-Ton Pickup Truck $ 78,000 2048 2011 Ford F-350 w/crane Ford F-350 w/crane $ 121,000 Sub Total $ 823,000
Contingency (15%) $ 123,500
Total $ 946,500
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FISCAL IMPACT
Funds for the vehicles purchases are included in Vehicles & Equipment Fund, Capital Purchases Account No. 540-5540-455.91-33.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that purchasing vehicles is not subject to CEQA review because it can be seen with certainty that there is no possibility that the purchasing vehicles may have a significant effect on the environment.
RECOMMENDATION
1. Find purchasing vehicles exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15061(b)(3).
2. Approve the purchase of vehicles in the amount of $823,000; and authorize a 15% contingency in the amount of $123,500 for a total not to exceed amount of $946,500; and
3. Authorize the City Manager to execute future amendments or documents up to the not to exceed amount.
ATTACHMENTS
None
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None