Agenda Item D.1
CPMS DISCUSSION/ACTION ITEM
Meeting Date: November 15, 2022
TO: Mayor and Councilmembers
FROM: Matthew R. Fore, General Services Director
SUBJECT: Adoption of Green Fleet Policy and Authorization to Directly Negotiate with Vendors for Fleet-Related Purchases in Fiscal Year 2022-2023
RECOMMENDATION:
A. Adopt the proposed Green Fleet Policy related to the management of the Municipal Vehicle Fleet; and,
B. Authorize the City Manager or his designee to negotiate and award purchase agreements with standard industry terms and approved by the City Attorney and to execute any and all required documents with vendors for the purchase of vehicles and fleet-related equipment in an amount not to exceed $640,000.
BACKGROUND:
The City currently possesses a fleet of 22 fleet vehicles. 20 vehicles include sedans and light and medium -duty trucks. The most recent fleet additions include a battery-electric vehicle for parking enforcement and a Mobile Book van for the Library. The City owns other specialized equipment for construction (e.g., skid steer) and/or specialized work.
Approximately half of the fleet is approximately 17 years old, while half of the fleet averages 7 years old. 13 percent of the current fleet is Hybrid/Electric Vehicles (EV).
Besides an aging fleet, there is an immediate need to expand the existing fleet to accommodate growth of the organization. In Fiscal Year 2021-22, Council authorized a Facilities Maintenance Technician for the newly created General Service Department.
Moreover, the Fiscal Year 2022 -23 Adopted Budget includes the creation of two Maintenance Workers, a Public Works Supervisor and two engineering positions related to street lighting and capital projects. These positions perform significant fieldwork, which requires a vehicle for travel and delivery of tools and other supplies throughout the City.
Development of Green Fleet Policy
The F iscal Year 2022 -23 workplan for the General Services Department includes the development of a Green Fleet Policy. General Services presented the draft policy to the Energy and Green Issues Standing Committee on October 12, 2022 and the Committee unanimously referred the Policy to Council for consideration of adoption. Additional 1 Meeting Date: November 15, 2022
information regarding Total Cost of Ownership (TCO) as requested by the Committee is provided in the discussion below.
The purpose of the policy is to imple ment sustainable fleet management practices and establish replacement and purchasing criteria to address operational needs while balancing fiscal priorities and environmental sustainability. The policy establishes procedures on vehicle replacement, vehicle expansions (additions), and a zero-emission vehicle (ZEV) & Hybrid first purchasing priority structure.
DISCUSSION:
The proposed Green Fleet Policy establishes a framework for sustainable management of the City’s fleet. The policy sets useful life targets for vehicle replacement, which in turn, will inform the reserve policy for the replacement of fleet assets. The replacement criteria are based upon common industry standards.
As the EV market develops, the City’s charging capacity increases, and work practices evolve (e.g., remote work), the policy will be revised to reflect advancements in technology, availability of City charging infrastructure, and “right sizing” of the City’s municipal fleet.
ZEV & Hybrid First Purchasing
In the long term, statutory and regulatory mandates 1 will heavily influence procurement decisions for the City’s fleet. In the near and medium term, as mandates are gradually implemented, City infrastructure is developed, and alternative vehicle markets ma ture, staff recommends the adoption of a Green Fleet Policy that includes establishing a ZEV & Hybrid First Purchasing structure that implements a Clean Fleet Hierarchy to procure vehicles with the lowest emissions possible.
The Clean Fleet Hierarchy prioritizes the purchase of battery-electric zero-emission vehicles, followed by p lug-in hybrid-electric vehicles, hybrid-electric vehicles, and lastly, after all available options have been evaluated, i nternal combustion engine vehicles . It also includes a protocol for a Department to request an exemption from ZEV procurement where critical operational specifications cannot be met , such as range limitations, charging/fueling availability, cargo/ passenger capacity, special performance requirements, and an increase in total cost of ownership (described below) . In coordination with other departments, General Services will procure a vehicle based on the Clean Fleet Hierarchy if a ZEV vehicle is unavailable or does not meet operational demand.
Total Cost of Ownership
The Policy considers the total cost of ownership of the vehicle instead of merely the initial purchase price in procurement decisions. TCO is comprised of the initial purchase cost
1California Air Resource Board, Advanced Clean Fleets Proposed Regulation: https://ww2.arb.ca.gov/our- work/programs/advanced-clean-fleets)
2 Meeting Date: November 15, 2022
along with the costs to operate (e.g., fuel cost) and maintain t he vehicle through the vehicle’s lifespan. Under the Policy, for a ZEV to qualify for an exemption under the total cost of ownership criteria, the total cost of ownership for the ZEV must be 20 percent2 or more of the internal combustion engine equivalents total cost of ownership.
TCO is an effective fleet management tool. Some battery-electric vehicles that cost more upfront may yield significant savings through the life of the asset due to decreased maintenance and operating costs .3 As the market expands and matures , growing economies of scale and lowered battery and component costs are expected to reduce the initial purchasing costs for battery-electric vehicles. Staff actively seeks grant funding and incentives that can assist in mitigating the higher upfront costs which contribute to a lower cost of ownership for the battery-electric vehicles.
Immediate Vehicle Purchases
As stated in background, with the creation of new field positions, there is a need to procure vehicles for staff who are imminently joining the organization but do not have vehicles to perform their required job functions. However, using the proposed policy, staff evaluated these purchases in light of the future installation of 17 Level 2 EV charging stations o n the south side of City Hall in approximately the next 12-15 months.
In accordance with the proposed Policy, and in concert with other departments, General Services prioritized the purchase of electric and hybrid vehicles . Non-critical purchases were de ferred pending installation of charging infrastructure. Also c onsistent with the proposed policy, staff is recommending procurement of internal combustion engines only for maintenance vehicles with special performance requirements including utility bodies for storage and towing of a variety of tools and equipment. Alternative fuel or electric - vehicle medium-duty utility models are in the early stages of development, are not readily available in the marketplace, and do not yet have an established track record. Moreover, the City does not possess, nor are there conceptual plans for the installation of more intricate Level 3 charging infrastructure.
Table 1 below summarizes staff’s recommended vehicle purchases or similar make and models, allowing flexibility in terms of vehicle manufacturer and vendor selection, contemplated in the Fiscal Year 2023 Adopted Budget.
2 Where explicitly established, staff found the TCO threshold to range between 15-20% in other government fleet policies surveyed.
3 Comparative Total Cost Analysis on Some of the Most Popular Vehicles in the Country, Atlas Public Policy https://atlaspolicy.com/wp-content/uploads/2022/01/Total-Cost-of-Ownership-Analysis.pdf
3 Meeting Date: November 15, 2022
Table 1: Recommended Vehicle Purchases
Vehicle User Critical
Specification
Staff Purchasing
Recommendation
Estimated
Cost
Infrastructure
Needed to
Support EV
Option
SUV Pool
Vehicle -
Plug-in hybrid
electric; Toyota Rav-
4 (or similar)
$ 60,000 Level 2
Charging
Light-
Duty
Truck
Public
Works -
Battery-electric; Ford
Lightning F-150 (or
similar)
$ 75,000 Level 2
Charging
Sedan Pool
Vehicle -
Plug-in hybrid
electric; Toyota Prius
Prime (or similar)
$ 35,000 Level 2
Charging
Aerial
Lift
Public
Works Articulating lift
Trailer mounted lift to
be towed with
existing vehicle
$ 70,000 N/A
Service
Trucks
(4)
Public
Works,
General
Services
Service body,
Towing
capacity
“Standard” (internal
combustion) Service
Trucks
$ 300,000 Level 2/3
Charging
Backhoe Public
Works
Construction
Work Backhoe (or similar) $ 70,000 N/A
Stake
Bed
Truck
Public
Works Stake bed
Reassign and retrofit
and existing unit; no
additional unit
needed
$30,000 N/A
TOTAL NOT TO EXCEED: $ 640,000
Tools to Better Compete in Current Market Conditions
Due to supply chain delays, vehicle inventory is at an all -time low and demand for available inventory is fierce. Both local dealerships and vendors belonging to cooperative purchasing contracts (e.g., Sourcewell, State of California) have limited, if any, inventory.
In instances where staff have found available inventory at local dealers, the vehicles are purchased by ot her more nimble public entity buyers who are able to purchase the vehicles without having to seek authority from their governing bodies. The City’s procurement rules require any purchase over $45,000 to be brought to Council for approval before the purchas e can be made. The City missed a number of opportunities to purchase vehicles due to the inability to finalize a purchase within a short window of the vehicles entering the market. A solution to this problem is for Council to authorize the City Manager to enter into purchase agreements that do not exceed a certain amount and are subject to standard industry terms and approval by the City Attorney. 4 Meeting Date: November 15, 2022
Other municipalities, including the City of Paso Robles, have taken a similar approach recently to deal with these extraordinary equipment shortages 4. Staff recommends that in this case, the City Council approve authority for the purchase agreements as described above up to the amount of $640,000. This would ensure that new, incoming staff have vehicles necessary to perform their required job functions, thus ensuring the continued operations of the City.
FISCAL IMPACTS:
The Fiscal Year 2023 budget includes a total of $779,000 for vehicle, machinery and equipment purchases. The budget is comprised of Fiscal Year 2022 budget carry-over of $280,000 ($270,000 for vehicles and $10,000 for machinery and equipment) and Fiscal Year 2023 appropriations. No additional appropriations are requested as part of this Council Report.
The purchases would be made from the following accounts:
Fund
Type Account
FY 22/23
Current
Budget
YTD
Actuals
Not to exceed
amount
Requested
Total
Available
Budget
General
101-18-
1830-
57000
$ 699,000 $ 0 $ 570,000 $ 699,000
General
101-50-
5400-
57010
$ 45,000 $ 0 $ 35,000 $ 45,000
General
101-50-
5800-
57010
$ 35,000 $ 0 $ 35,000 $ 35,000
Totals $ 779,000 $ 0 $ 640,000 $ 779,000
All purchased vehicles, machinery and equipment will be subject to the City’s capitalization policy if original cost per unit exceeds $5,000 and useful of three years or more. Vehicles are assigned a useful life of 5 years and equipment are assigned in a range from 5 to 15 years depending on the type of equipment based on industry standards. Once vehicle or equipment asset is purchased and put into use, the item will be included in the City’s capital asset schedule and the annual depreciation expense will be recognized at the beginning of the first full fiscal year the asset is placed in service.
The annual depreciation expense is then used to fund the Capital Equipment reserve, which is used to help support the replacement cost of the asset in the future.
ALTERNATIVES:
4 https://www.prcity.com/DocumentCenter/View/34349/July-19-2022-City-Council-Agenda-Item-12-PDF 5 Meeting Date: November 15, 2022
The Council could elect to take no action on the Green Fleet Policy and refer the policy back to the Green and Energy Issues Standing Committee for further evaluation. Council could also direct staff to bring each individual vehicle purchase to Council for award but this will likely result in the delay of vehicle purchases.
Reviewed By: Legal Review By: Approved By:
___________________ ___________________ _________________ Kristine Schmidt Megan Garibaldi Robert Nisbet
Assistant City Manager City Attorney City Manager
ATTACHMENTS:
1. Proposed Green Fleet Policy
2. Fleet Policy and Vehicle Purchases Presentation
6 ATTACHMENT 1
Proposed Green Fleet Policy
7 Pr
oposed Green Fleet Policy 1
November 15, 2022
Policy
Statement(s)
The purpose of this policy is to implement sustainable f leet management and establish replacement and purchasing criteria to address operational needs while balancing fiscal priorities and environmental sustainability.
Policy
Goal(s)
• Establish a “Z ero Emission Vehicle & Hybrid First” priority structure for purchasing vehicles and equipment.
• Inc
rease the use of alternative fuel vehicles and equipment, with a focus on increasing the use of all-electric vehicles. • Enhance fleet management systems and implement new
technology with an emphasis on reducing fossil fuel
consumption.
• “Right-sizing” the City’s Fleet by maintaining, reducing, and limiting fleet assets.
• Ac
tively seek grants, rebates, and other financial incentives and funding opportunities to purchase ZEVs and implement electric charging or refueling infrastructure.
• Com
ply with State and Federal Fleet Procurement mandates.1 1Including aggressive green fleet procurement mandates recently adopted by the California Air Resources Board under the Advanced Clean Fleets Initiative - https://ww2.arb.ca.gov/our-work/programs/advanced- clean-fleets
CI
TY OF GOLETA
GREEN FLEET POLICY
8 Pr
oposed Green Fleet Policy 2
November 15, 2022
DEFINITIONS
• Battery Electric Vehicles (BEV): are vehicles that use a battery pack to store the electrical energy that powers the motor. The batteries are charged by plugging the vehicle in to an electric power source.
• Bi/Flex-Fuel: are vehicles that can use either gasoline or natural gas in the same internal combustion engine. Both fuels are stored on board and the driver can switch between t he fuels. The vehicle is equipped with separate fuel tanks, fuel injection systems, and fuel lines for both fuels.
• Catastrophic Failure: is the sudden or total failure of a vehicle or equipment where the cost of repair is 50% of the current value of
the vehicle or piece of equipment or 25% of the
replacement cost, or as determined by the General Services Director.
• Equi
pment: any mechanized device or tool that is serviced or maintained by the Fleet Services Program within the General Services Department.
• ePTO: a n electric power take -off or ePTO is a way of electrically powering auxiliary functions or equipment on vehicles that traditionally sourced power from a combustion engine.
• Fleet Asset: any vehicle or equipment serviced or maintained by the Fl eet Services Program within the General Services Department.
• Fl
eet Replacement: is the replacement of an existing vehicle or piece of equipment at a one-to-one ratio. The total number of assets managed by the City does not increase by replacing vehicles or equipment.
• Fl
eet Expansion: is an increase in the total number of vehicles or pieces of equipment. The total number of assets managed by the City increases to either address an existing deficiency or provide an expanded service level to the Community.
• Gr
een Vehicles: are battery electric, hydrogen fuel cell, plug- in hybrid electric, and hybrid electric vehicles.
9 Proposed Green Fleet Policy 3
November 15, 2022
• Gross vehicle weight rating (GVWR): means the weight
specified by the manufacturer as the loaded weight of a single vehicle.
• Hybrid Electric Vehicles (HEV): are vehicles that use both fossil fuels (gas, diesel, propane, natural gas, etc.) and electric energy to provide propulsion. The vehicle is fueled with gasoline to operate the internal combustion engine, and the battery is char
ged through regenerative braking, not by
plugging in.
• Internal Combustion Engine Vehicle (ICE): a vehicle with a powertrain powered by gasoline, diesel, natural gas, propane, or other fuel where the sole source of power is from the combustion of the on-board fuel to provide motive power.
• Plug-In Hybrid Electric Vehicles (PHEV): are vehicles that use both fossil fuels (gas, diesel, propane, natural gas, etc.) and electric energy to provide propulsion. PHEVs can operate in all-electric (or charge-depleting) mode. To enable operation in all-electric mode, PHEVs require a larger battery, which can be plugged in to an electric power source to charge.
• Total Cost of Ownership (TCO): the purchase price of a particular asset plus the operation and maintenance costs over the asset's lifespan.
• Vehicle: any car, truck or piece of equipment that requires a valid driver’s license to operate issued by the California Department of Motor Vehicles and is serviced or maintained by the General Services Department.
• Zero-Emission Vehicle (ZEV): a vehicle that produces zero exhaust emissions of any criteria pollutant (or precursor pollutant) or greenhouse gas under any possible operational modes or conditions.
10 Pr
oposed Green Fleet Policy 4
November 15, 2022
PROCEDURES
ZEV & Hybrid
First
Purchasing
The General Services Department will procure ZEVs for vehicle replacements and expansions when a suitable ZEV option is identified within equivalent operational capacity and where sufficient charging capacity exists to support the ZEV option. ZE V purchases shall be prioritized over comparable vehicles powered by internal combustion engines utilizing fossil fuels and flex -fuel or bi -fuel vehicles powered by petroleum-based fuels and other alternative fuels, such as ethanol. • Exem
ptions:
Departments may request an exemption from the ZEV
replacement during the procurement process. All exemptions shall require approval by the Director of General Services and shall be considered based on vehicle criteria, including but not limited to:
• Range Li
mitations: vehicle requested utilization exceeds
the mileage range of the ZEV.
• Charging/Fueling Availability: vehicle requested is
located with limited and/or unreliable fueling/charging stations.
• Cargo/Passenger Capacity: vehicle requested has a
demonstrated need for cargo/passenger capacity that
exceeds the capacity available.
• Special Performance Requirements: vehicles having
special performance requirements necessary for the
work to be performed.
• Tot
al Cost of Ownership: the TCO is more than 20
percent higher than the cost of an equivalent vehicle or motorized equipment powered by an internal combustion
engine.
11 Pr
oposed Green Fleet Policy 5
November 15, 2022
When an exemption request to a ZEV procurement is approved for a department, General Services shall select an alternative vehicl e pursuant to the following priority structure:
12 Pr
oposed Green Fleet Policy 6
November 15, 2022
13 Pr
oposed Green Fleet Policy 7
November 15, 2022
Fleet
Replacement
A variety of factors influence the lifespan of a particular vehicle.
However, the following age and mileage thresholds will guide the planned replacement of the City’s vehicle inventory.
Category Age Mileage Hours
Equipment
Backhoe Loader 20 - 5,000
Mower 10 - 5,000
Skid Steer Loader 20 - 5,000
Tractor 15 - 5,000
Turf Sweeper 20 - -
Woodchipper 15 - 5,000
Vehicles
Heavy Duty Truck (Over 2 Ton) 10 100,000 8,000
Light Duty Truck (Under 1 Ton) 10 100,000 8,000
Medium Duty Truck (1 to 2 Ton) 10 100,000 8,000
Sedan 10 100,000 8,000
SUV 10 100,000 8,000
Van 10 100,000 8,000
Other Equipment & Vehicles
ATV/UTV 12 - 5,000
Parking Enforcement Scooter 12 50,000 5,000
Portable Generators 20 - 4,000
Trailer 15 - -
The Department of General Services will evaluate all vehicles and equipment that are due for replacement or have experienced a catastrophic failure. The following factors will be evaluated:
• Co
mpliance with existing laws or regulations:
Most all vehicles and equipment must comply with various local, state, and/or federal regulations. Replacement is accelerated in case of existing or predicted non- compliance. All efforts must be made to procure vehicles and equipment that will remain compliant throughout t
he asset’s life cycle, but changes to
regulations can dictate accelerated replacement of a
mechanically sound asset.
14 Proposed Green Fleet Policy 8
November 15, 2022
• Total and projected engine hours and mileage prior to replacement:
Vehicle mileage has been a primary measure used to predict replacement needs. With newer vehicle technology, the ability to track engine hours is more available. Although mileage targets should be considered in replacement decisions, engine hours can prov ide better insight into vehicle utilization and engine condition.
• Age:
Vehicles and equipment consist of different systems that contain components such as seals, gaskets, computer
modules, electrical wiring, rubber hoses, and protective coverings that deteriorate over time. Aged components can lead to ongoing and time -consuming repairs or cause major
component failure. Older fleet assets may lack technological and performance advancements that improve operational
efficiency, provide increased operator safety, and have older emissions systems that have greater impacts on the
environment. Safety advancements with newer vehicles include backup cameras, blind spot assist and side impact airbags.
• Repair Cost History:
Maintenance and repair costs influence the need to accelerate or extend the replacement of a fleet asset. The Department of General Services may recommend early replacement to
eliminate high ongoing repair expenses and costly downtime.
Vehicles with low historical maintenance and repair costs may not be replaced to reduce capital costs.
• Use & Required Function:
The use of a vehicle is an essential factor in determining when and what type of replacement asset will be chosen. Some vehicles are operated in harsh working conditions and ways that cause significant wear. Underutilized vehicles are evaluated to determine whether they are required or can be reassigned to increase use. Vehicles of a smaller class size will be
encouraged to achieve higher miles per gallon. The Department of General Services will collaborate with vehicle operators to determine whether a proposed vehicle can be downsized while performing its necessary functions.
15 Proposed Green Fleet Policy 9
November 15, 2022
Based upon the factors above, and i n consultation with Departments, the General Services Director will determine fleet replacements to be implemented.
Fleet
Expansion
Fleet additions will be addressed during the annual budget development process. Departments are responsible for submitting a Vehicle/Equipment Justification request to the Department of General Services during the budget process. General Services will review each request and recommend additions for Council approval.
The General Ser vices Department will be responsible to procure the fleet expansion unit in concert with the requesting Department.
ADDITIONAL RESOURCES
Vehicle Type Matrix
Vehicle Justification Form
16 Proposed Green Fleet Policy 10
November 15, 2022
VEHICLE TYPE MATRIX
Vehicle Type Description Example
Battery Electric
Vehicle (BEV)
Vehicles that use a battery pack
to store the electrical energy that
powers the motor. The batteries
are charged by plugging the
vehicle in to an electric power
source.
2023 Chevrolet Bolt
Plug-In Hybrid
Electric (PHEV)
Vehicles that use both fossil fuels
(gas, diesel, propane, natural
gas, etc.) and electric energy to
provide
propulsion. PHEVs can
operate in all-electric (or charge-
depleting) mode. To enable
operation in all -electric mode,
PHEVs require a larger battery,
which can be plugged in to an
electric power source to charge.
2022 Ford Escape Plug-In SE
Hybrid-Electric
(HEV)
Vehicles that use both fossil fuels
(gas, diesel , propane, natural
gas, etc.) and electric energy to
provide propulsion. The vehicle
is fueled with gasoline to operate
the internal combustion engine,
and the battery is charged
through regenerative braking,
not by plugging in.
2022 Ford Maverick Hybrid
Bi/Flex-Fuel Vehicles that can use either
gasoline or natural gas in the
same internal combustion
engine. Both fuels are stored on
board and the driver can switch
between the fuels. The vehicle is
equipped with separate fuel
tanks, fuel injection systems, and
fuel lines for both fuels.
2022 Ford F150 FFV
17 Proposed Green Fleet Policy 11
November 15, 2022
Internal
Combustion
Engine (ICE)
Vehicles with a powertrain
powered by gasoline, diesel,
natural gas, propane, or other
fuel where the sole source of
power is from the combustion of
the on- board fuel to provide
motive power.
2022 Cheverlot Silverado 2500, Service
Body
Electric Power
Take Off (ePTO)
An electric power take -off or
ePTO is a way of electrically
powering auxiliary functions or
equipment on vehicles that
traditionally sourced power from
a combustion engine. The
system consists of an inverter
and an electric motor powered by
a DC power source, for example,
a battery. Running auxiliary
loads from the battery removes
the need to idle the engine during
PTO, wh
ich reduces fuel
consumption, and eliminates air
and noise pollution.
Altec SE JEMS ePTO Aerial Truck
18 ATTACHMENT 2
Green Fleet Policy and Vehicle Purchases Presentation
19 Green Fleet Policy &
FY 2022-23 Vehicle
Purchases
Presentation by:
Matthew R. Fore, General Services Director
Cassidy Le Air, Management Analyst
City Council Meeting
November 15, 2022
20 Current Fleet
•13% Hybrid/EV
•22 Vehicles
10 Work Trucks
10 Light-Duty Cars/Trucks
1 Parking Enforcement
1 Van
November 15, 2022, City Council Meeting 2
Light-Duty
Trucks
23%
Other
4%
Passenger Car
23%
Vans
5%
Work Trucks
45%
21 Current Landscape
•Aged fleet
•New positions heavily dependent on vehicles
•Impacted supply chain
•Material shortage
•Limited production
•Charging infrastructure
•Regulatory changes
3November 15, 2022, City Council Meeting
22 Green Fleet Policy
•Balance fiscal priorities and sustainability practices •Guide immediate and future procurements
•Zero Emission Vehicle & Hybrid First purchasing
priority
•Fleet expansion
•Fleet replacement
4November 15, 2022, City Council Meeting
23 Adaptive Management
•Adapt policy as EV markets develop and charging
infr
astructure expands
•Right size City fleet
5November 15, 2022, City Council Meeting
24 Clean Fleet Hierarchy
6 November 15, 2022, City Council Meeting
25 Decision Tree
7November 15, 2022, City Council Meeting
26 Immediate Purchase Recommendations
8November 15, 2022, City Council Meeting
Vehicle User Critical Specification Staff Purchasing Recommendation Estimated Cost Infrastructure
Needed to Support
EV Option
SUV Pool Vehicle - Plug-in hybrid electric; Toyota Rav-4 (or similar) $ 60,00 0 Level 2 Charging
Light-Duty Truck Public Works - Battery-electric; Ford Lightning F-150 (or similar
, Silverado EV) $ 75,00 0 Level 2 Charging
Sedan Pool Vehicle - Plug-in hybrid electric; Toyota Prius Prime (or similar) $ 35,00 0 Level 2 Charging
Aerial Lift Public Works Articulating lift Trailer mounted lift to be towed with existing vehicle $ 70,000 N/A
Service Trucks (4) Public Works,
General Services
Service body,
Towing capacity
Procure “standard” (internal combustion)
vehicle; continue to expand charging
infrastructure to support future vehicles
$ 300,000 Level 2/3 Charging
Backhoe Public Works Construction Work Backhoe $ 70,000 N/A Stake Bed Truck Public Works Stake bed Reassign and retrofit and existing unit; no additional unit needed $30,000 N/A
TOTAL NOT TO EXCEED: $ 640,0 00
27 Purchasing Issues & Strategy
•Urgent need for vehicles
•Lack of available inventory, high demand nationwide
•City outcompeted by more nimble buyers
•Municipal Code requires Council approval for equipment purchases > $45,000
•Recommendation: Authorize the City Manager or his
designee to dir
ectly negotiate and award purchase
contracts for immediate fleet-related purchases
9November 15, 2022, City Council Meeting
28 10
Questions
November 15, 2022, City Council Meeting
29 Recommendation
1. Adopt Green Fleet Policy; and,
2. Authorize the City Manager or his designee to
negotiate and award purchase agreements with
standard industry terms and approved by the City
Attorney and to execute any and all required
documents with vendors for the purchase of vehicles
and fleet-related equipment in an amount not to
exceed $640,000.
11November 15, 2022, City Council Meeting
30