CITY COUNCIL POLICY
SUBJECT:
GREENHOUSE GAS -FREE FLEET AND LANDSCAPING EQUIPMENT
PURCHASING
NO.: ___
PURPOSE:
The City Council has a goal to decarbonize its operations by 2045 or earlier to address the accelerating effects of climate change. To meet these progressive climate goals, the City, at times, must be able to purchase vehicles and landscaping equipment that use greenhouse gas (GHG)-free fuels that tend to cost more upfront than their fossil fuel (gasoline, diesel) counterparts. Equally important to note is vehicles and equipment that use GHG-free fuels may produce long -term operational savings through lower fuel and maintenance costs while also improving local air quality for outdoor workers and the general public.
The purpose of this Policy is to establish guidelines for purchasing City fleet on-road and off-road vehicles and landscape equipment. These guidelines outline the City’s decision- making process when considering vehicles and landscaping equipment. The guidelines listed in this P olicy will allow the City to make advances in electric vehicle and equipment adoption while considering the operational and financial needs of the City.
POLICY:
All City on -road and off -road vehicles and landscaping equipment purchases shall comply with the applicable policy requirements according to equipment type. This Policy is intended to ensure that City equipment purchases will meet safety, performance, and sustainability guidelines.
1. For on-road and off-road vehicles, an electric-first approach shall be used. An electric-first approach prioritizes purchase of electric vehicles as a first option instead of fossil fuel vehicles, whenever electric options:
a. Are commercially available;
b. Meet or exceed the City’s operational needs;
c. Are financially reasonable after considering long-term fuel and maintenance costs or savings, City funds, and other financial factors;
CITY COUNCIL POLICY
SUBJECT:
GREENHOUSE GAS -FREE FLEET AND LANDSCAPING EQUIPMENT
PURCHASING
NO.: ___
d. Have access to adequate electric vehicle charging infrastructure within 12 to 18 months of vehicle order date; and
e. Have reasonable accommodations to charge the equipment within 12 to 18 months of vehicle order date.
EXCEPTIONS: Exceptions may be made if electric options fail to meet the criteria above. When exceptions are made, the City will consider all alternative approaches prior to purchasing a fossil fuel vehicle. Alternative approaches may include:
(1) Deferring vehicle replacement;
(2) Retaining surplus fossil fuel vehicles during EV pilots or purchasing reasonable excess electric vehicles to test prior to replacing fossil fuel vehicles;
(3) Using a hybrid vehicle;
(4) Leasing a fossil fuel vehicle in lieu of purchasing a fossil fuel vehicle; or
(5) Using another type of GHG-free fuel.
Safety, GHG-reduction potential, and operational efficiency will be considered when weighing the alternative approaches.
If a department is seeking an exception for EV purchase for light -duty vehicles , the department will submit a memorandum identifying the electric vehicles evaluated, reasons for an exception, and alternatives explored under the exception. The memorandum will undergo a review process and be brought to the Capital Outlay Committee with a final decision made in consultation with the lead- submitting department and the Sustainability Division.
Exceptions for medium- and heavy-duty vehicles based on a lack of vehicle availability do not need a supporting memorandum. Rather, staff will indicate in the capital outlay process that there is not a suitable vehicle.
CITY COUNCIL POLICY
SUBJECT:
GREENHOUSE GAS -FREE FLEET AND LANDSCAPING EQUIPMENT
PURCHASING
NO.: ___
Updates on exceptions granted will be shared as a part of regular decarbonization reporting to the Council Sustainability Committee (CSC) or City Council as appropriate.
2. For landscaping equipment, an electric first approach shall be used: The City shall purchase electric landscaping equipment as a first option, instead of fossil fuel equipment, whenever electric options:
a. Are commercially available;
b. Meet or exceed the City’s operational needs;
c. Are financially reasonable after considering long-term fuel and maintenance costs or savings, City funds, and other financial factors;
d. Have access to adequate charging infrastructure within 6 to 12 months of equipment order date; and
e. Have reasonable accommodations to charge the equipment within 6 to 12 months of equipment order date.
Exceptions may be made if electric options fail to meet any of the criteria above.
When exceptions are made, the City will consider alternative approaches prior to purchasing fossil fuel-powered equipment. Alternative approaches may include:
(1) Deferring equipment purchase;
(2) Using hybrid equipment; and
(3) Using another type of GHG-free fuel source.
Safety, greenhouse gas reduction potential, and operational efficiency will be considered when weighing the alternative approaches.
If a department is seeking an exception, the department will provide information regarding the electric equipment evaluated, reasons for an exception, and alternatives explored under the exception in periodic updates to the Chief Sustainability and Resiliency Officer or their designee. Updates on exceptions granted
CITY COUNCIL POLICY
SUBJECT:
GREENHOUSE GAS -FREE FLEET AND LANDSCAPING EQUIPMENT
PURCHASING
NO.: ___
will be shared as a part of regular decarbonization reporting to the CSC or City Council as appropriate.
DEFINITIONS:
City’s operational needs: This includes requirements for safety, efficiency, design, and performance to effectively complete tasks.
Commercially available: Equipment is readily available for purchase and can be on -site within 6 to 12 months.
Greenhouse gas (GHG)-free fuels: Fuels from low carbon sources, such as electricity.
Fossil fuels: Includes gasoline, diesel, and other oils.
Financially reasonable: The total cost of ownership of the equipment, which includes upfront costs/savings, and operational costs/savings, and are feasible for the City.
Off-road vehicles: This includes equipment such as tractors, bulldozers, and other construction and maintenance equipment.
Landscaping equipment: This includes any ride-on mowers, as well as handheld equipment such as leaf blowers, trimmers, and edgers.
Effective Date: ______________, Resolution No. _____
CNLPOL
621-0x-CPxx