Ag nd epo
October 23, 2023
TO: Honorable Mayor and City Council
FROM: Fire Department
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT WITH ENTERPRISE FLEET MANAGEMENT INC, DBA: ENTERPRISE
FLEET MANAGEMENT EXCHANGE INC FOR THE PURCHASE OF
FIVE 2023 CHEVY BOLT ELECTRIC UTILITY VEHICLES (EUVs) FOR AN AMOUNT NOT TO EXCEED $167,813
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the recommended actions are exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines per Section 15061(b)(3), the "Common Sense" exemption that CEQA only applies to projects that may have an effect on the environment; and
2. Authorize the City Manager to enter into a purchase order contract with Enterprise Fleet Management Inc, OBA: Enterprise Fleet Management Exchange Inc for the purchase of five (5) 2023 Chevy Bolt Electric Utility Vehicles (EUVs) in an amount not to exceed $167,813 for the FireDepartment and the Planning & Community Development Department. Neither Competitive Bidding nor Competitive Selection are required pursuant to City Charter Section 1002(H) and Pasadena Municipal Code Section 4.08.049(A)(7), contracts for which the City's best interests are served.
BACKGROUND:
The Pasadena Fire Department (PFD) is an all-hazard response agency. Additionally, the PFD Prevention Bureau is responsible for the safety and preservation of the built environment. The Bureau inspects new buildings for compliance with plans that are approved to code, and reviews approved changes to existing buildings. The Bureau also conducts inspections of all business, public assembly, school and multi-family residential occupancies, and conduct annual brush clearance inspections.
MEETING OF 10/23/2023 AGENDA ITEM NO. _ 4 ___ _
Authorization to Enter Into a Purchase Order Contract with Enterprise Fleet Management Inc October 23, 2023
In 2018, the California Health and Safety Code Section 13146.2 was enacted and mandates all Group R Occupancy hotels, motels and lodging houses, apartment buildings, condominiums, and other multi-family residential occupancies (including some residential care facilities) to be inspected annually by the local fire department.
During calendar year 2022, the Pasadena Fire Department completed 605 of 2,252 of the initial fire inspections of these Group R occupancy buildings; this represents a compliance rate of 27%, a slight improvement from CY2021 when 25% of these inspections were completed. To improve inspection compliance rates and decrease customer turnaround times, the Prevention Bureau was approved for an additional 1.0 Senior Fire Inspector position and 2.0 Fire Inspector positions as part of the Department's fiscal year (FY) 2024 Operating Budget. These vehicle requests are to support the additional three Inspector positions. The vehicles will be used for daily fire inspection activities which help mitigate known hazards, reduce community risks and ensure reasonable compliance with the California Fire Code. During inspections, Fire Department staff verify maintenance of fire protective construction, sufficient Fire Department access, adequate exiting systems, and fire protection systems in occupancies throughout the City.
In addition, two of the five electric vehicles will be provided to the Planning & Community Development Department. These vehicle requests are to support the additional positions approved as part of the 2024 fiscal year budget adoption. The purchase of two additional EVs provides the ability to continue operations without interruption for daily field work by Code Compliance staff.
In preparation for this purchase, the PFD convened a committee to develop the vehicle specifications based on current and future departmental needs. This committee was comprised of a diverse selection of departmental staff, Fire Chiefs, Fire Inspectors, Public Works Fleet Maintenance staff, and personnel from the Planning Department who are currently assigned City EVs. It was concluded that in the current market, due to high demand and extremely limited availability of sedan sized EVs, the 2023 Chevy Bolt is the most functional and economical EV option for the PFD. Based on the significantly lower costs to power and maintain an electric vehicle versus fueling gas-powered vehicles, the additional climate and health benefits of eliminating greenhouse gas (GHG) emissions, along with the vehicle performance benefits, the 2023 Chevy Bolt was determined to meet the specific needs of the Fire Inspectors.
The initial price of the 2023 Chevy Bolt EUVs are approximately $32,000 each, inclusive of taxes, titles and corresponding fees. A federal and state rebate amount of $9,500 is anticipated with each vehicle purchase through the 2023 Inflation Reduction Act and the California Clean Vehicle Rebate Project. This results in a final cost of approximately $22,500 per vehicle. The requested purchase order amount of $167,813 covers the initial purchase price and 5% contingencies for the five vehicles.
It is in the best interest of the City to purchase the requested vehicles from Enterprise Fleet Management as the purchase aligns with the City's efforts towards electrification, and the PFD's commitment to procuring electric powered vehicles whenever possible.
Authorization to Enter Into a Purchase Order Contract with Enterprise Fleet Management Inc October 23, 2023
COUNCIL POLICY CONSIDERATION:
The proposed contract furthers the City Council's strategic planning goal to ensure public safety, increase conservation and sustainability, and maintain fiscal responsibility and stability.
ENVIRONMENTAL ANALYSIS:
This project is exempt from CEQA review pursuant to State CEQA Guidelines Section 15061 (b )(3). The contract award is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment.
Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is notsubject to the provisions of CEQA.
Authorization to Enter Into a Purchase Order Contract with Enterprise Fleet Management Inc October 23, 2023
FISCAL IMPACT:
The cost of this action is $167,813. Funding will be addressed by the utilization of existing budgeted appropriations in the Fire Department General Fund operating budget account for Fire Safety and Prevention (10131005-850500-91017) for $100,340, and the Building Fund (20421010-821800) for $67,473. The corresponding rebate amount of $28,500 will be recognized in the Fire Department General Fund for Miscellaneous Revenue (10131005-702300-91017) and $19,000 in the Building Fund for Miscellaneous Revenue (20421010-702300). Indirect and support costs such as maintenance and repairs are anticipated to be $10,000 per vehicle over the 10 year lifecycle of the vehicles, and will be addressed annually by utilization of budgeted appropriations in both the Fire and Planning Department operating budget account 10131005-861600 and 10121005-861600.
Prepared by:
Stephanie Chang
Management Analyst
Fire Department
Approved by:
tA._ · ...J) A~
MIGUEliJRQUEZ
City Manager
Respectfully submitted,
CHAD AU USTIN
Fire Chief
Fire Department
Concurred by:
JENNI ER PA~ AICP
Director of Planning & Community
Development Department