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Agenda Report
I
May 6, 2024
TO: Honorable Mayor and City Council
FROM: Police Department
SUBJECT: AUTHORIZE PURCHASE ORDER WITH 72 HOUR LLC (DBA:
CHEVROLET OF WATSONVILLE/NATIONAL AUTO FLEET GROUP)
FOR AN AMOUNT NOT-TO-EXCEED $184,621 FOR THE PURCHASE
OF THREE (3) FORD F-150 TRUCKS
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt from the California Environmental Quality Act (CEQA) in accordance with Section 15061 (b)(3) the "Common Sense" Exemption that CEQA only applies to projects that may have an impact on the environment;
2. Authorize the City Manager to enter into a Purchase Order, for Fiscal Year 2024, with 72 Hour, LLC (72 Hour) in the amount not-to-exceed $184,621 for the purchase of three (3) new Ford F-150 trucks; and
3. Neither Competitive Bidding nor Competitive Selection are required pursuant to City Charter Section 1002(H) and Pasadena Municipal Code Section 4.08.049(8), contracts may be exempted from the competitive selection process where a determination is made that the best interests of the city are served by a direct award of a contract without a competitive selection process.
EXECUTIVE SUMMARY:
The original agenda item was presented to City Council on April 15, 2024. The Police Department was requesting to purchase three (3) Ford F-150s and two (2) Ford Explorer Interceptor SUVs. The City Council approved the purchase of the Explorers and directed staff to return with more information regarding the authorization to enter into a purchase order for the purchase of three (3) Ford F-150 Police Responder trucks.
Council directed staff to provide more detailed rationale for agenda recommendations to purchase the listed vehicles in relation to environmental concerns and Zero Emission MEETING OF5/6/2024AGENDA ITEM NO.18
Purchase Order for Three F-150s
May 6,2024
Vehicle (ZEV) options. Staff has included information in the revised agenda report that reaffirms the recommendation to purchase the requested Ford F-150 Police Responder trucks as there is not currently a capable ZEV option available.
BACKGROUND:
The Department of Public Works, Building Systems and Fleet Management Division (BSFMD) is responsible for the coordination of vehicle replacement for various City departments based on a scoring system including factors such as the vehicles age, mileage, condition, usage, maintenance, and repair history. In September 2021, BSFMD presented to council, staff's efforts to explore alternative lower emission vehicle options per the City's Zero Emission Vehicle (ZEV) Strategic Plan. As part of BSFMD's 2021, 3-year Fleet Replacement plan, eight (8) Ford Crown Victoria Police vehicles were to be replaced. The replacement vehicle model recommended at the time were Ford Edge Standard Utility Vehicles (SUV). Staff also conducted a comparative analysis of the Ford Explorer Interceptor SUV hybrid model as an alternative option.
The Ford Edge SUVwas not pursuit rated or pursuit capable and was not engineered for emergency police response. The Ford Edge SUVwas displayed on Ford's 2021 Police Brochure as a police support vehicle. The September 2021 agenda report intimated the Ford Edge SUV was the more affordable choice over the Ford Explorer Interceptor SUV hybrid option, however it was not recommended by the manufacturer for pursuit or heavy-duty use. The Ford Edge SUVwas designed to handle departmental needs outside of front-line duty. Upon delivery of the Ford Edge SUV's, BSFMD and the Police Department had to modify the vehicle replacement plan and deployed the Ford Edge SUVs to replace vehicles in Park Safety, Community Services, and Administrative Services.
It should be noted, the September 2021 Council presentation by BSFMD contained a pilot program to include the pilot purchase ofTesla vehicles for the Police Department, however, the type of vehicle recommended, mainly due to cost, was the Ford Mustang Mach-E. In a March 2022 Police Fleet article Greg Ebel, Ford's police vehicle brand manager stated, "We don't actually have a Mustang Mach-E police package", referencing that the Mach-E as "not pursuit capable." The Mustang Mach-E is not engineered for emergency police response. Therefore, upon delivery of the Mustang Mach-E in 2024, they were transitioned from front-line emergency response pilot vehicles to administrative assignment vehicles and are in use today.
The modifications to the 2021, 3-year replacement plan placed a strain on the front-line patrol vehicles due for replacement. The vehicles were described in BSFMD's September 2021 Agenda Report as "aging vehicles, ranging from 10-16 years old".
Today, the same vehicles are still waiting to be replaced. Patrol vehicles are evaluated at each shift change to ensure safety and readiness. As patrol vehicles break down and Purchase Order for Three F-150s
May 6, 2024
are taken out of service, police services are impacted. For example, when a patrol vehicle is taken out of service for repairs, there is no auxiliary vehicle available to take its place. The operational need is to schedule 2 officers in 2 separate vehicles assigned to each service area for effective area coverage. However, due to vehicles being out of service, the schedule is often modified to list 2 officers in 1 vehicle for one or more service areas. Services are immediately impacted by way of response times, wait times, and less community visibility of front-line emergency response police vehicles. The table below is a snapshot of weekly documentation.
Vehicles Out of Service
Vehicle NumberIssues
2758New mach-e ; return from upfit and check engine light is on. Sent to Ford Montbello 2876Body damage to right rear quarter panel
2172Right front door glass will not operate. Parts ordered 2520Brake sensor going off. Tire sensor fault light is on 2527At a stop, transmission takes some time before it will engage 2515Left front fender and push bar damaged waiting for parts 2464Battery is bad. Tire light is on. Needs PM service
2465Needs tires and PM service
2526
Check engine light is on, Vehicle shakes as it accelerates, At a stop or while parked the vehicle will shake, The vehicle has difficulty shifting from gear to gear. The vehicle will not accelerate at first then will shift fast then slow again it will eventually get to the desired speed. Vehicle not taken out of service due to to other patrol vehicles not being avaialble
2803
Siren does not work or is barely audible, PA is not working. Siren will not alternate tones, Check engine light is on, Sent to Sierra GMC
2462
Code 3 light center console package will beep then flash on and off. Buttons will work more than not
2521Recall, Air bag light is on , Keyboard cable is cut 2524
PM service, Brakes sound like brake pads are worn out, Tire light is on sent to AAMCO to check transmission leak
2518Vehicle trunk does not function properly , Mic magnet needs to be tightened 2381
Engine increase RPM while braking, PM service , 4 tires. Drivers side door glass will not operate
BSFMD's 2021, 3-year replacement plan for front-line emergency response vehicles has since been concentrated on the pursuit capable Ford Explorer Hybrid Police Interceptor SUV and Chevrolet Tahoe Police Package Vehicle, while awaiting availability of a pursuit capable ZEV and charging infrastructure at the Police Department.
In November 2021, the City's Water and Power (PWP) EV and EV charger subject matter expert, Evan Johnson, and a team of PWP engineers, met with Commander Peterson to evaluate areas within and near the Police Department to install the essential infrastructure of EV chargers. No suitable locations were located. Additionally, Purchase Order for Three F-150s
May 6, 2024
there are no existing, secure EV charging stations within the immediate proximity to the Police facility. A comprehensive plan for EV infrastructure and EV support at or near the Police facility is an essential foundation to transition to ZEV or EV vehicles.
The Department currently deploys three (3) EV vehicles; a level 1 (standard wall outlet) Chevy Bolt and two Level 2 (240 Volt Outlet) Ford Mustang Mach E's. Level 2 chargers for the Mustang Mach-E vehicles are located off site at the Police Heliport and in the underground parking area of the Holly Street parking structure. The Department of Transportation adjusted parking assignments to accommodate the Police Mustang Mach E's which are not deployed with sensitive equipment, such as Mobile Data Computers. The Mustang Mach-E's have lights, sirens and police radios installed and the Chevy Bolt is not equipped with lights, sirens, or sensitive police equipment.
Regarding our current replacement situation, BSFMD's 2021, 3-year replacement plan ended with unresolved delivery oftwenty-two (22) police vehicles because the manufacturer advised of delivery delays soon after the order was placed. The delays were not unique to Pasadena and effected police agencies nationwide. The delays caused additional strain to the current front-line patrol fleet. A new 3-year replacement plan is being formulated by BSFMD. In the interim, as part of the approved FY 2024 Operating Budget and to relieve the strain the Police Department is seeking to enhance the front-line patrol fleet. Staff analysis identified canine vehicles and patrol vehicles as being the highest priority.
The references to the September 2021, 3-year Fleet Replacement plan are important to ensure we are learning from previous process decisions. There is a need for a continuous vehicle replacement master plan that supports the City and Council's Goals for ZEV transition for city vehicles. Available law enforcement vehicle options that are ZEV and gas powered are identified by the manufacturers as "Special Service Vehicles (SSV) or Special Service Package (SSP) vehicles." They are equipped for non-pursuit, support operations or specialized duty. The vehicles are not recommended by the manufacturer for pursuit or heavy duty use but have police features and specialized equipment for other police uses.
Police Pursuit Vehicle (PPV) designation is given to vehicles engineered for performance under the rigors of front-line police use. Manufacturers may use the names Pursuit, Responder, or Interceptor rather than PPV labeling. These vehicles are engineered for repetitive stops at short distance, faster acceleration, and high-speed handling. Modifications to engines, cooling systems, transmissions and shifting parameters, brakes, tires, stability control programming and other changes are included as part of the manufacturer's police package. See Appendix A for a matrix of established police package equipment.
Purchase Order for Three F-150s
May 6, 2024
On an annual basis, manufacturers provide upcoming model year vehicles in the police package category, to industry recognized leaders at emergency response vehicle testing sites. There are two (3) relevant testing sites in the nation, Michigan State Police (MSP) the Los Angeles County Sheriff's Department (LASD), as well as the California Highway Patrol which completes testing of vehicles as part of the State Department of General Services purchasing process. Since the 1950's successful results at test sites have validated the manufacturer's engineering efforts in building a car capable of handling the stress associated with police pursuits and other heavy duty police front line use. The testing results from MSP and LASD are published and allow individual agencies to determine if the vehicle is suitable for the front-line mission. See Appendix B for a matrix of testing categories and police package emergency vehicles submitted by manufacturers for agency testing (model year 2024 for MSP and model year 2023 for LASD).
The City of South Pasadena entered a lease program to convert their patrol fleet of gas- powered emergency response vehicles to EV in 2023. They transitioned their Ten (10) patrol vehicles however their canine vehicle remains a gas-powered SUV. For comparison purposes, it should be noted the police patrol service needs of SPPD in comparison to Pasadena PD are measurably dissimilar and the practicality of complete ZEV use would not be equivalent. See comparisons below.
Police Patrol Service Comparisons
PasadenaSouth Pasadena
Square miles23 miles3.4 miles
Annual Calls for Service103,00039,233
Patrol daily (12 hour) staffing16 personnel in 11 vehicles4 personnel in 4 vehicles Additional Patrol Mid-watch staffing7 personnel in 6 vehicles0 Lieutenant Staffing1 Watch Commander1 Watch Commander in 1 vehicle Average Shift Miles per vehicle20055
SPPD's plan to build a charging infrastructure directly behind their police facility is due to begin in late Spring of 2024. In the interim, SPPD utilizes a publicly available Tesla Supercharger location at Glenarm and the Pasadena (110) freeway in the City of Pasadena. SPPD Patrol officers remain in an "unavailable to respond to calls" status while charging. The exact amount of time required to charge an EV varies, but fast charging times range from 30-45 minutes.
Staff analysis determined the pursuit capable, light duty trucks available on the market are the Ford F-150 Police Responder and the Chevrolet Silverado Z7X PPV. In addition to Police Package Vehicle design, both manufacturers offer a Police Engine Idle feature which permits officers to quickly remove the key from the ignition and exit the vehicle, while allowing the vehicle to remain securely idling to support lights, sirens, and other on-board equipment. Both vehicles are specially engineered to perform police duties by combining sturdy engineering with enhanced performance capabilities used in front-line law enforcement applications. Both pickup trucks have unique features that provide Purchase Order for Three F-150s
May 6, 2024
enhanced safety, security, and heavy-duty components which provide better durability, reliability, and longer vehicle life. Both vehicles received positive and exceptional ratings from the MSP and LASD law enforcement vehicle test and evaluation programs.
The F-150 Lightning PRO -SSV was engineered to handle department needs that do not require pursuit or heavy-duty capability. Ford's product website specifically states the "F-150 Lightning PRO- SSVwas designed to handle specialized departmental needs outside of pursuit situations". The F-150 Lightning PRO-SSVwas not submitted by Ford manufacturer as a police package vehicle to undergo the rigorous emergency response vehicle testing. Ford representatives have stated there have been discussions to design the F-150 Lightning PRO SSV as a pursuit capable vehicle but there is no indication this will be occurring soon. In addition, this vehicle does not have a Police Engine Idle Feature. This feature is paramount for Pasadena Police canine purposes. This feature would allow the canine vehicle to remain secure with the engine on to support lights, sirens, and AC equipment for the canine.
As requested by Council, the following table is a brief comparison of an exisisting front- line emergency reponse Patrol 2023 Chevrolet Tahoe PPV , the proposed 2024 Ford F- 150 Police Responder PPV and an exsisting city owned 2022 Ford F-150 Lightning ssv.
Exsisting in PatrolProposedPrevious City Purchase
2023 Chevy Tahoe
Police Pursuit
Vehicle
2024 F-150 Police
Responder Police
Pursuit Vehicle
2022 F-150 Lightening
Not police pursuit
rated vehicle
Configuration:
PricingExisting City Fleet$61,540 $48,678
Engine/Transmission5.3.LEcoTec,V8 3.5LEcoBoostV6
10 speed automatic 10 speed automatic
Dual E Motor Standard
Battery
Single Speed
Wheels/TiresSteel rims
Pursuit Rated
Steel Rims
Pursuit Rated
Aluminum Rims
Not Pursuit Rated
Fuel&MPG
City Fuel Economy 16 mpg
Hwy Fuel Economy 23 mpg
Combined Fuel Economy 17 mpg
Fuel/Drive Range 442 miles
ISmpg
23mpg
20mpg
520 miles
76 mpge
61 mpge
68 mpge
240 miles
A Ford 2022 internet forum posting stated that Ford was working on a patent for "Dog Mode" for the F-150 Lightning. Dog Mode is a proposed feature that allows an Purchase Order for Three F-150s
May 6, 2024
unattended vehicle to remain idle or engine on for EV, locked and with the air conditioner running. As of 2024 the feature is not yet available.
Recently, the Pasadena Police Canine Sergeant was able to test a city owned F-150 Lightning at the City Yards. He sat in the F-150 Lightning for 30 minutes, with the engine on and the vehicle's air conditioning unit on maximum, to simulate summer usage. During the test, all other power sources were limited. Just before the 30-minute mark, the dash display signaled that the vehicle would be shutting off due to inactivity. When the vehicle turned off, the console displayed it was powering off to save energy. The shut down feature is not conducive to police canine vehicle use as it requires a manual override each time. The Pasadena Police canine vehicles remain powered on with engine running the entire ten (10) hour shift.
The Ford F-150 Responder model will provide the canine officers with a vehicle that has the capability to safely carry emergency response equipment while also functioning as a fully equipped front-line canine vehicle. The Ford F-150 Responder model will provide the Patrol officers with a vehicle that is functional as a front-line emergency response vehicle that also has the capability to safely transport bulky and large items or equipment that the current police response vehicle is not designed to handle.
Recognizing the unique safety demands of vehicles actively engaged in law enforcement work, California Air Resources Board (CARB) exempts emergency vehicles as defined by Vehicle Code 165 from requirements of the State Executive Order N-79-20. In addition, State of California Executive Order B-16-12 specifies that public safety vehicles with special performance requirements are exempt from ZEV State purchasing requirements. When evaluating the purchase and exemption qualifications, it was determined PPD canine and patrol vehicles are authorized as defined by the California Vehicle Code as front-line emergency vehicles whose primary purpose is emergency response thereby exempting the ZEV purchase.
The Pasadena Police Department continues to review our fleet use to find the best fit for ZEV purchases. On the horizon is General Motor's Blazer EV Police Pursuit Package Vehicle. The all-wheel drive vehicle is being designed for police work up to and including high-speed emergency vehicle operations, however, it is not yet on the market. It is highly recommended BSFMD explore this replacement vehicle option once infrastructure capabilities align. The challenges for the Police Department remain, as there is currently no EV charging station infrastructure and no suitably equipped ZEV vehicles available.
It is in the best interest of the Police Department to purchase the requested vehicles with 72 Hour, LLC utilizing the Sourcewell government contract #091521-NAF; this eliminates the need to solicit for items that are already competitively priced and expedites the time required to take delivery of new vehicles. This is crucial as the supply chain issues in the automotive industry continue. The Ford F-150 Police Purchase Order for Three F-150s
May 6, 2024
Responder is the optimal choice for the needs of the Patrol and Canine units as the police department awaits ZEV pursuit rated options.
COUNCIL POLICY CONSIDERATION:
This agenda item supports the City Council Strategic Planning Goals toward public safety by ensuring the Department has the proper equipment to perform its functions.
The proposed purchase furthers the City Council's Strategic Plan goals to ensure public safety and maintain fiscal responsibility and stability.
ENVIRONMENTAL ANALYSIS:
The proposed action has been determined to be exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15061 (b)(3), the "Common Sense" Exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment. This purchase complies with all South Coast Air Quality Management District rules and regulations for engine emissions and clean air standards in the South Coast basin.
Purchase Order for Three F-150s
May 6,2024
FISCAL IMPACT:
The total cost of this action is $184,621. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Police Department's General Fund (10133013-850400 - $61,540) and the Asset Forfeiture Fund (20733001-850400- $123,081). Indirect and support costs such as maintenance and repair are anticipated to be $63,000 over the lifecycle of these three vehicles and will be addressed annually by utilization of existing budgeted appropriations in the Police Department's operating budget under 10133013-861600.
Respectfully Submitted,
EUGENE HARRIS
Chief of Police
Police Department
Prepared by:
^
Caren PQfterson
Police Civilian Commander
Approved by:
IVUeyECMARQUEZ
City Manager
Attachments: (2)
Appendix A - Average Guidelines
Appendix B - Police Package Emergency Vehicle Testing Categories