Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: {{section.number}}I
Yountville Town Council Staff Report
DATE: January 16, 2024
TO: Mayor and Town Council
FROM: John Ferons, Public Works Director
PREPARED BY: Rosalba Ramirez, Deputy Public Works Director
RECOMMENDATION
Adopt Resolution Number 24-4245; Authorizing the Procurement of a F-150 Lightning Electric Vehicle in a Not to Exceed Amount of $80,000 with Capital Fund 50 Identified in the Current Capital Improvement Plan (Project CP-0028 and CP-0029) and Authorizing the Town Manager to Execute the Contract up to that Amount.
DISCUSSION/BACKGROUND
At the September 19, 2023, Council meeting, Town Council approved the procurement of an all-electric Ford Lightning as a replacement to an existing gas vehicle. Funds for this purchase were allocated by Town Council with the creation of Capital Improvement Project CP-0028 funded by the prior fiscal year’s unallocated fund balance with $147,000. The recently purchased Ford Lightning all-electric truck replaces the traditional gas pickup assigned to the Municipal Operations Supervisor.
In addition to and previous to the purchase of the Ford lighting, at the December 16, 2022, council meeting, Town Council approved the purchase of two GEM electric vehicles from the same Capital Improvement Project CP-0028 funded by previous unallocated fund balance. The coupe version of these two Gem vehicles replaced the traditional gas-powered Chevy Silverado light duty pickup truck that is used to serve Town Hall staff. The pickup truck version of the Gem vehicles replaced another Chevy Colorado light duty pickup that is used by municipal operations staff to empty trash receptacles and clean the restrooms in public parks and right of way.
The Town’s Capital Improvement Program budget incorporates the Town’s goal to replace traditional vehicles over time with electric vehicles and contains capital improvement projects for the purchase of additional electric vehicles and installation of electric vehicle charging stations in Town. The purchase of electric fleet vehicles in lieu of gas-powered vehicles is a step towards reaching local town and statewide sustainability goals.
To continue with the Town’s zero emission and sustainability goals, Public Works would like to purchase a second F-150 Lightning electric vehicle to replace the need for another gas-powered light duty pickup truck in the fleet. Given the current technology and capability of electrics trucks, the gas-powered fleet vehicles being replaced with electric vehicles are light-duty pickup trucks and are not of the heavy-duty fleet vehicle type. The heavy-duty vehicle type have requirements that exceed the capabilities of current electric vehicles available.
There are currently funds available in projects PK-0028 Replace 2008 Chevrolet 2500 HD and PK-0029 Replace 2013 Chevrolet. When the budget for these trucks was created it contemplated replacing the trucks in like kind, meaning traditional gas-powered vehicles. Comparable electric trucks are more expensive than their gaspowered counterparts and as such, these two projects will be combined to purchase the Ford Lightning and replace the 2008 Chevrolet 2500 HD truck. The 2013 Chevrolet will be replaced in a future fiscal year. The fund balance will cover the not to exceed amount of $80,000.00 cost of the F-150 Lightning truck with the unused fund balance remaining available for the procurement of additional electric fleet purchases.
Pursuant to Town Municipal Code Chapter 3.32, Article 2 Supplies, General Services and Equipment 3.32.180 Formal Bid Procedure, Public Works staff previously advertised a notice inviting bids for the procurement of the electric fleet vehicle beginning on 8/26/2023. No bids or inquiries were received by staff. Following the requirements in the Town’s Municipal Code, Title 3 Revenue and Finance, Chapter 3.32.180 Formal Bid Procedure; G. Rejection of Bids. If the Town Council determines that bids are excessively high or that specifications were unclear, or if no bids are received, the Council may reject all bids presented and use whatever method it deems appropriate, such as rebid, abandon acquisition, or negotiate a contract. Public Works would like to move forward with the direct purchase of the 2023 F-150 Lightning Electric Vehicle through the Ford website.
Staff is requesting the council authorize the procurement of the F-150 Lightning Electric Vehicle and authorize the Town Manager to sign the contract up to the purchase amount.
ENVIRONMENTAL REVIEW
Not Applicable
FISCAL IMPACT
Is there a Fiscal Impact? Yes
Is it Currently Budgeted? Yes
Where is it Budgeted? PK-0028 Replace 2008 Chevrolet 2500 HD and PK-0029 Replace 2013 Chevrolet Is it Mandatory or Discretionary? Discretionary
Is there a Staff Resource Impact? Nominal
STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan? Yes
If yes, Identify Strategic Goal and Objective. Exceptional Town Services and Staff: The Town supports its talented staff who deliver high quality municipal programs and services while maintaining public infrastructure for the benefit of the community. Responsible Fiscal Policy: The Town maintains its fiscal health through policies designed to maximize economic opportunities, manage expenses, and ensure prudent reserves.
Briefly Explain Relationship to Strategic Plan Goal and Objective. Using the allocated funds for vehicle replacement and charging stations ensures that the Town’s is meeting its zero emission and sustainability goals in an appropriate time frame exhibiting responsible fiscal policy while providing the necessary zero-emissions equipment for staff to deliver municipal services while maintaining Town infrastructure.