HomeMy WebLinkAbout4.2 Delegation of Authority to the City Manager to Purchase Police Vehicles,r
DUBLIN
CALIFORNIA
STAFF REPORT
CITY COUNCIL
Agenda Item 4.2
DATE: September 5, 2023
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
SU B.ECT : Delegation of Authority to the City Manager to Purchase Police Vehicles,
Municipal Fleet Vehicles, and Electric Vehicle Charging Stations Exceeding
$45,000 for Fiscal Year 2023-2024
Prepared by: Raelyn Miranda, Administrative Aide and Debbie Bell, Public
Works Manager
EXECUTIVE SUMMARY:
The City Council will consider delegating purchasing authority of police vehicles, municipal fleet
vehicles, and electric vehicle charging stations exceeding $45,000 to the City Manager for the
remainder of Fiscal Year 2023-24.
STAFF RECOMMENDATION:
Adopt the Resolution Delegating Authority to the City Manager to Purchase Police Vehicles,
Municipal Fleet Vehicles, and Electric Vehicle Charging Stations Exceeding $45,000 for Fiscal Year
2023-24.
FINANCIAL IMPACT:
The cost of replacement police vehicles will be covered by the Fiscal Year 2023-24 Internal Service
Fund (ISF) Budget. Any revenue generated from the auction of the retired vehicles will be
deposited into the ISF to offset future replacement costs. Funding for the two new (non -
replacement) vehicles was included in the operating budget for Dublin Police Services.
The cost of replacement municipal fleet vehicles and electric vehicle charging stations (EVCS) will
be covered by the ISF, the Public Works operating budget, and the Climate Action Plan 2030 and
Beyond (CAP) Reserve in the General Fund.
Page 1 of 4
35
DESCRIPTION:
Police Vehicles
Dublin Police Services manages a fleet of 35 police vehicles, comprising 12 unmarked vehicles and
23 marked vehicles, for patrol, crime prevention, and school resource officers. Generally, Staff
reviews replacement of these vehicles after three years of service and/or 75,000 miles. On
average, Staff budgets for and replaces between four and six police vehicles each year, depending
on vehicle condition and funds available in the Internal Service Fund (ISF). Staff plans to replace
the following nine vehicles in Fiscal Year 2023-24, which includes four replacements carried over
from the prior year:
Replaced Vehicle
2018 Dodge Charger
(marked/patrol)
2018 Dodge Charger
(marked/patrol)
2018 Dodge Charger
(marked/patrol)
2018 Dodge Charger
(marked/patrol)
2016 Chevy Tahoe
(marked/patrol)
2018 Dodge Charger
(marked/patrol)
2017 Ford Taurus
(Unmarked)
2015 Ford Taurus
(Unmarked)
2017 Ford Taurus
(Unmarked)
Replaced Vehicle VIN
2C3CDXATXJH238913
2C3CDXAT1JH238914
2C3CDXAT3JH238915
2C3CDXAT5JH238916
1GNLCDEC7GR235070
2C3CDXAT7JH238917
1FAHP2D81GH140206
1FAHP2D8OFG178104
1FAHP2D8XHG122724
Anticipated Replacement Vehicle
Chevy Tahoe PPV
Chevy Tahoe PPV
Chevy Tahoe PPV
Chevy Tahoe PPV
Ford Police Interceptor
Ford Police Interceptor
Chevy Tahoe PPV
Chevy Tahoe PPV
Chevy Tahoe PPV
In addition to the above replacement vehicles, Staff is also planning to purchase two new (non -
replacement) Ford Police Interceptor patrol vehicles. Funding for these vehicles was included in
the Fiscal Year 2022-23 budget, but due to the limited availability of these types of vehicles, Staff
was not able to procure them last fiscal year. The funding was carried into Fiscal Year 2023-24 to
be used when more vehicles become available.
Page 2 of 4
36
Municipal Fleet Vehicles
Public Works manages a fleet of passenger vehicles. Each vehicle has a specific replacement
schedule based on vehicle type and service usage. Currently, three fleet vehicles are at or past
their replacement schedule: two Ford F150 trucks and one Ford E450 Super Duty van.
Additionally, recent staffing increases in Public Works created the need to increase the fleet by
one vehicle.
Staff recommends the purchase of four fully electric vehicles (EV). The existing Ford F150 trucks
and E450 Super Duty van are internal combustion engine vehicles and can be replaced with three
Ford F150 Lightning EV trucks. The new fleet vehicle will be a sports utility EV. These new EVs
will augment the existing fleet that includes one compact EV sedan, one plug-in hybrid sedan, one
hybrid compact sports utility vehicle, and one van.
Electric vehicle charging stations (EVCS) are necessary to support the four new EVs. The new
sports utility EV will be based at the Civic Center and can use the existing EVCS at the library. This
vehicle will also be able to use the new EVCS's (two direct current fast charging (DCFC) stations
and five Level 2 stations) being installed at Dublin Sports Grounds as part of the Citywide Energy
Efficiency and Infrastructure Project. The new EV trucks will be based at the Corporation Yard,
which currently does not have EVCS. Staff recommends that level 2 EVCS be installed at the Corp
Yard to facilitate vehicle charging.
The City's Climate Action Plan 2030 and Beyond (CAP) lays out a path to reach carbon neutrality
by 2045 and includes Measure ML-3, Electrify Municipal Vehicle Fleet and Equipment. The goal of
Measure ML-3 is to electrify at least 33% of the municipal fleet by 2030. Electrification of the City's
fleet as described in Measure ML-3 has the potential to reduce municipal greenhouse gas
emissions by 14% or more by 2030, depending on how quickly the transition to electric vehicles
occurs.
To reduce the electricity demand required from the power grid, including the demand from
charging electric vehicles, a 200-kilowatt solar panel system at Dublin Sports Grounds and a 136-
kilowatt solar panel system at the Public Safety Complex were installed to serve the electric
vehicle chargers that will be installed in the coming weeks. A 47-kilowatt solar panel system plus a
100 kilowatt/165-kilowatt-hour battery energy storage system (BESS) was installed at the
Corporation Yard and will also offset electricity demand from the power grid. The BESS at the
Corp Yard will help reduce energy demand during peak hours (4 pm to 9 pm), reducing charging
costs.
Furthermore, Dublin's electricity accounts are all powered with East Bay Community Energy's
Renewable 100 electricity, which is 100% greenhouse gas (GHG) emission -free. Therefore, any
electricity from the grid that is required to charge the electric vehicles is carbon -free. Replacing
three internal combustion engine vehicles with EVs will reduce the City's GHG emissions,
incrementally reducing GHG-related environmental and health impacts for Dublin residents and
visitors.
Page 3 of 4
37
Staff Request
Recent purchases of replacement vehicles and equipment have exceeded the City Manager's
purchasing authority of $45,000, requiring Staff to seek City Council approval. However, these
transactions have been hindered by supply chain shortages and vehicle and equipment availability
at various dealerships. By the time Staff obtains City Council approval, the vehicles are often no
longer available, requiring Staff to begin the procurement process again. For this reason, Staff is
seeking approval from the City Council to delegate purchasing authority to the City Manager for
vehicles and equipment over $45,000 in accordance with the planned and budgeted vehicle
replacement schedule for the remainder of the fiscal year.
Staff is requesting that the City Council authorize the disposal of any replaced vehicles by
transferring them to a professional auction company for sale. Any revenue generated from the
auction of the retired vehicles will be deposited into the fund to offset future replacement costs.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Delegating Authority to the City Manager to Purchase Police Vehicles, Municipal
Fleet Vehicles, and Electric Vehicle Charging Stations Exceeding $45,000 for Fiscal Year 2023-
24
Page 4 of 4
38
Attachment I
RESOLUTION NO. xx - 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
DELEGATING AUTHORITY TO THE CITY MANAGER TO PURCHASE POLICE VEHICLES,
MUNICIPAL FLEET VEHICLES, AND ELECTRIC VEHICLE CHARGING STATIONS
EXCEEDING $45,000 FOR FISCAL YEAR 2023-24
WHEREAS, Dublin Police Services manages a fleet of 35 police vehicles, including 12
unmarked vehicles, and 23 marked vehicles for patrol, crime prevention, and school resource
officers; and
WHEREAS, to ensure reliability and to minimize repair expenses, the City reviews police
vehicles after three years of service and/or 75,000 miles for replacement with the most
appropriate vehicles to maintain Dublin Police Services operations; and
WHEREAS, Public Works manages the municipal passenger vehicle fleet and the
electric vehicle charging stations located on City properties; and
WHEREAS, the City reviews municipal fleet vehicles for replacement based upon each
vehicles specific replacement schedule; and
WHEREAS, due to increased costs, it is expected the procurement of new and
replacement vehicles, and the purchase and installation of electric vehicle charging stations, will
likely exceed the City Manager's purchasing limit of $45,000; and
WHEREAS, due to supply chain shortages and reduced vehicle and equipment
availability at various dealerships, the purchasing process has become time sensitive; and
WHEREAS, with the City Council's delegation of authority to the City Manager to make
vehicle purchases over $45,000, Staff will be able to work with dealerships to quickly purchase
the appropriate vehicles as they are available; and
WHEREAS, such purchases will be made in accordance with the vehicle replacement
schedule and the availability of funds in the Internal Service Fund budget, the Public Works
Operating budget, and the General Fund Reserve for the Climate Action Plan 2030 and Beyond
(CAP); and
WHEREAS, the City Council adopted the CAP on August 18, 2020, and said CAP
includes Municipal Leadership Measure ML-3: Electrify Municipal Vehicle Fleet and Equipment;
and
WHEREAS, the Key Target Metrics of CAP Measure ML-3 include electrification of 33%
of municipal vehicle fleet and maintenance equipment by 2030.
NOW, THEREFORE, BE IT RESOLVED that City Council approves delegation of
purchasing authority for police vehicles, municipal fleet vehicles, and the purchase and
Reso. No. XX-23, Item X.X, Adopted XX/XX/2023 Page 1 of 2 39
installation of electric vehicle charging stations
2023-24.
BE IT FURTHER RESOLVED that upon
vehicles are declared surplus property and the
arrange for the auction of replaced vehicles
regulations.
over $45,000 to the City Manager in Fiscal Year
placing the new vehicles in service, the replaced
City Manager or designee shall be authorized to
in accordance with state and local laws and
PASSED, APPROVED AND ADOPTED this 5th day of September 2023, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-23, Item X.X, Adopted XX/XX/2023 Page 2 of 2 40
September 5, 2023
SB 343
Senate Bill 343 mandates supplemental materials
that have been received by the City Clerk's office that
relate to an agenda item after the agenda packets
have been distributed to the City Council be available
to the public.
The attached documents were received in the City
Clerk's office after distribution of the September 5,
2023, Regular City Council meeting agenda packet.
Item 4.2
41
II
DUBLIN
CALIFORNIA
THE NEW
AMERICAN
BACKYARD
CITY MANAGER'S OFFICE
MEMORANDUM
DATE: September 5, 2023
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
SUBJECT: Item 4.2 Delegation of Authority to the City Manager to Purchase Police Vehicles,
Municipal Fleet Vehicles, and Electric Vehicle Charging Stations Exceeding
$45,000 for Fiscal Year 2023-2024
The September 5, 2023, City Council Meeting includes an item authorizing the delegation of authority to
the City Manager to purchase Police Vehicles, Municipal Fleet Vehicles, and Electric Vehicle Charging
Stations exceeding $45,000 for Fiscal Year 2023-2024, which includes a replacement list of police
vehicles.
After the agenda was posted, Staff identified an error in the Police replacement vehicle table. The Ford
Taurus vehicles are being replaced by Chevrolet Malibus and not Chevy Tahoe PPVs. Therefore, an
updated table is included in this memo, removing the Chevy Tahoe PPVs and replacing them with
Chevrolet Malibus. A redlined version of the Staff Report is attached hereto, updating the anticipated
replacement vehicles from the Chevy Tahoe PPVs to Chevrolet Malibus.
42
IP
DUBLIN
CALIFORNIA
THE NEW
AMERICAN
BACKYARD
Replaced Vehicle
2018 Dodge Charger
(marked/patrol)
2018 Dodge Charger
(marked/patrol)
2018 Dodge Charger
(marked/patrol)
2018 Dodge Charger
(marked/patrol)
2016 Chevy Tahoe
(marked/patrol)
2018 Dodge Charger
(marked/patrol)
2017 Ford Taurus
(unmarked)
2015 Ford Taurus
(unmarked)
2017 Ford Taurus
(unmarked)
CITY MANAGER'S OFFICE
MEMORANDUM
Replaced Vehicle VIN
2C3CDXATXJH238913
2C3CDXAT1JH238914
2C3CDXAT3JH238915
2C3CDXAT5JH238916
1GNLCDEC7GR235070
2C3CDXAT7JH238917
1FAHP2D81GH140206
1FAHP2D8OFG178104
1FAHP2D8XHG122724
Anticipated Replacement
Vehicle
Chevy Tahoe PPV
Chevy Tahoe PPV
Chevy Tahoe PPV
Chevy Tahoe PPV
Ford Police Interceptor
Ford Police Interceptor
Chevrolet Malibu
Chevrolet Malibu
Chevrolet Malibu
43
r
STAFF REPORT
DUBLIN CITY COUNCIL
CALIFORNIA
DATE: September 5, 2023
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
Agenda Item 4.2
SUBJECT: Delegation of Authority to the City Manager to Purchase Police Vehicles,
Municipal Fleet Vehicles, and Electric Vehicle Charging Stations
Exceeding $45,000 for Fiscal Year 2023-2024
Prepared by: Raelyn Miranda, Administrative Aide and Debbie Bell, Public
Works Manager
EXECUTIVE SUMMARY:
The City Council will consider delegating purchasing authority of police vehicles, municipal
fleet vehicles, and electric vehicle charging stations exceeding $45,000 to the City Manager for
the remainder of Fiscal Year 2023-24.
STAFF RECOMMENDATION:
Adopt the Resolution Delegating Authority to the City Manager to Purchase Police Vehicles,
Municipal Fleet Vehicles, and Electric Vehicle Charging Stations Exceeding $45,000 for Fiscal
Year 2023-24.
FINANCIAL IMPACT:
The cost of replacement police vehicles will be covered by the Fiscal Year 2023-24 Internal
Service Fund (ISF) Budget. Any revenue generated from the auction of the retired vehicles
will be deposited into the ISF to offset future replacement costs. Funding for the two new
(non -replacement) vehicles was included in the operating budget for Dublin Police Services.
The cost of replacement municipal fleet vehicles and electric vehicle charging stations (EVCS)
will be covered by the ISF, the Public Works operating budget, and the Climate Action Plan
2030 and Beyond (CAP) Reserve in the General Fund.
Page 1 of 4
44
Municipal Fleet Vehicles
Public Works manages a fleet of passenger vehicles. Each vehicle has a specific replacement
schedule based on vehicle type and service usage. Currently, three fleet vehicles are at or
past their replacement schedule: two Ford F150 trucks and one Ford E450 Super Duty van.
Additionally, recent staffing increases in Public Works created the need to increase the fleet
by one vehicle.
Staff recommends the purchase of four fully electric vehicles (EV). The existing Ford F150
trucks and E450 Super Duty van are internal combustion engine vehicles and can be replaced
with three Ford F150 Lightning EV trucks. The new fleet vehicle will be a sports utility EV.
These new EVs will augment the existing fleet that includes one compact EV sedan, one plug-
in hybrid sedan, one hybrid compact sports utility vehicle, and one van.
Electric vehicle charging stations (EVCS) are necessary to support the four new EVs. The new
sports utility EV will be based at the Civic Center and can use the existing EVCS at the library.
This vehicle will also be able to use the new EVCS's (two direct current fast charging (DCFC)
stations and five Level 2 stations) being installed at Dublin Sports Grounds as part of the
Citywide Energy Efficiency and Infrastructure Project. The new EV trucks will be based at the
Corporation Yard, which currently does not have EVCS. Staff recommends that level 2 EVCS
be installed at the Corp Yard to facilitate vehicle charging.
The City's Climate Action Plan 2030 and Beyond (CAP) lays out a path to reach carbon
neutrality by 2045 and includes Measure ML-3, Electrify Municipal Vehicle Fleet and
Equipment. The goal of Measure ML-3 is to electrify at least 33% of the municipal fleet by
2030. Electrification of the City's fleet as described in Measure ML-3 has the potential to
reduce municipal greenhouse gas emissions by 14% or more by 2030, depending on how
quickly the transition to electric vehicles occurs.
To reduce the electricity demand required from the power grid, including the demand from
charging electric vehicles, a 200-kilowatt solar panel system at Dublin Sports Grounds and a
136-kilowatt solar panel system at the Public Safety Complex were installed to serve the
electric vehicle chargers that will be installed in the coming weeks. A 47-kilowatt solar panel
system plus a 100 kilowatt/165-kilowatt-hour battery energy storage system (BESS) was
installed at the Corporation Yard and will also offset electricity demand from the power grid.
The BESS at the Corp Yard will help reduce energy demand during peak hours (4 pm to 9 pm),
reducing charging costs.
Furthermore, Dublin's electricity accounts are all powered with East Bay Community Energy's
Renewable 100 electricity, which is 100% greenhouse gas (GHG) emission -free. Therefore,
any electricity from the grid that is required to charge the electric vehicles is carbon -free.
Replacing three internal combustion engine vehicles with EVs will reduce the City's GHG
Page 3 of 4
46
emissions, incrementally reducing GHG-related environmental and health impacts for Dublin
residents and visitors.
Staff Request
Recent purchases of replacement vehicles and equipment have exceeded the City Manager's
purchasing authority of $45,000, requiring Staff to seek City Council approval. However, these
transactions have been hindered by supply chain shortages and vehicle and equipment
availability at various dealerships. By the time Staff obtains City Council approval, the
vehicles are often no longer available, requiring Staff to begin the procurement process again.
For this reason, Staff is seeking approval from the City Council to delegate purchasing
authority to the City Manager for vehicles and equipment over $45,000 in accordance with the
planned and budgeted vehicle replacement schedule for the remainder of the fiscal year.
Staff is requesting that the City Council authorize the disposal of any replaced vehicles by
transferring them to a professional auction company for sale. Any revenue generated from
the auction of the retired vehicles will be deposited into the fund to offset future replacement
costs.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Delegating Authority to the City Manager to Purchase Police Vehicles,
Municipal Fleet Vehicles, and Electric Vehicle Charging Stations Exceeding $45,000 for
Fiscal Year 2023-24
Page 4 of 4
47