To: Honorable Mayor and Members of City Council
From: Julie Lucido, Public Works Director
Prepared By: Matthew Price, Maintenance Superintendent
TITLE:
Title
Fleet Replacement Schedule
LABEL
RECOMMENDED ACTION:
Recommendation
Adopt a resolution, (1) Approving Amendment No. 1 to Appendix E from Mid Cycle Budget Fiscal Year 2024/25, Fleet Replacement Schedule, and (2) authorizing the City Manager or Public Works Director to execute contracts and agreements on behalf of the City for the purchase of replacement vehicles and equipment based on the descriptions and dollar amounts identified on the Amendment No. 1 to Appendix E in the total amount of $6,097,000 in Fiscal Year 2024/25, and (3) adjusting the current expenditures budget of the Fleet Replacement Fund by $125,000 for a total Fiscal Year 2024/25 amount of $6,097,000 as documented by Budget Adjustment No. 60P5.
Body
DISCUSSION:
On June 20, 2023 the City Council approved the Fiscal Years 2023/24 & 2024/25 Operating & Capital Budget, including the Fleet Replacements Schedule (Appendix H in the two-year budget document). The Fiscal Year 2024/25 Fleet Replacement Schedule was revised as part of the City of Napa Mid Cycle Budget Fiscal Year 2024/25, adopted by City Council via Resolution No. 2024-061 on June 4, 2024. The revisions were included as Appendix E in the Mid Cycle Budget.
The proposed action will amend the Mid Cycle Budget Fiscal Year 2024/25’s Appendix E: Fleet Replacement Schedule. The recommended revisions are incorporated in Exhibit A to the resolution attached to this report and summarized below:
Fleet Replacement General Fund - Increase by $30,000
- Three radar speed feedback trailers for the Police Department required replacement. Only two were included as part of the previous replacement schedule. This addition will cover the third necessary replacement. These trailers, which display the speed of oncoming vehicles in real time, are strategically placed in areas where speeding is a concern. By alerting drivers to their current speed, radar trailers encourage immediate speed reduction, particularly in zones with high pedestrian activity, near schools, and residential neighborhoods.
Fleet Replacement Parking Fund - Increase by $85,000
- The two Napa Parking Enforcement Division vehicles (2201 and 22024) are each equipped with an Automatic License Plate Reader (ALPR). This technology is necessary for the documentation, automation, efficiency, and effectiveness of the program. The ALPR specialized software and associated equipment must be updated every five years. This funding adjustment is necessary to update the software and associated equipment to continue operating the ALPR system for the next five years.
Fleet Replacement Streets Program - Increase by $10,000
- The schedule includes a replacement for the Skid Steer Loader that is used primarily to construct street and sidewalk repairs. The equipment cost has increased and requires a modification to the existing approved budget (unit 1311).
Fleet Replacement Water Fund - Increase by $0
- Estimated costs within the already approved budget for the Water Replacement Fund have been adjusted to support the purchase of a tow behind compressor (Unit 12027) in the amount of $40,000. Estimated costs for Units 12016, 12017, 12018, 12021, and 12023 were adjusted based on research of current costs and can support other purchases across the Water Replacement Fund. The resulting changes require no additional funding.
Fleet Fire Apparatus Replacement
The purchase of a replacement Ladder Truck for Unit 3206 was approved in the Mid-Cycle Budget for Fiscal Year 2024/25. The City seeks to execute an agreement with Golden State Fire Apparatus (GSFA) for the procurement of one Pierce - Velocity 107’ Ascendant Quint Aerial Apparatus (Ladder Truck) not to exceed $2,500,000 as included in the Midcycle Budget Fleet Replacement Schedule.
A Ladder Truck is highly specialized equipment, and the Public Works Department and Fire Department staff propose utilizing an existing cooperative purchasing contract, #113021-OKC for Oshkosh Airport Products the parent company of Pierce Manufacturing, through Sourcewell for the replacement of the Fire Apparatus. Sourcewell is a public government agency and acts as a national municipal contracting agency. Sourcewell contracts are competitively bid, are compliant with local, state, and federal procurement regulations, and may be utilized by member agencies, including the City of Napa.
Under NMC Section 2.91.060, the City may enter into an agreement that is based upon terms of an existing contract between a vendor and another public agency, without further complying with the requirements of NMC Chapter 2.91 provided that the City Council makes the written determinations set forth in NMC Section 2.91.060. This exception applies to the procurement of the replacement unit through Golden State Fire Apparatus as documented in the proposed resolution.
The attached recommended resolution authorizes the City Manager or Public Works Director to purchase vehicles and equipment identified in the attached resolution’s Exhibit A (Amendment No. 1 to Appendix E: Fleet Replacement Schedule from Mid Cycle Budget Fiscal Year 2024/25) in an amount not to exceed the approved updated amount for each vehicle. The purchases must comply with the provisions of Napa Municipal Code Chapter 2.91 Contracting Ordinance. This delegation of authority is important due to difficulty in procuring vehicles due to factors such as limited availability, high demand, and specific design and compatibility requirements. The delegation allows the city to expedite purchasing to be able to hold the bid prices and secure the orders.
This is especially true in situations where delays could result in missed opportunities or increased costs to the City.
FINANCIAL IMPACTS:
The total amended Fiscal Year 2024/25 Appendix E costs are $6,097,000 resulting in a net increase of $125,000 compared to the previously approved Appendix H (approved by City Council on May 21st, 2024). Budget Amendment No. 60P5 reflects the increased Fleet Replacement Fund (610) replacement schedule costs as follows:
• Fleet Replacement General Fund (61030910): Transfer $30,000 from the Fleet Replacement General Fund reserves to increase the Fiscal Year 2024/25 expenditures budget.
• Fleet Replacement Parking Fines (61030940): Transfer $85,000 from the Fleet Replacement Parking Fund reserves to increase the Fiscal Year 2024/25 expenditures budget.
• Fleet Replacement Street Program (61030970): Transfer $10,000 from the Fleet Replacement Streets Fund reserves to increase the Fiscal Year 2024/25 expenditures budget.
The current fleet replacement funds have adequate balances to cover the recommended increased fleet replacements costs.
CEQA:
The Public Works Director has determined that the recommended action described in this staff report is not subject to CEQA, pursuant to CEQA Guidelines Section 15060 (c).
DOCUMENTS ATTACHED:
ATCH 1 - Resolution
EX A - Amendment No. 1 Appendix E: Fleet Replacement Schedule
EX B - BAF No. 60P5
NOTIFICATION:
None.