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 an amended Appendix H, Fleet Replacement Schedule to the Approved Fiscal Year 2024/2025 City of Napa Budget, and (2) authorizing the Public Works Director to execute contracts on behalf of the City for the purchase of replacement vehicles and equipment based on the descriptions and dollar amounts identified on the amended Appendix H in the total amount of $5,384,300 in FY2023/24 and $3,195,000 in FY2024/25.
Body
DISCUSSION:
On June 20, 2023, the City Council approved the FY 2023/24 & 2024/25 Fleet Replacements and Purchases, Appendix H as part of the City of Napa Operating & Capital Budget. The recommended revisions to Appendix H, which are incorporated in Exhibit “A” to the resolution attached to this report, include the following changes:
• Carryforward any unpurchased vehicles and equipment previously approved in the FY2022/23 to provide purchasing authorization in FY2023/24.
• An operational need for the Utilities Department requires a modification for units 1232, 1246, and 1249 replacements. The three planned F-250 replacements will be replaced instead by one Ford F-450 Utility Body and one Skid Steer. The estimated cost for the F-450 utility body will be $95,000 (new unit number 12009) and the estimated cost of skid steer will be $105,000 (new unit number 12010). Sufficient funds are available in the Utility Department’s fleet replacement fund to absorb the resulting net $15,000 increase.
• A vehicle assigned to the Parking Enforcement division was involved in an accident which resulted in unit 2202 being a total loss. Parking Enforcement requires the replacement of this unit to continue operations. The estimated vehicle replacement cost for a Toyota Rav4 is $40,000. The new unit number for this vehicle will be 22024.
• The Police Department requires an additional vehicle to support the new Community Services Officer supporting the Automated Traffic Enforcement System. The vehicle purchase was previously authorized by City Council on August 15, 2023, at an estimated cost of $50,000; however based on current vehicle costs, the not to exceed amount was updated to $60,000. The new Ford F-150 is assigned unit number 22023.
Four replacement patrol units for the Police Department will be moved from the FY 2024/25 Fleet Replacement Schedule to FY2023/24. Supply shortages and order delay times specifically related to pursuit rated patrol vehicles have significantly delayed order fulfilments. Revising the replacement schedule for these vehicles will allow staff to begin the purchasing process during FY 2024, improving the likelihood of vehicle fulfillment within the replacement cycle. The units to be moved from FY 2024/25 Fleet Replacement Schedule to FY2023/24 are 22015, 22016, 22017, and 22018.
City Council Resolution R2022-065 authorized the City Manager to combine purchases for all vehicles that cost less than $125,000. The recommended resolution authorizes the Public Works Director to purchase the vehicles that cost more than $125,000, which include the following vehicles:
FY 2023/24
• Unit No. 6110 replacement (new Unit No. 61001) Chassis w/aerial Cab for Parks & Recreation Department at an estimated replacement cost of $235,000.
• Unit No. 1216 replacement (new Unit No. 12007) Crew Truck for Utilities Department at an estimated replacement cost of $300,000.
• Unit No. 1217 replacement (new Unit No. 12008) Crew Truck for Utilities Department at an estimated replacement cost of $300,000.
• Unit No. 1272 replacement (new Unit No. 12013) Mini Excavator for Utilities Department at an estimated replacement cost of $210,000.
• Unit No. 3206 replacement (new Unit No. 32000) E6 Fire Apparatus for Fire Department at an estimated replacement cost of $763,000.
• Unit No. 1334 replacement (new Unit No. 1380) Covered Scrubber with Drop Type Trailer for Parking Maintenance Program at an estimated replacement cost of $175,000. This purchase is a carryover from FY23.
FY 2024/25
• Unit No. 2267 replacement (new Unit No. 22014) EOC Command Trailer for Police Department at an estimate replacement cost of $200,000.
• Unit No. 6235 replacement (new Unit No. 62017) Ground Mower for Parks and Recreation Department at an estimated replacement cost of $145,000.
• Unit No. 3236 replacement (new Unit No. 62018) Ground Mower for Parks and Recreation Department at an estimated replacement cost of $145,000.
• Unit No. 1229 replacement (New Unit No. 12017) Crane and Compressor for the Utilities Department at an estimated replacement cost of $140,000.
• Unit No. 1268 replacement (New Unit No. 12023) 3500 Gallon Water Truck for the Utilities Department at an estimated replacement cost of $500,000.
• Unit No. 3206 Fire Apparatus upfit for the Fire Department at an estimated upfit cost of $150,000.
FINANCIAL IMPACTS:
No significant financial impacts are present. The current fleet replacement funds have adequate balances to cover the recommended fleet replacements.
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 - Fleet Replacements and Purchases Appendix H
NOTIFICATION:
None.