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HomeMy WebLinkAboutAGENDA REPORT 2008 0604 CC REG ITEM 10Io. z . CITY OF iv OORFARK, CAL.IFORW4 City Council Meeting of G -4 ACTION: MOORPARK CITY COUNCIby: AGENDA REPORT TO: Honorable City Counci FROM: Ron Nelson, Captain ?� DATE: May 26, 2008 (CC Meeting of 06/04/08) SUBJECT: Consider Resolution Amending the Fiscal Year 2007/2008 Budget for Purchase of Alternative Fuel Vehicle For the Moorpark Volunteers in Policing Program. SUMMARY The Police Department Volunteers in Police (VIP) Program is in need of a second patrol vehicle in order to provide consistent and meaningful services to the residents of the City of Moorpark (City). This attached resolution, if approved, would add a new Ford Escape Hybrid SUV using Transportation System Management (TSM) Fund (2001). It is projected that over the life of the new vehicle, the City would save substantially, both in terms of dollars and air quality, when compared with the cost of adding additional patrol deputies to serve a growing community. BACKGROUND The VIP program provides thousands of hours of donated time in which VIP members patrol the City. These VIP members provide basic police support services such as report writing, parking enforcement, and traffic control at accident scenes, thus freeing up sworn officers to handle more specialized law enforcement matters. The VIP program currently has seventeen volunteers who stagger their hours of service, sharing one vehicle to provide services. During the twelve month period of May 2007 through April 2008, VIP members provided 2,381 hours of service. Until recently, the City had a 1996 Ford Crown Victoria that was used as the volunteer patrol vehicle, which saw over 85,000 miles of service. The City obtained the Crown Victoria in year 2000, as a used loaner vehicle through the Ventura County General Services Agency, Fleet Services Division (County), with an associated monthly cost billed to the City. Because the vehicle was considered to be a loaner, there was no up- front cost to purchase the vehicle. This was a great initial benefit to the City to get the volunteer patrol force mobilized; however, the down side was that there was no cost provision for a replacement for the vehicle at the end of its service life. During this fiscal Honorable City Council June 4, 2008 Page 2 year (2007/08), the City was billed for the vehicle at a rate of $739 per month, plus .24 cents per mile, which covered the cost of fuel and minor maintenance. At this rate, the cost of maintaining this older vehicle in the fleet amounted to $8,868 annually, plus mileage. According to Kelley bluebook estimates, this vehicle would be worth approximately $3,000 if sold at retail prices. In March, the Volunteers in Policing program obtained a new patrol vehicle through generous donations from the community, a 2008 Dodge Charger. During the months of March and April, volunteers were able to patrol the City in both the Crown Victoria and the Charger, further enhancing their services to the residents of Moorpark. Because the new Charger was added to the fleet, the loaner vehicle (Crown Victoria) was eventually returned to the County at the beginning of May. The Police Department and the residents of Moorpark have come to depend a great deal on the services provided by the volunteers who patrol and assist the officers with basic law enforcement functions in the field. As witnessed during the months of March and April, the addition of one more patrol vehicle would further enhance the program and the services provided to our residents, at minimal cost. DISCUSSION A Ford Escape Hybrid SUV was selected by the Police Department as a useful patrol vehicle because of its environmentally friendly motor design, and its ability to provide a covered cargo or seating area that -would facilitate the protected delivery of materials and /or staff. It is intended that the Hybrid vehicle would be used by City Police volunteers for patrol, and while 'responding to assist at various police related incidents such as crime scenes, and natural and man - caused disasters. TSM Fund (2001) would be used to purchase the Ford Escape Hybrid SUV. Purchase of alternate fuel vehicles for the City Fleet was included in the City Council adopted TSM program and has been used in the past for such purpose. TSM funds are used for the purpose of addressing air quality in our community, and hybrid vehicles qualify as alternate fuel vehicles. The Environmental Protection Agency (EPA) estimates that the 2008 Ford Hybrid Escape SUV, driven 10,000 miles per year, produces approximately 3.6 tons of CO2, compared to the 1996 Ford Crown Victoria, which produces approximately 10.2 tons of CO2. Police Department Staff solicited bids from five local dealers for a Ford Escape Hybrid SUV. Bids for the Ford Escape were returned by Simi Valley Ford, and Vista Ford of Oxnard. The bid responses are as follows: Bidder Dealer Quote Simi Valley Ford $27,846.39 Vista Ford of Oxnard $28,537.25 001 917 Honorable City Council June 4, 2008 Page 3 The lowest responsible bidder is Simi Valley Ford. FISCAL IMPACT Throughout the time the Ford Crown Victoria was in use, the monthly cost to rent the vehicle from the County has continued to rise each year. As an example, in FY 2004/05, the City was billed at a rate of $527.77, plus mileage, each month for use of the vehicle. With the cost of fuel and labor maintenance costs continuing to increase, it is safe to assume the cost to maintain this 12- year -old vehicle in the Police Department fleet would continue to increase. Additionally, a 1996 Ford Crown Victoria averages 15- 18 miles per gallon of gasoline when driven in the city. EPA estimates that the 2008 Ford Hybrid Escape will average 34 miles per gallon of gasoline when driven in the city, approximately twice that of the Crown Victoria. By purchasing the fuel- efficient Ford Escape Hybrid, the City would realize a substantial savings in the monthly cost to own and operate the vehicle over the service life of the vehicle. At the present day price of $8,868 annually, the amount to maintain the Crown Victoria would pay for a new Escape Hybrid in about three years, which is approximately 1 /4th of the expected service life of twelve years. Because a new Ford Hybrid Escape SUV would be used to patrol the City and respond to emergency incidents, the vehicle would need to be outfitted with a two -way communication radio system in order to communicate with other police patrol vehicles, emergency flashing amber lighting system, and appropriate decals /markings identifying it as a police volunteer patrol vehicle. It is estimated that the labor and materials to add this equipment will cost approximately $4,500. The VIP program has received several donations from private individuals in the community, a private business foundation, and the Rotary Club of Moorpark, which will cover the cost of the needed equipment. Maintenance /service costs for the first year are estimated to be approximately $600, which includes basic oil changes and scheduled maintenance visits. Any major repairs would be covered under the initial manufacturer's warranty. It is estimated that the current budget allocation in the Public Safety vehicle maintenance fund should cover these costs since the loaner Ford Crown Victoria was turned in prior to the end of the Fiscal Year. STAFF RECOMMENDATION ROLL CALL VOTE 1) Adopt Resolution No. 2008- , authorizing an amendment to the FY 07/08 budget to allocate $27847 from the TSM Fund (2001) for the purchase a new Volunteer in Policing patrol vehicle, identified as a 2008 Ford Escape Hybrid SUV; 2) Award the purchase of the 2008 Ford Escape Hybrid SUV to Simi Valley Ford, the lowest responsible bidder; and 3) Authorize the City Finance Department to process the necessary purchase order to obtain the vehicle with the allocated funds. J0198 Honorable City Council June 4, 2008 Page 4 Attachments: 1. Draft Resolution and Budget Revision Detail — "Exhibit A" 2. Vehicle Description �.rIS9 RESOLUTION NO. 2008- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2007/08 BUDGET TO ALLOCATE $28,000 FROM THE TRANSPORTATION SYSTEM MANAGEMENT FUND (2001) TO THE PUBLIC SAFETY BUDGET ACCOUNT WHEREAS, on June 20, 2007, the City Council adopted the budget for Fiscal Year 2007/08; and WHEREAS, a staff report has been presented to said Council requesting a budget amendment allocating $27,847 from the Transportation System Management Fund for the purchase of a new Volunteers in Policing patrol vehicle identified as a Ford Escape Hybrid SUV; WHEREAS, Exhibit "A" hereof describes said budget amendment and its resultant impacts to the budget line item(s), NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A budget amendment allocating $27,847 from the Transportation System Management Fund for the purchase of a 2008 Ford Escape Hybrid SUV, more particularly described in Exhibit "B" attached hereto is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 4th day of June, 2008. Patrick Hunter, Mayor Attest: Maureen Benson, Assistant City Clerk Attachment: Exhibit "A" — Budget Revision Resolution No. 2008- EXHIBIT A Budget Revision A. Fund Allocation: Fund No. Fund Name Amount 2oo1 Traff ic System Management $27,847 $27,847 $45,847 B. Budget Appropriation: Budget Number Budgeted Revision New Budget 1000.9200.0000.9505 $12,000 $27,847 $45,847 Approved as to form: v -. Attachment 2 Page 1 ATTACHMENT 2 Vehicle Description SPECIFICATIONS GENERAL: FORD ESCAPE HYBRID FWD SPORT UTILITY VEHICLE One (1) 2008 Model, Ford Escape Hybrid FWD Sport Utility Vehicle, suitable for the service demands of the department involved. The vehicle will be serviced, cleaned and ready for immediate service when delivered. All installation shall be made in a neat and workman -like manner, and all equipment furnished shall be of standard manufacture. All work and material shall be new and not used in a demonstration or other services, and shall be factory standard in all respects not in conflict with the following specification requirements. Manufacture's standard equipment and all devices necessary to comply with the State of California Vehicle Code; the California Administrative Code; and the Federal Motor Vehicle Safety Standards will be included. Vehicle must comply with all California Motor Vehicle Pollution Control Board requirements, California Air Resources Board (CARB), and the South Coast Air Quality Management District (9AQMD) Rule 1191. QUALITY AND WORKMANSHIP: The design of the vehicle must embody the latest approved automotive engineering practices. The workmanship must be to the highest quality in its respective field. MAJOR STANDARD EQUIPMENT: A. FORD HYBRID ESCAPE FWD SPORT UTILITY VEHICLE The vehicle shall have all major standard equipment that comes with the model year 2008 Ford Escape Hybrid FWD (Front Wheel Drive) Sport Utility Vehicle. B. EXTERIOR COLOR Exterior color shall be "Oxford White Clear coat," paint code Z1. C. INTERIOR COLOR Interior color trim shall be medium gray "Stonecloth." D. ENGINE 2.3L Hybrid Atkinson Cycle 14 engine and electric motor. E. FRONT SEATS Low -back buckets, premium eco- friendly cloth fabric with dual map pockets and 6 -way power driver's seat. F. REAR SEATS iii 202 Attachment 2 Page 2 60/40 split seat, eco- friendly two -tone cloth fabric with adjustable head restraints and tip /fold -flat latch. G. CLIMATE CONTROL Dual -Zone electronic automatic temperature control H. RADIO /SOUND SYSTEM AM /FM sound system with single CD player, with clock, and 4 speakers. I. POWER AND COMFORT FEATURES • Power windows, power locks, power exterior mirrors, keyless entry with 2 key fobs. • Automatic transmission floor shifter. Battery saver with headlamp off delay. Floor mats, carpeted, color- keyed, front and rear with driver retention hook • Cruise control. J. OPTIONAL EQUIPMENT Keys — Three (3) sets of keys in addition to the two (2) factory sets for all locks and ignition shall be provided at time of delivery. Two (2) mounted license plate brackets (front and rear) TOOLS: Vehicle shall be supplied with lug wrench, jack and operators manual. REGISTRATION: Supplier shall provide California vehicle registration and license plates. License plates shall be "Exempt," or otherwise known as "E" plates. WARRANTY: A comprehensive warranty shall be provided to the City of Moorpark on the vehicle. Vendor shall be responsible to notify Ford Motor Company of delayed start of vehicle warranty if so needed. 3