Honorable Mayor and Members of the Hermosa Beach City Council
Regular Meeting of April 9, 2024
Title
PURCHASE OF VEHICLES FOR POLICE DEPARTMENT
(Public Works Director Joe SanClemente)
Body
Recommended Action:
Recommendation
Staff recommends City Council:
1. Authorize the purchase of two patrol pursuit vehicles in an amount not to exceed $146,266 from National Auto Fleet Group, the State of California's General Services Department Statewide Contract for Fleet Vehicles, or sole source from a dealership as the vehicles become available;
2. Authorize outfitting, at an amount not to exceed $54,000 total for the two vehicles, through National Auto Fleet Group; and
3. Approve an additional appropriation of $200,266 from the Equipment Replacement Fund balance to fund the purchase and outfitting of the two patrol pursuit vehicles.
Body
Executive Summary:
The City of Hermosa Beach is committed to providing first-class services to the community. Fulfilling this commitment relies heavily on the availability of the appropriate vehicles within the Police Department (department). At its November 28, 2023 meeting, City Council authorized the purchase of four patrol pursuit vehicles and the department is currently on the waiting list to purchase four electric Chevy Blazers from National Auto Fleet. Production of the vehicles is scheduled for May 2024, or shortly thereafter.
Recently, four patrol vehicles were out of service due to damages obtained on duty. As a result, only four patrol vehicles remained available for daily operations. Given the urgent need to replace two patrol vehicles, staff identified availability and purchased two Ford Explorer Police Interceptors.
With this item, staff requests City Council authorization to advance the purchase of two vehicles on the City’s Fiscal Year 2024-25 Equipment Replacement Schedule this fiscal year. If approved, staff would confirm and order all four electric Chevy Blazers as they become available. Without City Council authorization, staff would be required to reduce the number of electric Chevy Blazers on the original order which would delay the replacement of these vehicles in FY 2024-25.
Background:
The Public Works Department tracks the lifecycle and condition of the entire fleet of City vehicles and equipment. On an annual basis, staff reviews the City’s Equipment Replacement Schedule and makes recommendations for the upcoming budget. Annual recommendations are based on each individual vehicle’s primary use, age, mileage, fuel expense, maintenance and repair history, possible secondary uses in other departments, and potential resale value.
On an ongoing basis, as vehicles are brought in for service, the Public Works Department evaluates the cost effectiveness of repairs and whether the repairs would restore the vehicle to reliable and safe operation for ongoing use. As part of this process, staff diligently evaluates the City’s Clean Fleet Vehicle Purchasing Policy (Attachment 2), vehicle availability, and operational needs to select the most appropriate replacement vehicles with the limited timeline and options available.
The Police Department’s fleet vehicles are part of the inventory in the City’s Equipment Replacement Schedule and include nine assigned patrol vehicles. Eight patrol vehicles are assigned to on-duty patrol officers and one is reserved for the on-duty Watch Commander. In early March 2024, four patrol vehicles were out of service, leaving only four patrol vehicles for officer use.
|
Out-of-Service Vehicles |
|
Year |
Model |
Unit |
Out-of-Service Reason |
|
2018 |
Ford Interceptor |
HB3 |
Damaged by an intoxicated driver. Rear-end was destroyed and vehicle was totaled. |
|
2019 |
Chevy Tahoe |
HB5 |
Involved in traffic collision resulting in significant damage. |
|
2019 |
Chevy Tahoe |
HB9 |
Vehicle has broken motor mounts. |
|
2018 |
Ford Interceptor |
HB6 |
Vehicle engine and transmission are damaged and beyond repair. |
With the Police Department running at full-staffing levels, often more than four patrol units are required at the same time. With only four patrol vehicles available, officers working during the busiest shifts are unable to effectively respond to their assigned patrol responsibilities.
At its November 28, 2023 meeting, Council authorized the purchase of four patrol pursuit vehicles from National Auto Fleet Group, the State of California’s General Services Department Statewide Contract for Fleet Vehicles, or sole source from a dealership as vehicles became available. Following City Council approval, staff placed an order through National Auto Fleet for four EV Chevy Blazers; however, they were not projected to begin production until May 2024 and with no definitive delivery date. Given the uncertainty, and urgent need to replace vehicles, staff actively searched for available patrol pursuit vehicles and found two 2024 Ford Explorer Police Interceptors that met the immediate vehicle deployment needs of the Police Department.
Acquiring police-equipped vehicles has proven challenging, given high demand and long wait times, and it is therefore essential to purchase these vehicles quickly as they became available. Based on City Council’s November 2023 authorization for four pursuit vehicles, staff was able to quickly secure and purchase two vehicles scheduled for delivery April 1, 2024.
Hermosa Beach Municipal Code Section 3.12.140 exempts from certain formal bidding procedures "[p]urchases made through a cooperative purchasing program utilizing purchasing agreements maintained by the state, county, or other public agencies." The City relies on this exemption when attempting to purchase through National Auto Fleet Group's master vehicle contract with Sourcewell or the General Services Contract with the state of California.
Past Council Actions
|
Meeting Date |
Description |
|
November 28, 2023 |
City Council authorized the purchase of four patrol pursuit vehicles in an amount not to exceed $312,000 from National Auto Fleet Group, the State of California’s General Services Department Statewide Contract for Fleet Vehicles, or sole source form a dealership as the vehicle becomes available. |
Discussion:
The Police Department functions on a 24 hour per day, 7 days per week basis. A primary function of police services is patrol operations. The requirement of patrol operations and the vehicles assigned to this division are unique to any other City fleet or police function. The lifespan and performance of patrol vehicles require accelerated replacement based on a shortened life span caused by the unique requirements of patrol operations. There are many factors that can cause a patrol vehicle’s lifespan to shorten. Patrol vehicles undergo high speed acceleration, stopping, turning, and driving over rough terrain when answering emergency situations. Patrol operations also go beyond a daily patrol shift and can include traffic, task force operations, detectives, and the mental evaluation team. To meet the needs of all assignments, all patrol vehicles must be fully functional and ready for use at all times.
In March 2024, the critically low supply of patrol vehicles required staff to seek an immediate solution to ensure that officers were always able to respond to community emergencies. Due to the nationwide lack of vehicle production over the past two years, and scarcity of vehicles through traditional vendors, staff determined that it was critical to make an emergency purchase of two Ford Explorer Police Interceptors as the delivery date for the electric Chevy Blazers remained uncertain.
Following City Council’s November 2023 authorization, staff placed a request with National Auto Fleet for the purchase of four electric Chevy Blazers. Given the emergency purchase of two Ford Explorer Police Interceptors, staff only has remaining authorization for two additional pursuit vehicles. With two 2019 Chevy Tahoe patrol vehicles scheduled for replacement in Fiscal Year 2024-25, staff recommends City Council appropriate FY 2023-24 Equipment Replacement funds to allow staff to proceed with the order and remain in the queue for four electric Chevy Blazers from National Auto Fleet. Absent of this approval, staff would be required to reduce the purchase order request and then find and secure patrol pursuit vehicles from another vendor, which could result in significant delay.
Fiscal Year 2024-25 Patrol Vehicle Replacements
|
Year |
Model |
Unit Number |
Years in Service |
Mileage |
Due for Replacement |
|
2019 |
Chevy Tahoe |
HB5 |
5 |
52,796 |
2025 |
|
2019 |
Chevy Tahoe |
HB9 |
5 |
62,649 |
2025 |
In order to provide the necessary purchasing flexibility in this challenging market, staff recommends the City Council authorize the purchase of two patrol pursuit vehicles via any of the following means: (i) National Auto Fleet; (ii); the state of California’s General Services Department Statewide Contract for Fleet Vehicles; or (iii) sole source from a dealership, as they become available. The flexibility in purchasing would allow staff to respond accordingly should the pending order for Chevy Blazers with National Auto Fleet not come to fruition in a timely manner.
General Plan Consistency:
This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below.
Governance Element
Goal 1. A high degree of transparency and integrity in the decision-making process.
Policy:
• 1.6 Long-term considerations. Prioritize decisions that provide long-term community benefit and discourage decisions that provide short-term community benefit but reduce long-term opportunities.
Sustainability and Conservation Element
Goal 1. Hermosa Beach is a low-carbon municipal organization, reducing greenhouse gas emissions at a rate that meets or exceeds 80% below 2005 levels by 2030.
Policies:
• 1.1 Low-carbon municipality. Demonstrate environmental leadership and reduce greenhouse gas emissions from municipal facilities and operations by at least 80% below 2005 levels by 2030.
• 1.2 Highest return on investment. Prioritize the implementation of greenhouse gas reduction projects that simultaneously reduce ongoing operational costs to the City.
Fiscal Impact:
The total purchase cost for the Police Department’s vehicles is $146,266 (Attachment 1). The Police Department vehicles require special outfitting, painting, and badging before the vehicles can be deployed. National Auto Fleet would provide outfitting, painting, and badging services for the new electric Chevy Blazers and has estimated a total cost of up to $27,000 for each vehicle. The outfitting costs are generally consistent for all vehicle types regardless of fuel type.
Staff recommends additional appropriation of $200,266 to cover the expedited purchase of two patrol pursuit vehicles this fiscal year.
|
Vehicle |
Vehicle Cost |
Vehicle Outfitting |
Total |
Account |
|
2024 EV Chevy Blazer |
$73,133 |
$27,000 |
$100,133 |
715-2101-5403 |
|
2024 EV Chevy Blazer |
$73,133 |
$27,000 |
$100,133 |
715-2101-5403 |
|
Total |
$146,266 |
$54,000 |
$200,266 |
|
Attachments:
1. 2024 Electric Chevy Blazer Quote
2. City of Hermosa Beach’s Clean Fleet Vehicle Purchasing Policy
3. Link to November 28, 2023 City Council Staff Report
Respectfully Submitted by: Joanne Loeza, Management Analyst
Concur: Joe SanClemente, Public Works Director
Noted for Fiscal Impact: Viki Copeland, Finance Director
Legal Review: Patrick Donegan, City Attorney
Approved: Suja Lowenthal, City Manager