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Home My WebLink About07 - Amend City Council Policy F-9 (City Vehicle/Equipment Guidelines) CITY OF 1 . � NEWPORT BEACH -- City Council Staff Report September 8, 2015 Agenda Item No. 7 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Mike Pisani, Acting Municipal Operations Department Director— (949) 644-3055, mpisani@newportbeachca.gov PREPARED BY: Cindy Owens PHONE: 949-644-3057 TITLE: Amend City Council Policy F-9 (City Vehicle/Equipment Guidelines) ABSTRACT: City Council Policy F-9 (City Vehicle/Equipment Guidelines) is proposed for amendment to extend the useful life for certain City vehicles or equipment items. RECOMMENDATION: Adopt Resolution No. 2015-72, A Resolution of the City Council of the City of Newport Beach, California, Amending City Council Policy F-9 (City Vehicle/Equipment Guidelines). FUNDING REQUIREMENTS: The internal service fees collected from each department for vehicle and equipment replacement will be adjusted based on an increased life span of some vehicles and equipment resulting in a savings to the City's General and Enterprise Funds of approximately $1,039,172 with an offsetting reduction to the Equipment Replacement Fund. DISCUSSION: City Council Policy F-9 (Attachment A) establishes definitive standards for the replacement of City vehicles and equipment. This policy ensures that the full service life of each vehicle or piece of equipment is utilized to its fullest potential. Additionally, it provides a timeline for funding the replacement of these items and implements uniform guidelines for all departments. This policy was initially established on December 14, 1992. It has been revised three times since its inception (1994, 1995 and 2001). Currently, many City vehicles and equipment exceed the current useful life and mileage guidelines. These vehicles are still mechanically functional and have low annual maintenance costs. It is recommended that Council Policy F-9 be updated to reflect the longer useful life the City is attaining from its vehicles and equipment. Overall, City departments will see a reduction in their budget in reduced replacement rates. This will result in an estimated annual cost savings to the General Fund of $1,039,172 as the City will be capturing the replacement cost of the vehicles over a longer period of time. 7-1 Clarifying language has been added to the policy in regards to frontline and reserve equipment in the Fire Department. After a fire engine or truck has reached its useful life, the unit may be placed into reserve status for five to fifteen years. This allows additional equipment available for the Fire Department in case of a major emergency or to replace a frontline unit that is out of service for repair or maintenance. Other major changes to Council Policy F-9 include: • Extending the life/mileage of police motorcycles, sedans and wagons, SUV's, pickup trucks, vans, heavy trucks, welders, saws, pumps, radios and beacons, and fire engines; • Added a category for police detective/plain vehicles; • Added ATV's and SUV's to the equipment list; • Added personal watercraft to the equipment list; • Eliminated small emergency boats from the proposed policy; • Added Reserve categories for fire engines, fire trucks, and ambulances; and • Eliminated refuse trucks, paint stripers and refuse transfer trailers, as the City no longer operates these programs in house. The Finance Committee reviewed this item at their August 13, 2015, meeting and recommended approval of the proposed changes to the City Council. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ("CEQA") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Description Attachment A-Council Policy F-9 Redline Attachment B - Resolution Amending City Council Policy F-9 7-2 ATTACHMENT A F-9 CITY VEHICLE/EQUIPMENT REPLACEMENT GUIDELINES PURPOSE To establish a policy to 4sr>�eensure that the full service life of each City vehicle or item of equipment is a dutilized to its fullest potential, provide for a funding timelines and thatimplement uniform guidelines be implemented ameng5anwong all departments. POLICY It shall be the policy of the City that the funding and replacement of all motor vehicles shall be normally based on the expected service life of the vehicle described on the following schedule: Vehicle/Equipment Schedule for Replacement Police Patrol/Traffic Vehicles 75,000 miles or 4 years Police Motorcycles 6875 000 miles or 5 years BeaelrPolice Detective/Plain Vehicles 480,000 miles or 8 years Beach 80,000 miles er 84_years Vehicles/ATV's Sedans/Station Wagons/SUV's� 851000 miles or 912 years Pickup Trucks 1/4 to 3/4 TonlVans, excluding 80100,000 miles or 810 years Para : Pdic llaigs Vans 88100 000 miles or 610 years Ambulances (commercial chassislH@avy=T+u,@6 100,000 miles or 98 years (I Ton sod iff gef� Rpfiasp - Reserve 400,009 +nil s ar- 94 years Heave Trucks (1 Ton and largerlPaint Stripers 9120,000 miles or 10 years Beach Cleaners 8 years Street Sweepers 710 years Small Boats/Personal Watercraft 10 years Small EmeFgeney Boats 12 yeaFs Large Emergency Boats 25 years Heavy Equipment 10 years or 5,000 hours Trailers 1210 years Refuse Transfer Tra4lers Vactors/Sewer Rodders 10 years Welders, Saws, Pumps 1013 years Transfer Eju*E2uipment (Radios/Beacons) 810 years Fire Engines-Frontline 1813 years Fire Trucks -Frontline 15 years Fire Engine - Reserve 5-7 years 7-3 F-9 Fire Truck —Reserve 10-15 years After- these mile, genes, re engines, trucks and ambulances are emplaced within stations as frontline vehicles when they are purchased. They will remain in a frontline status until the General Servieesexpected useful life is over. At that time, the engines and trucks will be placed in reserve status for an additional period of time as described above. The Municipal Operations Department shall inspect the equipment annually to determine the appropriateness of replacing the vehicles. Factorsnsid ineitf de each piece of equipment in conjunction with the assi ng ed Department. All non- emergency vehicles shall be replaced based on, but afe-not limited to, the following factors: expected service life, lifec,}cle maintenance and upkeep costs, fuel efficiency, purchase price (cost), environmental rating etc. The City will actively seek opportunities to use cleaner burning fuels and higher efficiency vehicles when possible. Should the expected life of the equipment be less than expected, the Municipal Operations Department in conjunction with the Finance Department and the assigned Department will make a recommendation to the City Manager or his designee on the disposition and replacement of equipment. Adopted- December 14, 1992 Amended -January 24,1994 Amended - March 27, 1995 Amended - May 8, 2001 Amended - September 8, 2015 Formerly F-26 7-4 ATTACHMENT B RESOLUTION NO. 2015- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA, AMENDING CITY COUNCIL POLICY F-9 (CITY VEHICLE/EQUIPMENT GUIDELINES) WHEREAS, the City of Newport Beach ("City") is governed, in part, by its Charter, Municipal Code and adopted City Council Policies; and WHEREAS, the City Council adopted City Council Policy F-9 (City Vehicle/Equipment Guidelines) to ensure that the full service life of each City vehicle or item of equipment is utilized to its fullest potential; and WHEREAS, City Council Policy F-9 provides a funding timeline for replacing City vehicles and specific equipment; and WHEREAS, City Council Policy F-9 implements uniform replacement guidelines for City vehicles and equipment across all City Departments; and WHEREAS, the City desires to amend City Council Policy F-9 to extend the life/mileage of police motorcycles, sedans, wagons, SUV's, pickup trucks, vans, heavy trucks, welders, saws, pumps, radios and beacons, and fire engines; and WHEREAS, the City desires to further amend City Council Policy F-9 to include categories for police detective/plain vehicles, ATV's, SUV's, and personal watercraft to the equipment list; and add reserve categories for fire engines, fire trucks and ambulances; and WHEREAS, the City desires to further amend City Council Policy F-9 to eliminate small emergency boats, refuse trucks, paint stripers, and refuse transfer trailers from the program. NOW, THERFORE, the City Council of the City of Newport Beach resolves as follows: Section 1: The City Council hereby amends City Council Policy F-9 as shown in Exhibit 1, which is attached hereto and incorporated herein by reference. Section 2: All prior versions of City Council Policy F-9 are hereby repealed. Section 3: If any section, subsection, sentence, clause or phrase of this resolution is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity or constitutionality of the remaining portions of this resolution. The City Council hereby declares that it would have passed this resolution and each section, subsection, clause or phrase hereof, irrespective of the fact that any one (1) or more sections, subsections, sentences, clauses and phrases be declared unconstitutional. Section 4: The recitals provided in this resolution are true and correct and are incorporated into the substantive portion of this resolution. Section 5: Except as expressly modified in this resolution, all other City Council Policies, sections, subsections, sentences, terms, clauses and phrases set forth in the Council Policy Manual shall remain unchanged and shall be in full force and effect. 7-5 Section 6: The City Council finds the adoption of this resolution is not subject to the California Environmental Quality Act ("CEQA") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. Section 7: This resolution shall take effect immediately upon its adoption by the City Council and the City Clerk shall certify the vote adopting this resolution. ADOPTED this 8th day of September, 2015. Edward D. Selich Mayor ATTEST: Leilani I. Brown City Clerk Attachment: Exhibit 1 — Amended City Council Policy F-9 7-6 EXHIBIT 1 CITY VEHICLE/EQUIPMENT REPLACEMENT GUIDELINES PURPOSE To establish a policy to ensure that the full service life of each City vehicle or item of equipment is utilized to its fullest potential, provide for a funding timelines and implement uniform guidelines among all departments. POLICY It shall be the policy of the City that the funding and replacement of all motor vehicles shall be normally based on the expected service life of the vehicle described on the following schedule: Vehicle/Equipment Schedule for Replacement Police Patrol/Traffic Vehicles 75,000 miles or 4 years Police Motorcycles 75,000 miles or 5 years Police Detective/Plain Vehicles 80,000 miles or 8 years Beach Vehicles/ATV's 4 years Sedans/Station Wagons/SUV's 120,000 miles or 12 years Pickup Trucks (1/4 to 3/4 Ton) 100,000 miles or 10 years Vans 100,000 miles or 10 years Ambulances (commercial chassis) 100,000 miles or 8 years Ambulances - Reserve 4 years Heavy Trucks (1 Ton and larger) 120,000 miles or 10 years Beach Cleaners 8 years Street Sweepers 10 years Small Boats/Personal Watercraft 10 years Large Emergency Boats 25 years Heavy Equipment 10 years or 5,000 hours Trailers 10 years Vactors/Sewer Rodders 10 years Welders, Saws, Pumps 13 years Transfer Equipment (Radios/Beacons) 10 years Fire Engines -Frontline 13 years Fire Trucks -Frontline 15 years Fire Engine -Reserve 5-7 years Fire Truck - Reserve 10-15 years Fire engines, trucks and ambulances are placed within stations as frontline vehicles when they are purchased. They will remain in a frontline status until the expected useful life is over. At that time, the engines and trucks will be placed in reserve status for an additional period of time as described above. The Municipal Operations Department shall inspect the equipment annually to determine the appropriateness of replacing each piece of equipment in conjunction with the assigned Department. All non-emergency vehicles shall be replaced based on, but not limited to, the following factors: 7-7 expected service life, lifecycle maintenance costs, fuel efficiency, purchase price (cost), environmental rating, etc. The City will actively seek opportunities to use cleaner burning fuels and higher efficiency vehicles when possible. Should the expected life of the equipment be less than expected, the Municipal Operations Department in conjunction with the Finance Department and the assigned Department will make a recommendation to the City Manager or his designee on the disposition and replacement of equipment. Adopted- December 14, 1992 Amended -January 24,1994 Amended -March 27, 1995 Amended - May 8, 2001 Amended - September 8, 2015 Formerly F-26 7-8