HomeMy WebLinkAboutMINUTES - 11172015 - C.62RECOMMENDATION(S):
ACCEPT follow-up report from the Fleet Services Manager on efforts to "green" the County Fleet.1.
APPROVE recommendations on modifying the County's Vehicle and Equipment Acquisition and Replacement
Policy, and Clean Air Vehicle Policy and Goals.
2.
REQUEST the County Administrator to update County Administrative Bulletin 508 and communicate the
changes to County departments.
3.
DIRECT the Public Works Director to report back to the Internal Operations Committee in six months on the
status of "greening" the fleet.
4.
FISCAL IMPACT:
No fiscal impact.
BACKGROUND:
Each year, the Public Works Department Fleet Services Manager has analyzed the fleet and annual vehicle usage and
made recommendations to the IOC on the budget year vehicle replacements and on the intra-County reassignment of
underutilized vehicles, in accordance with County policy. In FY 2008/09, the Board approved the establishment of an
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 11/17/2015 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
Contact: Julie DiMaggio Enea
(925) 335-1077
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: November 17, 2015
, County Administrator and Clerk of the Board of Supervisors
By: Stephanie L. Mello, Deputy
cc: Public Works Director, , Fleet Manager, IOC Staff
C. 62
To:Board of Supervisors
From:INTERNAL OPERATIONS COMMITTEE
Date:November 17, 2015
Contra
Costa
County
Subject:2014 Annual Report on the Fleet Internal Service Fund and Recommended Changes to Vehicle Acquisition Policy
BACKGROUND: (CONT'D)
>
Internal Services Fund (ISF) for the County Fleet, to be administered by Public Works (formerly by the General
Services Department). The Board requested the IOC to review annually the Public Works department report on
the fleet and on low-mileage vehicles.
On September 9, 2013, the IOC accepted a preliminary annual report from the Public Works department and
requested the Fleet Manager to return in March 2014 with final recommendations on the disposition of low
mileage vehicles. The Fleet Manager, in March 2014, identified 44 low mileage vehicles out of 893 vehicles in
the Internal Services Fund Fleet. In February, 2015, the IOC approved the Fleet Manager's recommendation to
install GPS telemetrics devices on 12 of the 44 low mileage vehicles (see attached report), and also asked the
Auditor's Office to examine the extent to which the County's Clean Air Vehicles Policy was being observed.
The Chief Auditor, in July 2015, reported that as of February 28, 2015, 18% of the fleet were clean air vehicles,
36.2% were not clean air vehicles but were exempted by the policy or by the Fleet Manager, and 45.8% were not
exempt and not in compliance with the clean air vehicle policy (see attached report). The Fleet Manager
emphasized his commitment to downsizing the fleet and right-sizing County vehicles. The Committee asked the
Fleet Manager to update the 2008 County Clean Air Vehicle Policy to also to reflect current technology such as
electric and hydrogen fuel cell vehicles, and current funding incentives, and to segregate large construction
vehicles from regular trucks and sedans in future reports to make the statistical reporting more meaningful.
In follow-up to the Committee's direction in July, the Public Works Department reported back to the IOC in
October with recommendations for modifying the County's Vehicle and Equipment Acquisition and Replacement
Policy, and Clean Air Vehicle Policy and Goals. Public Works reported that there are over 1,500 vehicles in the
fleet, 859 of which are in the Internal Services Fund (ISF), and that of the 89 vehicles purchased in FY 2013/14, 9
were hybrids (a combination of gas and electric). 22% of the ISF fleet are clean/cleaner air vehicles. The
department continues to install asset management and locating devices in ISF vehicles to promote good decision
making and optimization of the ISF fleet.
Attached are recommended changes to the County's Vehicle and Equipment Acquisition Policy and Clean Air
Vehicle Policy and Goals. The primary impact of the proposed changes is to commit to a goal of procuring the
most fuel efficient and lowest emission vehicles that meet the essential vehicle requirements and specifications of
departments. The policy vests authority with the Fleet Manager to determine when exemptions from the policy
may be warranted.
ATTACHMENTS
2013/14 Fleet Internal Service Fund Report
Auditor's July 2015 Report on PW Compliance with County's Clean Air Vehicle Policy
Public Works October 2015 Update on "Greening" the Fleet
Mark-up Version_County's Vehicle and Equipment Acquisition and Replacement Policy
"Accredited by the American Public Works Association"
255 Glacier Drive Martinez, CA 94553-4825
TEL: (925) 313-2000 FAX: (925) 313-2333
www.cccpublicworks.org
Julia R. Bueren , Director
Deputy Directors
R. Mitch Avalon
Brian M. Balbas
Stephen Kowalewski
Joe Yee
DATE: October 5, 2015
TO: Internal Operations Committee
FROM: Carlos Velasquez, Fleet Manager, Fleet Services
SUBJECT: Internal Operations Committee’s request for recommended revisions to
Administrative Bulletin 508.4 County Vehicle and Equipment Acquisiton and
Replacement Policy, and Clean Air Vehicle Policy and Goals and to break out
large construction vehicles from Clean Air Vehicle report.
The attached document contains revisions to Administrative Bulletin 508.4 which includes
administrative changes to update the Bulletin to reflect the merger of the General Services
Department into the Public Works Department and suggestions to expand the definition of Clean
Air Vehicles to include electric and fuel cell technology.
In order to better illustrate the County’s progress toward a cleaner and greener fleet, we have
reformatted the information below to only include light, on-highway vehicles in the statistical
information since these are the vehicle types that have the greatest opportunity for alternative
fuel power plants.
Fiscal Year
Total # of Vehicles in
County Fleet (Light
On-Highway)
# of Vehicles Exempt
from Clean Air
Vehicle Policy
(Patrol, Fire,
Paramedic, etc.)
# of Clean Air
Vehicles (electric,
CNG, hybrid)
2012-13 726 290 165
2013-14 865 380 183
2014-15 919 398 191
Public Works Fleet Services has been proactively working under the County’s Clean Air Vehicle
Policy guidelines with the intent of achieving a greener fleet. Fleet Services continues to educate
our customer departments regarding the advantages and benefits of downsizing and right-sizing
the Fleet. This includes the practice of replacing unleaded fueled vehicles with Hybrid, Electric
or Compressed Natural Gas units where applicable. Hydrogen fuel cell technology will also be
considered in the future as the hydrogen fueling infrastructure grows and units become more
affordable. A blended, standardized Fleet is the ideal combination we are striving to achieve.
Internal Operations Committee
October 5, 2015
Page 2 of 2
CV:ck
C:\Users\jyee\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\ZZ3G55IG\FINAL
Green Vehicle Report Memo - IOC 10.5.15.doc
Attachment
c: J. Bueren, Public Works Director
J. Yee, Deputy Public Director
Fleet Services is committed to supplying our customer departments with alternative fueled
vehicles and equipment whenever possible, while also maintaining operational needs and cost
effectiveness. This commitment to lower our carbon footprint on our planet includes providing or
sourcing alternative fuels for use in County vehicles in place of fossil fuels whenever possible.
For example, Fleet Services is no longer purchasing bio-diesel and has switched over to 10%
renewable diesel at 5 cents less per gallon.
Fleet Services currently supplies gasoline, 10% renewable diesel, and compressed natural gas
fuels for all County units at the County Fueling Station located at 2471Waterbird Way. Fuel
products are available to our customers 24 hours per day, 7 days per week. Electric vehicle
charging stations are available at the 651 Pine Street rear parking lot and at the Fleet Service
Center at 2467 Waterbird Way for the County’s electric vehicles. We are looking at expanding
the number of charging stations to service County electric vehicles at department sites as well as
providing some available to the public and employees for their private vehicles.
Alternative fuel products dispensed to county vehicles (FY 14/15)
Compressed Natural Gas Bio-Diesel (5%)
Transactions: 1,493 Transactions: 5,365
Avg unit Price: $3.10 Avg unit Price: $3.29
Quantity of Product: 8,237 GGE Quantity of Product: 111,713 gal
During the previous fiscal year (FY 2014-15) Fleet Service purchased more hybrid, CNG, and
100% electric vehicles then any prior years.
3 Year Purchase cycle (ISF) Hybrid, CNG, Electric
Units
Purchased Vehicle Fuel Type Model YR
15 HYBRID 2013
5 HYBRID 2014
11 COMPRESSED
NATURAL GAS
2015
9 ELECTRIC 2015
31 HYBRID 2015
1 HYBRID 2016
72
Page 1 of 5
CONTRA COSTA COUNTY
Office of the County Administrator
ADMINISTRATIVE BULLETIN
Number: 508.4
Date: October 24, 20082015
Section: Property and Equipment
SUBJECT: County Vehicle and Equipment Acquisition and Replacement Policy, and
Clean Air Vehicle Policy and Goals
This bulletin sets forth County policy and guidelines for department requests for
acquisition and replacement of County vehicles and equipment.
I. APPLICABILITY. This bulletin is applicable to addition and replacement vehicles
and equipment to be acquired by County departments either through purchase,
lease purchase or donation.
II. AUTHORITY. By Board Order, Item C.162, July 18, 2000, proposed County
Vehicle/Equipment Acquisition and Replacement Policy
III. POLICY GUIDELINES
Additional and replacement vehicles and equipment to be acquired by County
departments either through purchase, lease purchase or donation must be appropriate
for the intended use, within the approved budget, safe to operate, and cost efficient both
to operate and maintain. The expected annual use of any vehicle should be in excess of
3,000 miles. Dedicated Compressed Natural Gas (CNG) and battery electric vehicles
with frequent and demonstrated short trip usage patterns may be exempted from the
County minimum mileage requirement. Replacement priority will be given to vehicles
and/or equipment that are determined by the Public Works Department Fleet Manager
(Fleet Manager) to be unsafe, in the poorest condition, uneconomical to operate or
maintain, or have the highest program need.
A. ACQUISITION OF REPLACEMENT VEHICLES/EQUIPMENT The acquisition
of “replacement” vehicles or equipment may be approved by the Fleet Manager
and County Administrator, provided that the vehicle being replaced meets or
exceeds the minimum mileage criterion and/or the vehicle/equipment is
damaged beyond economical repair as determined by the Fleet Manager.
Vehicles and equipment will be considered for replacement or, in the case of
low utilization, reassignment to another function or department, when one or
more of the following conditions exist as determined by the Fleet Manager.
1. Replacement parts are no longer available to make repairs
2. Continued use is unsafe
3. Damage has made continued use infeasible
4. Cost of repair exceeds the remaining value
Page 2 of 5
5. Low utilization (usage does not exceed 3,000 miles per year) cannot
justify ongoing maintenance and insurance costs
B. MILEAGE EVALUATION INTERVALS A t the mileage intervals specified
below, vehicles will be evaluated to determine their condition and expected life.
The General Services Fleet Management DivisionFleet Manager is to make
such evaluations in accordance with the following schedule. Evaluations may
be conducted sooner under certain conditions, such as when a vehicle needs
repairs more often than other vehicles of the same class and age, or when a
vehicle has been damaged. After initial evaluations, a vehicle will be re-
evaluated every 12,000 miles or until it reaches the end of its life, at which time
it will be declared surplus.
VEHICLE TYPE EVALUATION INTERVAL
Sedans 90,000 miles
Sheriff Patrol Sedans 90,000 miles
Passenger Vans 90,000 miles
Cargo Vans 90,000 miles
Sports Utility Truck 100,000 miles
Pickups and 4x4 100,000 miles
Medium/Heavy Duty Trucks 120,000 miles
Buses 180,000 miles
School Buses 8 years/(inspect every 45 days by
law)
Miscellaneous Equipment Depends on Condition
C. EQUIPMENT ABUSE, NEGLIGENCE, AND MISUSE Departments utilizing
County equipment shall be responsible for all costs associated with driver
abuse, negligence, or misuse of County equipment. Determination of abuse,
negligence, or misuse will be at the discretion of the GSD Fleet Manager.
The GSD Fleet Manager shall notify the department using the equipment of
any charges covered under this section.
D. VEHICLE CITATIONS, PARKING TICKETS, AND TOLL EVASION NOTICES
The department utilizing the equipment shall be responsible for ensuring
payment of all citations, parking tickets, and toll evasion notices attributed to
any equipment. Citations or tickets attributed to equipment due to
administrative reasons (license, titling, registration, etcetc.) will be the
responsibility of GSD the Fleet Manager to resolve, with the exception of
expired registration tabs on undercover vehicles. The department utilizing the
equipment is responsible for ensuring undercover plated vehicles display a
current registration tab.
Page 3 of 5
E. ACQUISITION OF ADDITIONAL VEHICLES/EQUIPMENT Departments
requesting acquisition of an additional vehicle or piece of equipment must
demonstrate the need and identify the source of funding for the acquisition
and its ongoing maintenance. Funds for the acquisition of additional or
replacement vehicles/equipment must be appropriated in the County budget
before such acquisition can occur. This appropriation may be included in the
annual County Budget adopted by the Board of Supervisors or may occur via a
budget appropriation adjustment approved by the Board during the fiscal year.
The attached form shall be used for each vehicle/equipment acquisition
request Vehicle and Equipment Request Form and forwarded to the County
Administrator’s Office, Budget Division, upon whose approval the request will
be sent to the General Services Fleet Management ManagerDivision for
technical recommendations.
Any vehicle and/or equipment that is offered as a donation to the County must
be inspected by the GSD Fleet Management DivisionFleet Manager and
determined to be in good operating condition, safe, and efficient to operate
and maintain prior to acceptance. If the vehicle does not meet these criteria,
the donation is not to be accepted. Donated vehicles and equipment require a
signed Board Order before the donated equipment may be accepted.
IV. CLEAN AIR VEHICLE POLICY AND GOALS
It is the intent of the County to procure the most fuel efficient and lowest emission
vehicles and reduce petroleum fuel consumption. Vehicle and equipment purchases
shall be operable on available County alternate fuel sources to the greatest extent
practicable and must comply with all applicable clean air and vehicle emission
regulations.
A. EXEMPTION FROM CLEAN AIR VEHICLES POLICY Marked emergency
response vehicles (e.g. police patrol, fire, paramedic, and other Code 3
equipped units), are exempt from the Clean Air Vehicle Policy. The GSD Fleet
Manager may also grant exemptions for vehicles used primarily for prisoner
transport or when no alternate fuel or low emission vehicle is available that
meets the essential vehicle requirements or specifications. The intended use of
the vehicle shall be the determining criteria for granting a Clean Air Vehicle
Policy exemption.
A. BSEDAN VEHICLE PURCHASES Alternate fuel (electric, Compressed
Natural Gas (CNG), fuel cell, etc.) and hybrid electric sedans vehicles shall be
procured to the greatest extent practicable. If an alternate fuel CNG
sedanvehicle is not operationally feasible, a hybrid electric sedan vehicle shall
be the next vehicle type considered for procurement. Sedan Vehicle
purchases other than alternate fuel CNG or hybrid electric require specific
justification and approval by the GSD Fleet Manager and shall be rated no
lower than Partial Zero Emission Vehicle (PZEV) by the California Air
Resources Board when possible. All County sedan purchases shall be
alternate fuel, hybrid electric, or rated as PZEV or greater by the California Air
Page 4 of 5
Resources Board.
Page 5 of 5
B. C. VAN/LIGHT TRUCK PURCHASES Vans and light truck shall be alternate
fuel or
C. hybrid electric to the greatest extent practicable.
D.
E. D. SPORT UTILITY VEHICLE (SUV) PURCHASES Sport Utility Vehicles
(SUVs) will not be purchased unless justified based on specific and verified
work assignment and approved by the GSD Fleet Manager. When such
vehicles are a necessity every effort should be made to purchase hybrid or
alternative fuel vehicles. Any SUV purchases which are not for marked law
enforcement or Code 3 emergency response shall be hybrid electric.
F.B. EXEMPTION FROM CLEAN AIR VEHICLES POLICY Marked emergency
response vehicles (e.g. police patrol, fire, paramedic, and other Code 3
equipped units), are may be exempt from the Clean Air Vehicle Policy. The
Fleet Manager may also grant exemptions for vehicles used primarily for
prisoner transport or when no alternate fuel or low emission vehicle is
available that meets the essential vehicle requirements or specifications. The
intended use of the vehicle shall be the determining criteria for granting a
Clean Air Vehicle Policy exemption.
V. DEPARTMENT RESPONSIBILITY
A. Department Head or Designee assigned vehicles
1. Designate a department staff person to serve as the departments point of
contact for all fleet related issues
2. Ensure safe operation of all vehicles and bringing in vehicles to the Fleet
Services Center for scheduled preventative maintenance and safety
inspection when requested by the Fleet Manager
3. Budget appropriately for all expenses
4. Prepare and submit Vehicle and Equipment Request Form to the County
Administrator’s Office, Budget Division for approval of replacement and/or
addition of vehicles
5. Enter correct mileage when purchasing fuel
6. Ensure vehicle meets minimum use guidelines
7. Notify GSD Fleet Manager of any vehicle assignment changes
B. County Administrator’s Office
1. Review requests for purchase of vehicles for operational need, compliance
with County policy, and budgetary impact.
Page 6 of 5
C. General ServicesPublic Works Department – Fleet Services Division
1. Administer and oversee the County Fleet including providing regular
preventative maintenance and repairs.
2. Budget for the acquisition and replacement of vehicles and/or equipment
3. Prepare annual report and summary of the distribution of light vehicles and
heavy equipment by department for the current fiscal year, the two prior
fiscal years, and the recommended distribution for the new fiscal year.
4. Develop light duty vehicle and equipment specifications to increase
alternate fuel (CNG, electric, fuel cell, etc.) hybrid electric, and partial zero
or less emission vehicle purchases.
5. Identify and procure suitable alternate fuels for use in County vehicles
6. Monitor and identify non-County alternate fuel locations for use by County
vehicles
Originating Department(s):
County Administrator’s Office
General ServicesPublic
Works Department
Information Contacts:
County Administrator’s Office –Management Analyst Liaison
County Fleet Manager at 925.313.7072
Update Contact:
County Administrator Senior Deputy, Municipal Services
/s/
David Twa
County Administrator