Report No:

Meeting Date:

Alameda-Contra Costa Transit District

STAFF REPORT TO: Operations Committee

AC Transit Board of Directors

FROM: David J. Armijo, General Manager

SUBJECT: Non Revenue Vehicle Procurement

ACTION ITEM

RECOMMENDED ACTION(S}:

13-092 AprillO, 2013

Consider Authorizing the General Manager to execute documents related to the California State Consortium Contract for the procurement of non-revenue vehicles.

EXECUTIVE SUMMARY:

District Staff is evaluating methods to reduce the age of AC Transit' s current non-revenue fleet.

The fleet includes several vehicles that have reached the end of their service life and are due for

replacement. The Agency's fleet of sedans, trucks, and vans have very high mileage and the

average vehicle age far exceeds the seven year replacement cycle for non-revenue vehicles.

Eleven (11) replacement vehicles will be procured through the California State Consortium

contract under the State's fleet vehicle specifications and standards. The delivery of these

vehicles is expected by the end of the FY13 timeframe.

BUDGETARY/FISCAL IMPACT:

Projected cost of the purchase of ten non-revenue vehicles is $197,727 using District capital

funds approved for the current fiscal year budget.

BACKGROUND/RATIONALE:

The District operates 131 non-revenue vehicles to support the entire operation, including

providing service supervision, delivering parts and supplies, responding to emergencies,

maintaining facilities and equipment, maintaining bus stops, relieving operators, delivering

mail, attending meetings, and various other administrative functions. The non-revenue fleet

consists of automobiles, trucks, vans, and SUV's.

The District established a capital procurement project to govern the acquisition and disposition

of eleven non-revenue replacement vehicles. Based on the current mileage records, these

vehicles surpass the 100,000 mile replacement schedule. A non-revenue fleet composition has

been developed to establish proper documentation standards for future acquisition and

disposal. Staff is evaluating methods to reduce the non-revenue fleet with plans to reduce

Report No. 13-092 Page 2 of 2

approximately 5 percent of the current fleet by reassigning department vehicles to pool

vehicles.

Non Revenue Fleet Composition Model ID Range Qty Avg.Age SEDAN 90016 99965 59 11.0 suv 92000 98010 11 6.2

TRUCK 90015 99931 39 12.5 VAN 90011 99801 22 11.6

131 10.3

The vehicle procurement project will replace five (S) trucks; four (4) sedans; and two (2) vans from the current fleet. The procurement cost is estimated at $197,727 for the cost of the replacement vehicles and warranty coverage. The District may exercise additional purchases next fiscal year as the California State contract terms are good through January of 2014.

The non-revenue vehicles removed from the fleet will be included in a staff report

recommending disposal of revenue and non-revenue vehicles and equipment.

ADVANTAGES/DISADVANTAGES:

The advantage of replacing the high mileage non-revenue vehicles is the reduction of maintenance costs and improved reliability of the newer vehicles.

There are no disadvantages to replacing the older, high mileage non-revenue fleet.

ALTERNATIVES ANALYSIS:

There are no alternative actions associated with this report.

PRIOR RELEVANT BOARD ACTIONS/POLICIES:

There are no prior relevant Board actions or policies associated with this report.

ATTACHMENTS:

1: Non Revenue Procurement Summary

Department Head Approval: James D. Pachan

Reviewed by: Kenneth C. Scheidig, Interim General Counsel Lewis Clinton, Chief Financial Officer

Prepared by: Stuart Hoffman, Technical Service Manager

Non Revenue Procurement Cost Estimates SR 13-092 Attachment 1

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