COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

August 15, 2008

BOARD MEETING DATE:

September 9, 2008

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

James C. Porter, Director of Public Works

SUBJECT:

Fuel Efficient Vehicle Purchasing Policy

RECOMMENDATION:

Adopt a Resolution approving a fuel efficient County vehicle purchasing policy.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government.

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

This policy supports the commitment and goal by establishing criteria that promotes the County’s purchase of fuel-efficient vehicles that will have a positive impact on reducing the consumption of fossil fuels and the production of harmful greenhouse emissions.

BACKGROUND:

During the June 2008 budget hearings, Supervisor Rose Jacobs Gibson requested the County Manager and the Public Works Department to prepare a fuel efficient vehicle purchasing policy to be presented to the Board for consideration in September 2008.

DISCUSSION:

The County purchases approximately 70 to 80 vehicles each fiscal year. In FY 07-08 32% of the vehicles purchased were considered fuel-efficient. Fuel-efficient is defined as Ultra Low Emissions Vehicle (ULEV), Partial Zero Emissions Vehicle (PZEV) or Zero Emissions Vehicle (ZEV). The Public Works Department has established a goal of increasing the average fuel economy for the County’s motor pool fleet to 30 miles per gallon by the year 2012. Public Works has made purchasing hybrid vehicles for the general motor pool fleet a priority. These vehicles are available for use by all County departments. Many departments also have assigned vehicles that are also purchased through and maintained by Public Works. There are approximately 789 vehicles assigned to individual departments. Although the department requesting the assigned vehicle can request a specific make and model to meet its specific needs and budget, Departments must first consider hybrids and other fuel-efficient models.

Recommended Policy: In order to further the County’s commitment to reduce energy usage and greenhouse gas emissions, all future vehicle purchases will be hybrid models or other fuel-efficient models that are estimated by the manufacturer to achieve a minimum of 30 miles per gallon. This fuel efficiency standard will be reviewed annually to determine if it should be increased as a result of new advances in technology. Departments having special vehicle needs that preclude the use of vehicles that meet this standard will provide a justification addressing the following with their vehicle request.

1.

Make, model, and quantity of requested vehicle.

2.

Reasons why the requested vehicle is required.

3.

Special equipment and/or performance requirements of requested vehicle.

4.

Other pertinent information that justifies the purchase of requested vehicle.

Public Works will review the justification and determine if the needs of the requesting department can be satisfied through the purchase of a hybrid or other fuel-efficient vehicle. If so, Public Works will make a recommendation to the Department for a vehicle which will meet the requirements defined in the justification. If the requesting department feels their justification is valid, a request for a waiver of the policy will submitted to the County Manager’s Office for review and determination.

FISCAL IMPACT:

Hybrid vehicles cost from $6,000.00 to $10,000.00 more than a comparable non-hybrid model. Hybrids get approximately 25% better gas mileage than other compact vehicles. Therefore, part of the added cost of the vehicle will be offset through a savings in fuel costs. There will be no specific impact to the County’s overall General Fund. General Fund departments that purchase more hybrids in the future as a result of this policy may incur an impact to their General Fund allocation.