2017-041 Non-Emergency Vehicle Acquisition Policy
Date: June 9, 2017 Report No. 2017-041
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
-emergency vehicle acquisition policy.
EXECUTIVE SUMMARY:
vehicle replacement policy, specifically regarding
right-sizing (fit for purpose), hybrid electric technology, fuel efficiency and sustainability.
This report is to provide an update to the Mayor and City Council on City vehicle replacement,
specification, acquisition and operation policies.
BACKGROUND:
Currently, Fleet Services monitors the vehicle replacement schedule. Replacement
requirements are discussed in detail with operating departments before specifications are
written according to the Clean Fleet policy guidelines. An eligible replacement list is provided
to the Finance Department with cost estimates annually.
City Council has approved resolutions supporting both the Clean Fleet Policy and a new Green
Fleet Policy. The Clean Fleet Policy is monitored by DFW Clean Cities and provides a
commitment to workable, cost-effective solutions to improve air quality and reduced petroleum
consumption in the DFW area, and implementation of those measures as practicable.
Highlights of the Clean Fleet Policy:
Reducing emissions from fleet activities
Reducing overall fuel consumption, particularly conventional petroleum fuels
Partnering with the North Central Texas Council of Governments and Dallas Fort-
Worth Clean Cities
Ensure drivers, operators and fleet personnel are familiar with air quality and petroleum
reduction goals
The Green Fleet Policy is administered by the Fleet Services Division and provides guidance
for the selection, purchase, use and maintenance of sustainable choices in vehicles, technology
and fuel types. Moving forward, the policy provides for a Green Fleet Team or committee to
suggest replacements based on job function or performance requirements, fuel efficiency,
alternative fueled or hybrid availability and total estimated cost of ownership.
Highlights of the Green Fleet Policy:
Establishment of a Green Fleet Team to monitor policies and procedures related to the
purchase and use of City vehicles
Date: June 9, 2017 Report No. 2017-041
Optimize the fleet size eliminate under-utilized vehicles while promoting fleet rental
and sharing across departmental lines
Purchase non-emergency fleet vehicles that provide the best available net reduction in
vehicle emissions, including the purchase of alternative fueled and hybrid vehicles
Reduce vehicle emissions
Optimize utilization of sustainable fuels while decreasing the use of fossil fuels
Idle reduction measures for the municipal fleet
There are 765 on road vehicles in the City of Denton fleet, of which 316 vehicles are
considered alternative fuel or hybrid vehicles. The table below lists the number of alternative
fueled and hybrid electric vehicles currently in operation in the City fleet.
Alternative Fuel Vehicle Status
Vehicle Type Count
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ATTACHMENT
Clean Fleet Policy
Green Fleet Policy
STAFF CONTACT:
Mark Nelson
Director of Transportation/Aviation
(940) 349-7702
Mark.Nelson@cityofdenton.com
City of Denton
GREEN FLEET POLICY
PURPOSE
The purpose of this policy is to document the process for purchasing and
s vehicles and heavy
equipment, in a manner that minimizes greenhouse gas emissions and considers
life-cycle economics of current and future fleet vehicles.
OBJECTIVES
A. Track and report fleet-wide GHG emissions.
B. Optimize the fleet size eliminate or redeploy under-utilized vehicles while
promoting fleet rental and sharing across departmental lines.
C. Purchase new non-emergency fleet vehicles that provide the best
available net reduction in vehicle fleet emissions, including, but not
limited to, the purchase of alternative fueled and hybrid vehicles.
D. Consider purchasing lower emission emergency fleet vehicles with
comparable performance, safety, and fuel availability during
emergencies as compared to conventionally powered emergency
fleet vehicles.
E. Reduce emissions of carbon dioxide (CO2), a critical greenhouse gas,
carbon monoxide (CO), nitrogen oxides (NOX), and particulate matter
(PM)all produced through combustion of fossil fuels. Make reduced CO2
emissions a critical purchase criterion.
F. Educate and encourage city staff in eco-driving best practices including
conservative acceleration, braking and reduced engine idling.
G. Optimize utilization of sustainable fuels as they become economically
available while decreasing the use of fossil fuels.
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POLICY
The City of Denton is committed to being an environmentally and economically
sustainable city that is designed, constructed, and operated to use resources
efficiently and minimize waste. The City will remain committed to managing and
conserving natural resources in an equitable manner for present and future
generations of residents receiving city services.
The transportation sector alone is responsible for about one-
total production of carbon dioxide, a significant greenhouse gas. Through the
implementation of this policy and the Council-adopted Clean Fleet Policy, the
City will be a national leader with respect to how we as a city manage our diverse
fleet of both vehicles and heavy equipment. In recognizing that fleet assets
emissions, and that these emissions can be reduced, along with vehicle fuel and
maintenance costs, through the purchase of alternatively-fueled vehicles, the
City adopts the following policy.
The City shall make every effort to purchase and use the lowest emission vehicle
-cycle costs
and the ability to support City operations and services. The City shall strive to
utilize sustainable fuels when economically feasible and reduce dependence on
fossil fuels.
Included in the policy are idle reduction measures for the municipal fleet. The City
of Denton Currently has a citywide policy, but at a larger class of vehicle that does
not include the majority of vehicles in the fleet. The goal is to reduce idling in
order to further reduce greenhouse gas emissions and ground level ozone
throughout the North Central Texas region.
Current and future emissions targets will be developed and evaluated within the
is the annual progress toward meeting the goal of reducing greenhouse gas
vehicle emissions by 25% by the year 2025-26.
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jectives
include an increase in the ratio of sustainable vs. fossil based fuels used in City
vehicles and equipment.
GREEN FLEET TEAM
The establishment and function of the Green Fleet Team shall be to develop and
monitor policies and procedures related to the purchase and use of City vehicles
and equipment to achieve the goals and objectives of the Green Fleet Policy. The
Team will report findings and progress annually to the Committee on the
Environment, beginning October 2017.
The Green Fleet Team will include representation from:
A. Fleet Services
B. Purchasing
C. Environmental Sustainability
D. Finance
E. Selected operating or using departments on a rotation schedule
The Green Fleet Team shall oversee refinement and implementation of the
Green Fleet Policy.
The Green Fleet Team will recommend acceptable initial incremental costs for
improved environmental performance based on fuel savings and emissions
reductions over the service life of a vehicle. The Green Fleet Team will conduct
comprehensive life-cycle cost analyses (including fuel, maintenance, operational,
and incremental costs), prior to purchasing fleet replacements or additions. The
corresponding bid process will reflect this analysis. In addition, the Green Fleet
Team will pursue funding from external sources, such as regional, state, and
federal grants, to offset any incremental initial costs.
ESTABLISHING BASELINE METRICS
Superintendent of Fleet Services has established and will
maintain an inventory of vehicles in the City fleet. All City vehicles and metered
equipment that operate on gasoline, diesel, electricity, or other energy sources
are included in this policy. The baseline year for determining the effectiveness of
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the Green Fleet program will be fiscal year 2005-2006. Baseline information for
each vehicle class and fuel or energy type shall include the following metrics:
a) Number of vehicles by class
b) Annual miles driven or meter hours of use
c) Average miles or meter per gallon by vehicle class
d) Quantity of fuel consumption by vehicle class
e) Quantity of fuel consumed by fuel type
f) Total GHG emissions (CO2) based on quantity of fuel consumed
The baseline inventory will include the above metrics based on but not limited to
the following fuel types:
a) Gasoline
b) E-85
c) Diesel
d) Biodiesel
e) Compressed natural gas
f) Electricity (kWh taken from the grid)
g) Propane
This information will allow the Green Fleet Team to derive or request any
additional relevant information, including each of the above Metrics 1 6
(calculated by summing each metric across all classes of vehicles and metered
equipment) or on an average per-vehicle basis (calculated by dividing Metric 1
into Metrics 2 6).
Fleet Services and the Sustainability Group will thereafter provide updated
inventory information on an annual basis or as requested, in a reliable and
verifiable manner, to the Green Fleet Team and the Committee on the
Environment.
IMPLEMENTATION STRATEGIES & PROCEDURES
Idle Reduction
1) Policy
It is the policy of the City of Denton to restrict idling of all vehicles or
equipment used by the City of Denton. Idling is the continuous operation
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is in park. This policy applies to all staff who operate City of Denton
vehicles or equipment.
2) Purpose
The efforts of this policy support anti-idling initiatives in the North Central
Texas region and will help to reduce vehicle emissions, ground level
ozone, and improve overall fuel economy and operational effectiveness of
vehicles.
3) Restrictions
The restrictions on idling are as follows:
a. No engine idling (other than reasonable engine warm up) is
permitted. (Note: Modern engines only need 30 seconds to warm up
in the winter before being ready to drive.)
b. When a driver exits the vehicle, the engine will be turned off
c. Vehicles or equipment will not be left unattended while the engine is
running.
d. Vehicles will not be left running to maintain cabin temperature (air
conditioning or heating).
e. Vehicles waiting to be loaded or unloaded will have the engine turned
off if the idling time will exceed five minutes.
4) Exceptions
The vehicles and operating conditions noted below are exempt from the
idling restrictions listed above:
a. Idling vehicle due to traffic congestion.
b. Idling vehicle or equipment for maintenance/diagnostic purposes.
c. Vehicles operated solely to defrost a windshield.
d. Vehicle idling during power take offs, which require engine
operation.
e. Passenger vehicles requiring heat or air conditioning necessary for
passenger comfort and safety (e.g., school buses and emergency
vehicles).
f. Clearly marked police, fire, or emergency vehicle that are required to
idle in order to operate auxiliary equipment considered necessary for
work crew and/or public safety. Auxiliary equipment may include
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light bars, strobe/or directional lighting or on-board refrigeration
units.
g.
recommended warm-up and cool-down time.
Optimize Fleet Size
The Fleet Services Division will provide utilization reports to Using
Departments and make recommendations about possible fleet reductions or
reassignments to include using alternative transportation modes. The
determination of which vehicles are to be reassigned shall be at the discretion of
the Fleet Superintendent, working in cooperation with user departments.
Vehicles and equipment considered for removal or reassignment shall include
light duty vehicles (passenger cars, light duty pickup trucks and vans) that are
driven less than 4,800 miles annually and metered equipment that is used less
than 240 hours annually.
Reduce Vehicle Size
Encourage the selection of vehicles of a smaller class size whenever possible to
achieve increased miles per gallon and lower emissions. Requests for new vehicle
purchases must be supplemented with written justification addressing the need
for a class or type. Fleet Services shall work with the requesting operating
departments to determine whether a proposed vehicle could be downsized and
still fulfill its required function within the department.
Increase Use of Alternate Fuel Vehicles and Equipment
Alternate Fuel Vehicles and Equipment will be considered for procurement and
utilization when their use is appropriate to the application and life-cycle cost
analysis demonstrates the procurement and utilization of the vehicle to be
economically feasible.
City appropriated funding and grants from outside agencies may be available to
cover the potential incremental costs for an alternate fuel version of a fleet
vehicle or piece of metered equipment. Grant funding may be targeted for the
procurement of specific fuel-using vehicles and will be factored into the life-
cycle cost analysis.
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Alternative fuels such as biodiesel, ethanol, compressed natural gas, and
electricity shall be used when feasible. Feasibility assessment will include
incremental vehicle costs, fuel availability, and the ability to utilize existing fueling
infrastructure. Vehicles using these fuel types will be strongly considered when
evaluating vehicle replacement.
Alternative fueled replacement vehicles will be procured only when there is
fueling infrastructure in place at City operated or local commercial fueling
stations to support the operation of these vehicles.
Vehicle Maintenance
Emission systems shall be inspected annually as part of the Fleet Services
Preventive Maintenance program. Environmentally friendly products, such as
recycled coolants and re-refined oils, shall be used where available when cost
effective and when it anty. Re-treaded tires
shall be purchased for large-wheeled or slow-moving vehicles, when applicable.
Fleet Services will continue to look for ways in which to reduce the life cycle
environmental impacts of City vehicles. Vehicles shall be evaluated on age,
mileage, and emissions in order to determine the most appropriate replacement
schedule. Vehicle and equipment will be disposed of in accordance with Federal,
State, City, and Local rules and regulations.
Operation of Alternate-Fuel Vehicles
All alternate-fuel vehicles owned by the City of Denton shall bear notice of the
type of fuel source to be used in one or more locations that are plainly visible to
the vehicle operator.
Operation of Bi-Fuel Vehicles
No bi-fuel vehicle owned by the City may be powered by gasoline, diesel, or other
petroleum-based fuel while operating within the City, except where the bi-fuel
required is unavailable, or in case of emergencies. In such cases, the maximum
recommended use of alternative fuel shall be required. Bi-fuel vehicles owned by
the City shall bear a notice stating the requirements of this subsection, posted in
one or more locations that are plainly visible to the vehicle operator.
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Minimizing Vehicle Miles Traveled (VMT)
5) For vehicles that operate on fixed routes, such as maintenance routes and
meter reading routes, route optimization should be employed. In general,
all routes should be planned to optimize the route and trips chained
together to reduce required travel time and distance.
6) Encourage meetings at centralized locations to reduce necessary travel.
7) Encourage and enable alternate meeting methods, such as conference
calls, to reduce the number of necessary trips.
8) Vehicles shall not be left idling unless a running engine is necessary to
protect public safety, to prevent harm to contents of the vehicle, run
auxiliary equipment in performance of a job, or to maintain health of
occupants while performing duties. Vehicles are not to be left idling for
extended periods.
9) Where applicable and/or appropriate, employees should use alternative
modes of transportation, such as buses, light rail, carpools, vans, or bicycles
Exemptions
Fleet Services may grant an exemption from the requirements of this policy to an
operating department requesting an exemption under any one of the following
circumstances:
1) Where there is no model of motor vehicle or equipment available that will
comply with the requirements of this policy and still meet the specifications
for its intended purpose
2) Where the analysis demonstrates to the satisfaction of Fleet Services each
of the following:
a) That the additional incremental cost of purchasing a lower emission
vehicle or metered equipment that complies with the requirements
of this policy cannot be recovered over through a reduction in fuel,
maintenance, and other costs incurred during the operating life of
such vehicle or equipment
b) That Fleet Services or another City department has unsuccessfully
applied for, or attempted to identify grant funding for the purchase
of the vehicle or equipment that complies with the requirements of
this policy from outside sources. In such cases, Fleet Services will
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c) Where the requesting department demonstrates to the satisfaction
of Fleet Services that the use of a vehicle or metered equipment
that complies with the requirements of this policy would
significantly disrupt operations or reduce service levels.
3) New emergency vehicles purchased under this policy must provide
comparable performance, safety, and fuel availability during emergencies
as conventionally powered emergency vehicles.
In the case that Fleet Services grants an exemption, Fleet Services shall purchase
the vehicle or equipment that will meet the specifications of the applicable
departments and has the highest fuel efficiency and lowest available emissions
ratings available for the type of vehicle or equipment specified, provided the cost
is within a reasonable range of the cost of a vehicle meeting the specifications but
having higher emissions ratings.
Requests for exemptions to the Green Fleet Policy shall be submitted in writing to
the Fleet Superintendent and he will determine if there is sufficient justification to
award an exemption.
Guidelines
Prior to the acquisition of any new or replacement vehicle, the following factors
will be considered and carefully examined:
tial and long-term cost
Fleet Services shall make every effort to purchase the lowest emission vehicle or
equipment possible, while taking into account the vehicles lifecycle costs, life
cycle environmental impacts, and ability to support City of Denton operations.
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Justification Form
Using Departments seeking additional vehicles for their fleet must submit a
Vehicle Justifions on the form provides needed
information for the Fleet Services Superintendent to complete a business needs
analysis. The Fleet Services Superintendent will then work in conjunction with the
Using Department to reach a decision about expanding the fleet. The completion
and filing of this form with the Fleet Services Superintendent does not guarantee
that an additional vehicle will be purchased, nor does it imply that the customer
will receive the vehicle of their choice.
also be used to justify the purchase of a
vehicle that is significantly different from the one being replaced, as determined
by the Fleet Services Superintendent.
ANNUAL REPORTING
Fleet Services shall provide a Green Fleet Annual Report. This report shall include
updated fleet-inventory information, along with an update on progress toward
the emissions reduction goal, the percentage of Alternative Fueled Vehicles in the
City fleet, and year-by-year performance for each of these. It will also include
reporting on the number of exemptions, which departments and justification.
The Green Fleet Annual Report shall be reviewed by the Committee on the
Environment, the Green Fleet Team, and Fleet Services. The annual report shall
be used to determine program effectiveness. Annual vehicle and equipment
purchasing plans shall be developed using the options listed above with
recommendations from the Committee on the Environment in accordance with
other applicable City policies.
DEFINITIONS
Alternative Fuel: Any fuel other than gasoline, diesel, and other substantially
petroleum based fuels that is less polluting than gasoline or diesel fuel.
Alternative fuel shall include, but is not limited to, natural gas, propane, ethanol
(E-85), biodiesel (B5 or higher), and electricity, etc.
Alternate Fuel Vehicle: Any motor vehicle powered in whole or in part by
nonpetroleum-based fuels.
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Biodiesel: Fuel refined from agriculturally derived oils that is suitable for use in
diesel engines. Often blended with traditional petroleum-based diesel in amounts
= 20% Biodiesel and 80%
petroleum diesel).
Carbon Dioxide: A standard component of conventionally powered vehicle
emissions and a principal greenhouse gas.
Compressed Natural Gas: Natural gas under pressure; vehicles can use natural gas
as either a liquid or a gas, most vehicles use the gaseous form.
Eco Driving: Driving best-practices that reduce fuel consumption, GHG emissions,
and accident rates.
Electric Vehicle: A vehicle which uses one or more electric motors for propulsion.
Emergency Vehicles: Public safety response vehicles used by City of Denton Police
and Fire Departments.
Fleet: City of Denton inventory of motorized vehicles and metered equipment.
Fleet Services: Division of City of Denton, Transportation Department.
Hybrid Vehicle: A vehicle that uses two or more distinct power sources to move
the vehicle. Most commonly refers to hybrid electric vehicles (HEV) which
combines an internal combustion engine and one or more electric motors.
Metered Equipment: Any powered implement that is metered for hours of use.
Life-Cycle Environmental Impacts: Life cycle assessment determines the
environmental impacts of products, processes or services, through production,
usage, and disposal.
Using Departments: City of Denton departments that operate motorized vehicles
or metered equipment.
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Vehicle class ratings for City of Denton on-road fleet:
Light Duty:
Class 1, Up to 6,000 lbs
Class 2, 6,000 10,000 lbs
Class 3, 10,001 14,000 lbs
Medium Duty:
Class 4, 14,001 16,000 lbs
Class 5, 16,001 19,500 lbs
Class 6, 19,501 26,000 lbs
Heavy Duty:
Class 7, 26,001 33,000 lbs
Class 8, Over 33,000 lbs
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