Palm Desert council adopts fleet management policy, approves $2.7 million appropriation and purchase of six hybrid vehicles

The Palm Desert City Council on June 26 adopted a fleet management policy, approved a five‑year vehicle replacement schedule and authorized a $2,700,000 appropriation from the equipment reserve to implement the plan. Council also approved buying six plug‑in hybrid carpool vehicles through the cooperative purchasing program Sourcewell for $246,350 (including contingency) and rejected a formal bid; the measures passed on a 5–0 vote.

The policy establishes consistent procedures for fleet acquisition, maintenance, assignment and replacement and is intended to reduce maintenance costs and avoid large one‑time expenditures, Randy Chavez, director of public works, told the council. “Currently, the city has 61 vehicles that support multiple departments,” Chavez said in presenting the staff report describing a consultant study completed in December 2024 that formed the basis for the replacement plan.

Consultant Ruth Elson explained state requirements that will shape the replacements. “In California, the California Air Resources Board has instituted the Advanced Clean Fleets program,” she said. Under that program, vehicles 8,500 pounds or greater replaced after the rule’s effective dates generally must be zero‑emission vehicles, she said, and the replacement schedule anticipates roughly two dozen vehicles being replaced over the 2025–2040 horizon to meet program requirements.

Staff recommended rejecting a received formal bid for six plug‑in hybrid vehicles and instead purchasing through Sourcewell at a lower cost. To implement the replacement schedule and provide flexibility to respond to market conditions, the council also authorized the city manager to adjust purchase timing and execute supporting documents.

Council discussion focused on operational concerns and infrastructure needs for electrification. Members asked about EV charging capacity at the corporation yard and city facilities; staff said an EV charging policy is in development and chargers for City Hall and the corporation yard are being planned, with some chargers tied to existing emergency generators to provide backup during outages. Concerns also were raised about heavier curb and pavement impacts from electric powertrain and battery weight; staff noted a long‑term parking lot maintenance program and acknowledged the need to factor heavier vehicle weights into infrastructure maintenance plans.

A council amendment added the word “reliable” to the policy language directing the public works director to coordinate cross‑departmentally to maintain “an efficient, cost‑effective, reliable and sustainable fleet operation.” With that change the motion to approve carried unanimously.

The council directed staff to return with implementation details and to monitor market and regulatory developments affecting electrification timelines.