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11 Staff Report.Fleet with attachments PREPARED BY: Nicolle Burnham Parks and Public Works Director Reviewed by: Interim Town Manager, Town Attorney, Chief of Police, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov TOWN OF LOS GATOS COUNCIL AGENDA REPORT MEETING DATE: 10/15/2024 ITEM NO: 11 DATE: October 10, 2024 TO: Mayor and Town Council FROM: Katy Nomura, Interim Town Manager SUBJECT: Consider the Following Related to the Town’s Fleet and Equipment: a. Receive a Report Entitled “Town of Los Gatos Fleet Management Analysis”; and b. Adopt a Resolution to Modify Town Council Policy 4-05 “Town Vehicle and Equipment Acquisition and Replacement Policy” RECOMMENDATION: Consider the following related to the Town’s Fleet and Equipment: a. Receive a report entitled “Town of Los Gatos Fleet Management Analysis” (Attachment 1); and b. Adopt a resolution to modify Town Council Policy 4-05 “Town Vehicle and Equipment Acquisition and Replacement Policy” (Attachment 3). BACKGROUND: The Town of Los Gatos Fleet is operated by the Department of Parks and Public Works. The operation supports the purchase, fit-up, maintenance and management of 122 Town owned vehicles and pieces of equipment. Parks and Public Works conducted a detailed assessment of the Fleet operation through the spring of 2024 (Attachment 1). The estimated replacement value of the vehicle and fleet assets is approximately $7.9 million as of Fiscal Year 2023/2024. The assessment included an evaluation of all vehicle and equipment assets owned by the Town; reconciliation and verification of the assets that are on the Town’s equipment replacement list versus the asset management system; an assessment of funding for vehicle replacement; an assessment of staffing levels for the fleet operation; and consideration of the State of California’s Zero Emission Vehicle requirements that have been placed on municipal fleets. PAGE 2 OF 6 SUBJECT: Receive a Report on Fleet Operations and Adopt a Resolution to Amend Town Council Policy 4-05 DATE: October 10, 2024 DISCUSSION: Three recommendations were made from the report: 1) Update the vehicle and equipment acquisition and replacement policy; 2) Comply with the State of California Clean Air Board regulations regarding Zero Emission Vehicles; and 3) evaluate staffing levels for mechanics and the fleet operation. Update Town Council Policy 4-05 Town Council Policy 4-05 addresses the requirements and standards associated with how the Town’s fleet is managed for all Departments. This policy has not been modified since 1998. Modifications are proposed to this Policy (Attachment 2 - Redline Policy and Attachment 3 – Resolution with Exhibit A - Updated Policy) to address the following: 1. Type of Assets on Replacement Schedule: The current policy includes an unnecessarily long list of specific assets when they could be grouped more effectively. The proposed changes streamline the list of assets and their respective replacement schedules to reflect more closely the Town’s actual needs. 2. Life of Assets: Vehicle technology and manufacturing have changed since 1998, and staff recognizes that vehicles can serve a longer life than in the past. Staff has proposed changes that extend the life of vehicles before replacement is considered. Six years is proposed because that is when most vehicles are removed from warranty and the Town would need to start paying more for repairs. Police patrol vehicle life is increased from three years to five years with this proposed change. Police vehicles are proposed for faster replacement as a reflection of the extensive wear and tear these vehicles experience. Mileage limits were not changed because most Town vehicles do not have high mileage. It is also important to note that age and mileage provide a benchmark at which replacement would be considered but are not the primary considerations of whether an asset is replaced. Actual replacement recommendations are made based on the performance of the asset, its use, maintenance costs, available funding, etc. 3. Hybrids and Zero Emissions Vehicles: The current Policy is silent on the issue of hybrid and zero emission vehicles. Staff highly recommends that the Town consider converting to lower emission vehicles for all vehicle uses and classes whenever possible and the revised policy includes added language to reflect this. The State of California has mandated that all municipal fleets meet certain milestones regarding Zero Emission Vehicles. While this does not apply to all vehicles the Town owns, a stated preference for all Town vehicles to generate lower emission demonstrates the Town’s commitment to reducing greenhouse gas emissions overall. PAGE 3 OF 6 SUBJECT: Receive a Report on Fleet Operations and Adopt a Resolution to Amend Town Council Policy 4-05 DATE: October 10, 2024 4. Addition of Equipment and Vehicles: In general, vehicles and equipment are replaced on a one for one basis, with the older asset being sold at auction after the new one is in service. On occasion, new assets are secured through donation or grant. At present there is no policy that defines whether these assets are added to the Town’s replacement list. With this update, staff proposes to clarify that any new asset that is intended to be added to the equipment replacement list must be approved by Town Council so the long-term capital, material costs, and maintenance related staffing costs of the vehicle can be considered before the item is added. In addition, this update clarifies that assets procured through grant or donation will be maintained by the Town but will not be added to the replacement list unless directed by Council. The intent is to manage the number and costs of assets, preventing unintended increases to the asset inventory. Compliance with California Advanced Clean Fleet Regulations The State of California Clean Fleet Regulations is an unfunded mandate that requires medium and heavy-duty vehicles to be replaced with zero emission vehicles (ZEV) starting in 2024. The regulation does not require that all vehicles be replaced, but it does require that as new vehicles are purchased, they meet ZEV requirements. Parks and Public Works staff is working diligently to identify paths to compliance with this complex regulation with resources we have available. Conversion to ZEVs is requiring extra time and attention from the Supervising Mechanic. Specifically, researching available vehicle options that meet the Town’s performance needs is a considerable effort. Converting to ZEVs may also require operational changes. For example, during a public works emergency such as winter storms or a potential earthquake, vehicles may be required for 24-hour use. ZEVs won’t be able to meet that usage standard so staff may need to consider adding a small number of new medium and heavy-duty vehicles to have in reserve so they can be rotated during an emergency. Staff is currently working with Pacific Gas and Electric (PG&E) and Silicon Valley Clean Energy to assess the costs associated with installing the charging infrastructure required to operate these vehicles. Costs associated with this will be discussed in the context of other capital needs during development of the Capital Improvement Program. Evaluate Staffing Levels of Fleet Operations Parks and Public Works (PPW) maintains all vehicles and equipment for all Town Departments, with PPW and the Los Gatos-Monte Sereno Police Department (LGMSPD) being the largest users of Town Fleet assets. The evaluation in Attachment 1 discusses in detail this program and associated staffing, along with benchmarking against industry standards and nearby PAGE 4 OF 6 SUBJECT: Receive a Report on Fleet Operations and Adopt a Resolution to Amend Town Council Policy 4-05 DATE: October 10, 2024 communities. This benchmarking is presented below in Table 1. Based on this work, it appears the Town of Los Gatos Fleet program is understaffed when compared to other jurisdictions. Table 1. Comparison of Asset to Staff Ratios Jurisdiction All Assets Staffing Model Asset to Staff Ratio Los Gatos 122 1.5 81:1 Campbell 80 2 40:1 Pacifica 117 2 59:1 Napa1 400 3 133:1 Hayward 450 8 56:1 Mountain View 582 9.5 61:1 Notes: 1. Napa reported that a consultant study recommended they should have five mechanics, one supervisor and two administrative personnel to meet the demand of 400 assets. This would provide a ratio of 50:1. Based on the results of the staffing analysis, staff reviewed past staffing in the fleet program as shown in Table 2. The number of vehicle and equipment assets owned by the Town has been relatively stable over this period, ranging from 128 to 145. Table 2. Staffing History of Fleet Program (Years when Staffing Changes Occurred) Fiscal Year Staffing Summary (in FTE) 2008/2009 2.0 Equipment Mechanic; 0.2 Public Works Specialist 2009/2010 1.0 Equipment Mechanic; 0.2 Administrative Secretary; 1.0 Apprentice Mechanic 2010/2011 1.0 Equipment Mechanic; 0.2 Administrative Secretary 2023/2024 1.0 Equipment Mechanic; 0.2 Administrative Assistant; 960 Hours Part-time unbenefited mechanic The Fleet program performs a broad spectrum of tasks. For new vehicles this includes selecting vehicles for purchase, completing purchasing paperwork, coordinating delivery and fit up of new vehicles, and completing registration and insurance related paperwork. For some vehicles, such as those used for inspectors, the purchase and fit up of vehicles is somewhat similar to that of the personal vehicles that many people own. These vehicles experience normal use and relatively low mileage. As such, their maintenance requirements are generally consistent with private vehicles. For police vehicles, whether marked or unmarked, the procurement process and maintenance burden is far more complicated. Of the 83 vehicles owned by the Town, 48 are assigned to PAGE 5 OF 6 SUBJECT: Receive a Report on Fleet Operations and Adopt a Resolution to Amend Town Council Policy 4-05 DATE: October 10, 2024 LGMSPD. Procurement of new police vehicles (whether marked or unmarked) requires extensive coordination with the LGMSPD, careful consideration of how emergency response equipment will be stored and used so it is accessible, installation of specialty lights and communication equipment, and special registration requirements. Police vehicles also require more extensive maintenance because they are driven more than most other vehicles and are subject to more intense operating conditions. The Supervising Mechanic provides coordination and support for maintenance of all vehicles. They also provide perform other tasks such as maintenance and repair of permanently affixed generators, the Town’s fuel filling station, and data entry to the asset management system. The majority of non-warranty maintenance related work is performed in-house by the Supervising Mechanic with support of the part-time unbenefited mechanic. Staff is working to optimize the processes used to procure and maintain the Town’s assets. This includes setting up processes related to procurement of vehicles and how vehicles are selected and enhancing use of our asset management system to make monitoring of the fleet more effective and to streamline budgeting for future fleet replacements. Despite the efficiencies that may be gained, the fleet operation will remain under-resourced unless operational changes are made. This may include leasing non-police vehicles or adding staff to the fleet team. Staff has discussed the potential addition of a full-time mechanic or of keeping the Supervising Mechanic and creating a Fleet Manager job classification. The Fleet Manager position would provide much needed strategic guidance regarding fleet procurement and compliance with the Clean Fleet regulations. CONCLUSION: The Town’s Fleet Operation plays a critical role in the Town’s operation. Without this critical service, Police Department operations would cease, as would roadway and park maintenance and code compliance services. The regulatory landscape of fleet management is becoming increasingly complex. The intent of this staff report is to raise awareness of this and to begin the work of modernizing the operation by updating Town Policy 4-05. COORDINATION: This report was coordinated with Los Gatos-Monte Sereno Police Department, the Finance Department and the Town Manager’s Office. The changes to Town Council Policy 4-05 were considered and recommended by the Policy Committee at its meeting of August 26, 2024. FISCAL IMPACT: There is no fiscal impact associated with the recommendations in this report. PAGE 6 OF 6 SUBJECT: Receive a Report on Fleet Operations and Adopt a Resolution to Amend Town Council Policy 4-05 DATE: October 10, 2024 ENVIRONMENTAL ASSESSMENT: This is not a project defined under CEQA, and no further action is required. Attachments: 1. Fleet Evaluation Report 2. Attachment 2 – Policy 4-05 Redline 3. Attachment 3 – Resolution to Change Policy 4-05 with Updated Policy as Exhibit A TOWN OF LOS GATOS FLEET MANAGEMENT ANALYSIS Prepared by: Julianna Callahan Parks and Public Works Intern For: Los Gatos Parks and Public Works June 2024 ATTACHMENT 1 TABLE OF CONTENTS 1.0 Introduction ........................................................................................ 1 2.0 Overview of Fleet Assets ..................................................................... 1 3.0 Fleet Replacement and Funding .......................................................... 5 4.0 Fleet Operations and Maintenance ..................................................... 7 5.0 The Future of Fleet............................................................................ 12 6.0 Recommendations ............................................................................ 17 Appendices Appendix A Fleet Inventory Appendix B Vehicle and Equipment Replacement Policy Appendix C Preventive Maintenance Cycles Town of Los Gatos Fleet Management Analysis June 2024 Page 1 1.0 Introduction This is a report on the Town of Los Gatos fleet and mechanic department. The purpose of this report is to inform the Town Council, the Town Manager, and the community on the state of the fleet and make recommendations that will enhance the efficiency of the operation. This report also addresses the opportunities and challenges regarding alternative fuel vehicle requirements set by the State of California. Replacement of fleet assets are funded through the Equipment Replacement Fund (Fund 631). This fund plans for ongoing replacement needs by tracking costs and the schedule for the replacement of assets over $10,000 in value. Maintenance of these assets, regardless of user department, is completed by Parks and Public Works. This report is divided into the following major sections: Overview of Fleet Assets, Fleet Replacement Cycles and Funding, Fleet Operations and Maintenance, Future of the Fleet, and Recommendations. 2.0 Overview of Fleet Assets The Town’s fleet is comprised of 132 active assets in the fiscal year 2023/2024, including vehicles, bicycles, fueling systems, generators, other equipment, and trailers. Equipment like generators, trailers, and other equipment (such as chain saws and other small mechanical devices) are included in this analysis because they are owned and operated by the Town and worked on by the Town Supervising Mechanic. Of the 132 assets currently owned by the Town, 122 are items actively used and serviced by Town staff; 83 are vehicles. The data regarding the fleet throughout this report was collected from Cartegraph, a software that the Town uses to manage work requests and assets. Regarding the fleet, Cartegraph holds and allows for tracking of a wide variety of information, including asset data like the manufacturer and model, operating department, year, classification, and other identifying information. It also allows staff to track maintenance and repair work, costs, vehicle usage, fuel use, and predicts future maintenance according to the assets associated maintenance schedule. A full list of fleet and equipment assets is in Appendix A. This list includes information on active assets including asset ID description, user department, classification, usage, year, and replacement year, in addition to other information. Table 1 lists all assets including both equipment and vehicles, while the rest of the report will focus primarily on vehicles and construction equipment as they make up a majority of the fleet and demand the most management and labor costs. The electric vehicle classification contains only fully electric vehicles. Hybrid vehicles are mixed throughout the internal combustion-powered vehicles in the light-duty, police detective, and police patrol classes. Town of Los Gatos Fleet Management Analysis June 2024 Page 2 This report will give further information on all alternative fuel vehicles (AFVs) in the fleet and efforts to increase the number of these vehicles in the future below. Table 1: Asset Classification and Department. Asset Classification Parks and Public Works Police Department Community Development Total Bicycle 2 0 0 2 Electric Vehicle 1 2 0 3 Heavy Truck 4 0 0 4 Light Duty 24 1 7 32 Medium Duty 5 0 0 5 Police Detective 0 14 0 14 Police Motorcycle 0 6 0 6 Police Patrol 0 18 0 18 ATV 2 0 0 2 Construction Equipment 8 0 0 8 Fueling System 4 0 0 4 Generator 3 0 0 3 Shop Equipment 3 0 0 3 Small Equipment 6 0 0 6 Trailor - no motor 9 7 0 16 Trailor - with motor 2 0 0 2 Total 73 48 7 128 Town of Los Gatos Fleet Management Analysis June 2024 Page 3 Below is a breakdown of what types of vehicles are included in each classification: Table 2 shows the average year age and usage as of February of 2024 for each classification. The usage is based on the lifetime usage of the asset. There are multiple assets classes in which the usage is not tracked. Vehicle Classification Description Electric Vehicles Motorcycle, Burden carrier, Parking Enforcement Car Heavy Trucks Vac-Con, Street Sweeper, Dump Truck, 10-Wheel Dump Truck Light Duty Pick-up Trucks (ex. Ford F250). SUVs, Vans Up to 1 Ton Medium Duty F550 Pick-up Trucks, F450 Flatbed Truck, Crew Cab Dump Truck, Ram 5500 Altec Boom Police Detective SUVs, Pick-up Trucks, Sedans, Van Police Motorcycles Motorcycle, ATV's Police Patrol SUVs, Go-4 (Three-Wheel Parking Enforcer) ATV ATV, Utility Task Vehicle Equipment Classification Description Construction Equipment Loader's, Loader Scraper, Paving Box, Brush Chipper, Backhoe, Roller, Forklift Fueling System Gas Fuel Dispenser, Diesel Fuel Dispenser, Compressed Natural Gas Station, Fuel Compressor Generators Honda Generators, Portable Generator Shop Equipment Lube Equipment, Shop Press, Air Compressor Small Equipment Hot Water Pressure Cleaner, Sidewalk Grinder, Concrete Saw, Cobra Combi Hammer, Air Compressor, Vibratory Plate Miscellaneous Class Description Bicycle Large Battery Assisted Bicycle, Small Battery Assisted Bicycle Trailer with No Motor Speed Control Displays, Digital Message Boards, Maintenance Utility Toilets, Hydraulic Trailer, Tilt Trailer, Box Trailers, Barrier Trailers, Blazer Trailer, Beavertail trailer Trailer with Motor Emulsion Oiler Unit, 300-Gallon Herbicide Sprayer Town of Los Gatos Fleet Management Analysis June 2024 Page 4 Table 2: Average Age (as of Spring 2024) and Usage by Classification Notes: 1.There is data collected regarding the usage of construction equipment, but the average is not included due to a major outlier which would heavily skew the data. 2.Does not include three ATVs owned by DART (Asset #’s 4192, 8701, 8702). Town stores these at PPW Yard but does not maintain them. The usage of an asset in mileage or hours plays an important role in understanding the life stage of that asset. The mileage of a car indicates the next preventative services it requires and when. Mileage also plays a factor in when an asset will need to be replaced. The current replacement policy provides a general guideline as to when vehicles and equipment should be replaced based on years and usage. The replacement policy provides other deciding factors in addition to the replacement cycle which is explained in the associated section below. Table 2 shows that on average, the equipment tends to be older than the vehicles in the fleet. Many factors play into this occurrence, including the fact that some equipment tends to last longer than vehicles, most equipment is used less, and the vehicles have shorter replacement cycles. In general, it is positive that the equipment lasts this long, though it does bring up the questions of whether newer models may be more efficient or whether some pieces of equipment are being used enough to justify their position in the fleet. Asset Classification Average Year Average Age Average Usage Bicycle 2018 6 years old N/A Construction Equipment 2005 19 years old N/A1 Electric Vehicles 2017 7 years old N/A Fueling System 1999 25 years old N/A Generators 2002 22 years old N/A Heavy Truck 2012 12 years old 28,002 Miles Light Duty 2013 11 years old 30,759 Miles Medium Duty 2017 7 years old 17,875 Miles Police Detective 2016 9 years old 48,459 Miles Police Motorcycle2 2020 4 years old 6596 Miles Police Patrol 2019 5 years old 36,225 Miles ATV 2007 18 years old 1,056 Hours Shop Equipment 1992 32 years old N/A Small Equipment 2009 15 years old N/A Trailers - No Motor 2006 18 years old N/A Trailers - With Motor 1993 32 years old N/A Town of Los Gatos Fleet Management Analysis June 2024 Page 5 As shown in the chart, the police vehicles have the highest average usage. Many of these vehicles are used for multiple shifts a day, leading to higher mileage. 3.0 Fleet Replacement and Funding 3.1 Town Policy 4-05 The Town Vehicle and Equipment Acquisition and Replacement Policy (Town Council Policy 4-05) (Attachment B) was put into place to set specific procedures for both the acquisition and disposal of vehicles and motorized equipment that is used by the Town of Los Gatos. This policy is broken up into sections including a replacement guideline, Cooperative Purchasing Program, Specifications, Vehicle and Equipment Disposal, and Responsibility. This policy was last revised on May 26, 1998. Policy 4-05 recommends replacement cycles for different vehicle and equipment types. Most cycles include years and/or usage and provides for the following other factors to be considered when deciding whether to replace equipment: 1.Overall conditions of vehicle or equipment. 2.Repair records. 3.Vehicle efficiency and safety. 4.Service life related to extended use in other departments. Policy 4-05 calls for Parks and Public Works Department to review all specifications for vehicles and equipment, and determine the replacement priorities based on user need, operating costs, safety factors, life expectancy, new technology, availability, and cost. In some regards, this policy is outdated and does not reflect the fact that modern vehicles can last longer than those of the late 20th century, when operated in normal conditions. 3.2 Fleet and Equipment Replacement Process As the budget is being built each fiscal year, decisions are made regarding which vehicles and pieces of equipment will be replaced. While an asset may be identified as being ready for replacement by the replacement cycle, this does not necessarily mean it will be replaced in the next fiscal year. These decisions are made based on need, condition, usage (miles/hours), and/or maintenance history. During this evaluation it may be decided that assets need to be replaced sooner than anticipated, or the replacement can be delayed. Assets with low usage and in good condition may be less of a priority to replace. Fleet assets are procured through either a bidding process or more often, statewide contracts. Statewide contracts allow the Town to purchase vehicles from a variety of dealers that have a contract with the State of California to sell vehicles and/or equipment at a set price. This means Los Gatos, and other jurisdictions can purchase vehicles without having to collect repetitive bids, which saves staff time and effort. Town of Los Gatos Fleet Management Analysis June 2024 Page 6 3.3 Challenges with Fleet Procurement There are multiple challenges with fleet procurement. Since the pandemic, there have been increased computer chip shortages and supply chain issues that make getting vehicles more difficult. For example, a purchase order for a Ford police interceptor was reassigned by Ford from 2022 to 2023, then later to 2024. This was due to lack of chip availability and demand from larger jurisdictions. These reassignments, combined with the added time it takes to install all the required specialty equipment for emergency vehicles dramatically delayed the time it took for the vehicle to be in the Town’s possession and ready to be actively used. Another challenge regarding fleet procurement comes from the manufacturer ordering periods. Due to the issues listed above there may be a limited supply, particularly in the police vehicles the Town tries to order. The limited production of these vehicles has influenced how long the ordering window for a vehicle is open. Once the ordering window closes, the next opportunity to order that vehicle may not be for another year. The ordering window for that year may not coincide with the fiscal year in which the vehicle is to be replaced. This means that on certain occasions the purchase of a vehicle must be expedited to receive the vehicle within the fiscal year it was intended to be replaced. To expedite this purchase, the Parks and Public Works Department must seek authorization from Town Council outside of the budget process. This recently occurred in February of 2024 when the purchasing window for a Ford police interceptor opened. Because this type of vehicle was up for replacement in Fiscal Year 2024/25, the purchase was expedited to avoid missing the ordering window and pushing back the replacement of the vehicle. 3.4 The Future of Fleet Replacement The Clean Fleets Regulation, which is explained later in the report, will heavily affect future replacements of medium and heavy-duty trucks. Beginning in 2024, 50% of the replacement of these trucks, when purchased by the Town, must be zero-emission vehicles (ZEVs), increasing to 100% by 2027. This will affect the replacement of vehicles in the future because these vehicles are more expensive than internal combustion vehicles. This will need to be considered during the budget process to ensure there is adequate funding. The replacement of internal combustion vehicles for ZEVs will also be affected by the availability of ZEVs. There are fewer options to choose from, though these options are expected to increase as demand increases. With limited options, and this regulation being enforced across California, it will likely be more difficult to replace these vehicles. 3.5 Funding As mentioned above, the replacement of vehicles and equipment is funded through the Vehicle and Equipment Replacement Fund (Fund 631), which tracks costs and the Town of Los Gatos Fleet Management Analysis June 2024 Page 7 schedule for ongoing replacement needs. The source of this fund is internal service charges from the Departments that utilize vehicles and equipment. The annual budgeted amount is determined based on the projected replacement schedule for the current and future fiscal years. Finance and PPW work together to maintain a master inventory of the various fleet items and their projected replacement date which is what is used to project the demands on this fund. When predicting replacement costs, the original purchase price of the asset becomes the baseline cost with a standard annual inflation factor incorporated to determine the estimated replacement cost in future years. This fund is intended to avoid single year spikes in funding or years in which funding is unable to accommodate the needs. The fund also considers escalation in prices in vehicles themselves due to procurement challenges, as well as the increased costs due to special equipment requirements for police vehicles. Since Fund 631 is intended to support the procurement of any equipment valued in excess of $10,000 certain other equipment, such as large generators and certain safety related equipment, are sometimes funded from this account. 4.0 Fleet Operations and Maintenance As noted earlier, the Parks and Public Works Department performs maintenance on all fleet assets including vehicles and equipment. Funding for staff salaries and associated staff costs for equipment is via the Town’s General Fund (Fund 5406). Charges associated with maintenance (parts, materials, off-site labor if needed) are Paid through internal service charges to the user departments. Most of the mechanic work is done in-house including preventative maintenance and repairs. Appendix C provides the Town’s preventative maintenance schedule and the associated asset classification. Most outsourced work includes the up fitting of police vehicles. This up-fitting includes the installation of lights, sirens, push bumper, interior cage, wiring, radio console, MDC (mobile digital computer), and camera equipment. The work for fit up is coordinated by the Town’s mechanic. Other outsourced work is less common but may occur in a situation when it would be less efficient to do it in-house. For example, transmission replacement is such a time- consuming task, especially considering the limited in-house staffing, that if this were needed it would be outsourced. 4.1 Routine Maintenance Staff uses the Cartegraph asset management system to manage, schedule and track routine maintenance tasks. The maintenance schedule varies by vehicle and the asset Town of Los Gatos Fleet Management Analysis June 2024 Page 8 management system accounts for that variation. Additionally, the State of California requires that vehicles regulated under the Basic Inspection of Terminals (BIT) Program be inspected at least every 90 days. These vehicles include trucks with three or more axles that are more than 10,000 pounds Gross Vehicle Weight Rating, truck tractors, dollies, and trailers that are used in combination with the applicable trucks. The Town currently owns 12 assets that fit these criteria including four heavy trucks, five medium duty trucks, and three trailers. In the fiscal year 2022/2023, there were 353 routine preventative maintenance work orders completed. 4.2 Non-Routine Maintenance In addition to the routine preventative maintenance work noted above, in Fiscal Year 2022/23 PPW mechanics completed: •64 Repair Work Orders •10 Miscellaneous Work Orders There were seven repair work orders performed on vehicles that have since retired, including one Parks and Public Works truck, and three police vehicles. The miscellaneous work orders include wiper blade installations, other installations such as a light bar or safety marker indications, and preparing a vehicle for retirement. 4.3 Costs The costs associated with each work order are recorded in Cartegraph. These costs include materials, labor, and other costs. Other costs are defined as costs that come from parts or materials that are either not in the Cartegraph system, or not in the inventory and need to be manually entered. Town of Los Gatos Fleet Management Analysis June 2024 Page 9 Table 3: Cost of Maintenance by Vehicle Classification Table 3 shows the material, labor, and other costs associated with each classification of asset for the fiscal year 2022/2023. As shown in this table, the light-duty vehicles have the highest total costs for the represented fiscal year. This is because there are more light-duty vehicles than any other class, making up 25% of the fleet. The second highest costs come from the police patrol vehicles. Police vehicles have shorter maintenance cycles than other passenger vehicles in the fleet. They are also modified with equipment that increases their weight, which increases wear and tear. Police vehicles are often used for multiple shifts in a day and spend time idling which can have a negative effect on the vehicle, especially when done in excess. 4.4 Fleet Staffing Most of the preventative maintenance and repairs are completed by the Town’s one full- time mechanic with the support of one part-time unbenefited mechanic. The mechanics keep track of how many hours of labor it takes to complete each work order, but there are many tasks that need to be done that do not include preventative maintenance and repairs. Hours spent working directly on an asset are tracked and input to Cartegraph. In this manner staff can determine the cost to maintain and operate each vehicle. Asset Classification Material Costs FY 22/23 Labor Costs FY 22/23 Other Costs FY 22/23 Total Costs FY 22/23 Bicycle $0 $0 $0 $0 Electric Vehicles $0 $0 $0 $0 Heavy Truck $1,168.97 $12,559.24 $3,058.07 $16,786.28 Light Duty $2,026.98 $30,326.17 $5,043.80 $37,396.95 Medium Duty $391.99 $8,331.97 $2,540.76 $11,264.72 Police Detective $603.41 $14,826.13 $4,050.45 $19,479.99 Police Motorcycle $17.99 $2,695.66 $1,106.43 $3,820.08 Police Patrol $1,824.09 $23,280.70 $4,292.11 $29,396.90 ATV $11.87 $1,347.83 $394.41 $1,754.11 Construction Equipment $727.22 $11,272.76 $722.76 $12,722.74 Fueling System $0 $0 $0 $0 Generators $35.85 $490.12 $43.84 $569.81 Shop Equipment $0 $0 $0 $0 Small Equipment $0 $0 $0 $0 Trailers - No Motor $0 $12,436.74 $0 $12,436.74 Trailers - With Motor $0 $1,470.36 $0 $1,470.36 Total $6,808 $119,038 $21,253 $147,099 Town of Los Gatos Fleet Management Analysis June 2024 Page 10 The management of the Town’s Fleet requires a significant amount administrative time that is not tracked in Cartegraph. Examples of these administrative duties include: -Entering work into Cartegraph -Ordering parts and keeping an inventory -Researching vehicle specifications -Getting quotes for vehicle repair and replacement -Coordinating vehicle registrations with Department of Motor Vehicles - Coordinating insurance for all vehicles -Emission testing of vehicles -Council memos for procurement of vehicles or other fleet assets -Meetings (ex. vehicle and equipment replacement meetings) -Handling permits (ex. underground storage tank permits, hazmat permits) There are also other tasks that are not entered into Cartegraph for several reasons. This may be because it is not a planned task, or it is not expected to be very time-consuming to complete. There are also instances in which there is no task option to enter them under. These tasks include: -Working on assets that are not included in Cartegraph (ex. weed whackers, lawn mower, generators, etc.) -Drive-up repairs (light bulb out, tire pressure check, loose parts on vehicle) -Driving to pick up parts for drive up or other repairs -Picking up and dropping off vehicles (ex. to get police vehicle upfitted with specialty equipment) -Troubleshooting issues with other equipment (ex. Fuelmaster chip key system) -Maintenance of the fuel island Asset to Mechanic Ratio The Town of Los Gatos owns 122 assets that require regular maintenance. This includes 83 vehicles, eight pieces of construction equipment, plus various trailers, generators, and miscellaneous equipment. Small equipment such as blowers, chainsaws, weed whackers, etc. are not included in this count. With one full-time and one part-time mechanic, the Town’s asset to mechanic ratio is 73/1. The administrative work is performed by the full-time mechanic. Town of Los Gatos Fleet Management Analysis June 2024 Page 11 Table 4. Comparison of Staffing Models and Asset:Staff Ratios Jurisdiction Assets Staffing Model Asset:Staff Ratio Los Gatos – all assets 122 1.5 81:1 Los Gatos – vehicles and construction equipment only 91 1.5 61:1 Campbell 80 2 40:1 Pacifica 117 2 59:1 Napa1 400 3 133:1 Hayward 450 8 56:1 Mountain View 582 9.5 61:1 Notes: 1.Napa reported that a consultant study recommended they should have five mechanics, one supervisor and two administrative personnel to meet the demand of 400 vehicles. This would provide a ratio of 50:1. Data from this variety of jurisdictions shows a wide range of asset-to-mechanic ratios, though there is a main common factor. Except for Los Gatos and Napa, most jurisdictions have administrative staff that support the fleet program and/or Fleet Managers that can handle the administrative burden of this work, allowing their mechanics to provide more direct labor on vehicles. 4.5 Fuel Usage and Efficiency Fuel is procured through a bidding process, with three bids secured and the lowest cost provider supplying fuel to the Underground Storage Tanks located in the Parks and Public Works yard. The Fuel MasterTM system electronically tracks the usage of each asset. Most assets have a transponder that allows the system to automatically track fuel use and upload the data to Cartegraph. Other assets have a chip key that requires manual entry of the mileage or hour usage data as well as filling. Fuel usage data for the Fiscal Year 2022/2023 is shown in Table 5. Town of Los Gatos Fleet Management Analysis June 2024 Page 12 Table 5: Average Fuel Consumption Notes: 1.Does not include one unleaded asset that used 45.6 gallons and one asset that uses liquid propane. 2.This includes one asset that consumed zero gallons of fuel. 3.Does not include one diesel vehicle that used 52.1 gallons. 4.Does not include one diesel vehicle that used 226.9 gallons. 5.Does not include one diesel vehicles that used 32.3 gallons. Table 6 shows the average fuel consumption for the fiscal year 2022/2023 by asset classification. The average fuel consumption for the heavy truck classification is so high largely due to the street sweeper which is used heavily throughout the year and consumed a total of 3,489 gallons of diesel fuel in the fiscal year, the most out of any asset. The next highest fuel consumption average comes from the police patrol vehicles due to their high usage each year. The table does not include an average for ATVs because there is only data for one of the two vehicles. Total Fuel Consumption The Los Gatos Town Fleet used a total of 39,131.6 gallons of fuel during the fiscal year 2022/2023. This includes 6,161.3 gallons of diesel fuel and 32,970.3 gallons of unleaded fuel. The average cost of diesel was $4.76 per gallon and unleaded was $4.20 per gallon. 5.0 The Future of Fleet 5.1 Alternative Fuel Vehicles There are currently 19 hybrid vehicles, two electric cars, and one electric motorcycle in the Town of Los Gatos Fleet. This means that out of the 83 vehicles, AFV’s make up 26% of the vehicles in the fleet. Asset Classification Average Fuel Consumption FY 22/23 Construction Equipment1 105.38 gallons of diesel2 Heavy Trucks 1161.23 gallons of diesel Light Duty3 262.91 gallons of unleaded Medium Duty4 501.73 gallons of unleaded Police Detective5 372.22 gallons of unleaded Police Motorcycle 12.02 gallons of unleaded Police Patrol 1015.34 gallons of unleaded Town of Los Gatos Fleet Management Analysis June 2024 Page 13 Table 6: Alternative Fuel Vehicles by Department Table 6 shows the breakdown of how many hybrid and electric vehicles belong to each department. Out of the 11 hybrid vehicles in the Police Department, six are police patrol and five are police detective vehicles. There is one electric parking enforcement car and one electric motorcycle in the Police Department. The electric car in the Parks and Public Works Department is a burden carrier. None of the hybrid vehicles in the current fleet are plug-in hybrids. Lack of charging infrastructure combined with limited market inventory does limit the amount of electric vehicles that the Town can own. Staff is working with Silicon Valley Clean Energy to assess the cost of adding charging ports and to identify potential grants to offset this capital expense. 5.2 Advanced Clean Fleets Regulation The Advanced Clean Fleets Regulation was set by the California Air Resources Board (CARB) and affects several fleet operations including local governments. This regulation is intended to play a part in the overall approach to transition to zero-emission medium and heavy-duty vehicles (ZEV). This regulation went into effect on January 1st, 2024. This regulation affects all medium and heavy-duty on-road vehicles with a gross vehicle weight rating (GVWR) greater than 8,500 pounds, off-road yard tractors, and light-duty mail and package delivery vehicles. An annual compliance report must be submitted each year by April 1st until the year 2045. This regulation requires that 50 percent of vehicle purchases of medium and heavy-duty vehicles are zero emissions beginning in 2024, and 100 percent of these purchases are zero emissions by 2027. Until the year 2035, near-zero emission vehicles will qualify as ZEVs for this regulation. A near-zero emissions vehicle is a vehicle that combines a conventional gasoline, diesel, or natural gas-powered engine with a battery that can be recharged from the electrical grid and can operate like a ZEV for a minimum number of miles. The Town can continue to use the internal combustion engine vehicles that are already present in the fleet for as long as necessary as there is no forced retirement of older vehicles. The Advanced Clean Fleets Regulation currently applies to 26 vehicles in the Town of Los Gatos Fleet, which is almost 30% of all vehicles according to the current makeup of the fleet. This means that Los Gatos needs to plan on ensuring there is adequate infrastructure to accommodate these vehicles to be replaced by ZEVs over time, plus the light-duty passenger vehicles that will eventually be converted to ZEVs. The Town may Department Hybrid Electric Police Department 11 2 Community Development 6 0 Parks and Public Works 2 1 Town of Los Gatos Fleet Management Analysis June 2024 Page 14 also need to accommodate for the growing number of ZEVs driven by the public which will require increased public charging availability. The Town may choose to opt into an alternative compliance pathway called the Milestones Option. This option allows the owner of the fleet to phase in ZEVs to the fleet based on the type of vehicle. The Milestones Option requires that a certain percentage of the fleet needs to be made up of ZEVs rather than purchases. There are three groups that have different percentage requirements depending on the year. This option requires that 100% of the fleet’s medium and heavy-duty vehicles are ZEVs by 2042. While the Town can opt into this pathway any time before January 1st, 2030, once the Milestones Option is chosen, the Town is unable to switch back to the original option. Exemptions and Extensions While there are many options of ZEVs available to purchase, some specific models may not be available yet. There will be a list of vehicles that are not available as ZEVs or near ZEVs on the California Air Resources Board’s website no later than January 1st, 2025. If the town needs an exemption before the list is available, or if an exemption is needed for a vehicle not on the list the Town can apply for an exemption. This exemption is only needed if the fleet cannot otherwise meet the ZEV targets. There are other exemptions including daily use, backup vehicle, and mutual aid assistance exemptions, though these do not closely align with the Town’s needs. There are also two types of ZEV infrastructure delay exemptions. These exemptions can be granted due to either a construction delay that is out of the Town’s control, or if the electric utility provider is unable to provide the requested power to the intended charging site. Both these extension applications require supplemental information, including a construction permit or documentation from the utility that is dated a year before the compliance date. The application for either of these extensions must also be submitted at least 45 days before the next applicable compliance deadline for CARB to consider the request. Compliance To comply with the regulation, the Town was required to upload detailed information regarding the fleet to a CARB database. The reporting deadline for this was February 1, 2024. Because the Town is not opting into the Milestones Option, it must ensure that 50% of medium and heavy-duty vehicles purchased are ZEVs or Near ZEVs each calendar year, with this percentage increasing to 100% by 2027. There are currently three different vehicles that meet these requirements that are up for replacement in 2025. This means that two of these purchases must be ZEVs or near ZEVs, if a ZEV option is available for that vehicle. Town of Los Gatos Fleet Management Analysis June 2024 Page 15 Charging Infrastructure To comply with this regulation, the Town needs to ensure that there is adequate ZEV infrastructure to support an expanded ZEV fleet. There is an additional regulation called the Light-Duty Zero Emission Vehicle Sales Requirement that will eventually increase the need for this infrastructure as well. This regulation requires that all in-state sales of new light-duty passenger vehicles in California must be ZEVs by 2035. Both regulations were a part of Governor Gavin Newsom’s Executive Order N-79-20 which puts the state on a path to carbon neutrality by 2045. There are several factors that the Town must consider when planning for this EV Infrastructure. One factor is the site selected and its electrical/grid capacity, and available space. This planning could also include long-term thinking to accommodate for future requirements that may increase the vehicles the site will need to accommodate. The Town must also understand how many vehicles there are, what type they are, and how much they will be used. This information can help the Town decide what type of fueling is necessary. The town may need a hydrogen fueling station or electric charging. When it comes to electric charging, there are multiple levels of options that have different requirements and work at different speeds. The town should also pay attention to any grants or incentives that may be available to help fund the infrastructure project. Advantages There are many advantages to incorporating ZEVs into the Town fleet. One advantage is the reduction of greenhouse gas emissions, which is the main component of the Governor’s executive order. In California, the transportation sector is responsible for more than half the state’s greenhouse gas emissions, posing a major risk towards the environment and public health. These regulations gradually phase in ZEVs to address these issues without requiring vehicle owners to give up the vehicles they already own. Another advantage to ZEVs is that they tend to require less maintenance than vehicles with internal combustion engines. This is because they have far fewer moving parts and fewer fluids, like engine oil, that require regular maintenance. Additionally, the regenerative braking system has the potential to prolong the life of the brakes while extending the vehicle’s driving range. This is because the ZEV regenerative braking system captures the kinetic energy of light braking and stores it in the battery, not only providing a slight increase in charge, but also producing less wear and tear on the friction brake system. Not only can the implementation of ZEVs save money by requiring less maintenance, but they also can save money from lower fueling costs. This means that in the long run, ZEVs tend to cost less than internal combustion engine vehicles. Town of Los Gatos Fleet Management Analysis June 2024 Page 16 Challenges and Disadvantages There are also many challenges when it comes to implementing ZEVs into the fleet. Some of these issues come from the vehicles themselves, and others come from the wide preparation and planning effort they require. The first disadvantage of ZEV cars themselves is that there are fewer choices at this point in time. While this is bound to change, in part due to these regulations, the lack of options can be a disadvantage, especially when considering that medium and heavy- duty vehicles in the fleet are used for specific duties and may require specific modifications. These vehicles also tend to be more expensive to purchase than internal combustion engine vehicles. There is a higher upfront cost, though the savings on maintenance and fuel are thought to make up for this cost in the long run. Another challenge is that ZEVs tend to have a shorter range than an internal combustion engine car, though this is another factor that will likely improve as more models are manufactured and the batteries advance. This shorter range becomes a further inconvenience when paired with the significant increase in refueling time. While an internal combustion engine car can refuel in a couple of minutes, ZEV refueling time heavily depends on what type of charger is being used. For example, when charging a 2023 Ford F150 Lightning the fastest option is the level 3 DC Fast Charger which takes the battery from 15% to 80% in less than an hour. The next option available, which is less expensive, is the level 2 charging station, which get the vehicle to fully charged in approximately 10 hours. This is a significant difference when comparing ZEV’s refueling time to other vehicles, requiring significant planning regarding how many chargers will be needed and which type of chargers will be installed. The Town will need to pay attention to how much each vehicle is used, when they can be charged, and how long that will take depending on the vehicle and type of charger available. The required charging infrastructure can also be very expensive to install and take significant time to plan and construct. There are a variety of grants and incentives available to help fund this infrastructure project. The Funding Finder tool can be used by fleet owners to search for funding for ZEV and infrastructure projects. While the decreased maintenance of ZEVs is seen as an advantage, there may be challenges when it comes to required maintenance and repairs. This is because of the different parts that ZEVs use compared to internal combustion engine vehicles. These parts may require specialty skills and equipment that many current mechanics do not possess. The mechanics may need to be trained to safely complete this specialty maintenance and repairs. Town of Los Gatos Fleet Management Analysis June 2024 Page 17 5.3 Leasing Some agencies, including Campbell, California have decided to lease fleet vehicles. A benefit of leasing vehicles includes the ability to normalize spending through consistent payments rather than buying vehicles outright. Leasing also allows for the fleet to receive newer vehicles that may be more efficient and cost less to maintenance than aging vehicles. In addition, newer vehicles are more likely to be under warranty when repairs are needed, freeing up some time for the Town mechanics. On the other hand, owning a vehicle allows the Town to maximize its life usage rather than consistently replacing it. Owning the vehicles also means that any modifications can be made, which may not be possible with a leased vehicle. This may be important when considering the different specifications that are required for some of the Town’s vehicles. 6.0 Recommendations 6.1 Update Vehicle and Equipment Acquisition and Replacement Policy The current asset replacement policy is outdated and should be revised and updated to better represent the current and expected makeup of the fleet. The replacement cycles of assets should be re-evaluated to ensure that they accurately represent the life cycle of current, newer assets. Any assets the Town no longer will own, or plan to own should be removed from the replacement cycle. The disposal section of the policy should be revised to include the main method of disposal of auctioning off assets and take out any methods that are no longer being used. The new policy should also mention the future ZEV vehicle replacements that are required. 6.2 Evaluate Mechanic Staffing Level The Town should evaluate the mechanic staffing level to ensure the staff can adequately meet the needs of the fleet. While there is a range in asset to mechanic ratios from other jurisdictions in the staffing section, when comparing the Town to areas with fleets that are similar in size, it is shown that additional help is needed. This could be in the form of an additional full-time mechanic, or a position to take over the administrative duties, similar to the other organizations represented. This staffing need will be exacerbated with the need to comply with the CARB regulation, which will require significant effort. 6.3 Keep Track of Clean Fleets Regulation The Town should continue to keep track of what vehicles are included in this regulation as they are replaced to ensure the Town complies. The Town should also pay attention to which vehicles have exceptions each year with the original list provided by CARB by Town of Los Gatos Fleet Management Analysis June 2024 Page 18 January 1, 2025. It may also be beneficial to look at whether it is possible to downsize any vehicles that the regulation covers before it is replaced. Leasing vehicles may be one path to compliance with this regulation since the lease agency would provide advice regarding compliance. Fleet and Equipment Inventory List 2024Town of Los GatosAppendix ATown Fleet ID Model YearManufacturer Model Description Department Type Equipment ClassificationProjected Potential Replacement Year4048 1982 N/A SHOP LUBE EQUIPMENT Vehicle Maintenance EQUIPMENT Shop Equipment5095 1982 ZIEMAN 2325 TILT TRAILER PPW General TRAILER Trailers ‐ No Motor8401 1984 MAGLINE HYDR MAGLINE HYDR TRAILER Parks TRAILER Trailers ‐ No Motor8405 1984 N/A SHOP PRESS Vehicle Maintenance EQUIPMENT Shop Equipment4106 1985 DIAMOND BILT PM230T‐DEMULSION (OILER) UNIT PPW General EQUIPMENT Trailers ‐ With Motor8701 1987 YAMAHA YFM350ERT MOTO‐4 (DART) Police Department MOTORCYCLE Police Motorcycles8702 1987 YAMAHA YFM350ERT MOTO‐4 (DART) Police Department MOTORCYCLE Police Motorcycles4192 1991 YAMAHA YFM350XB WARRIOR ATV(DART) Police Department MOTORCYCLE Police Motorcycles4195 1994 LAYTON D550 PAVING BOX PPW General EQUIPMENT Construction Equipment6159 1995 BOMAG BW137AD ROLLER PPW General EQUIPMENT Construction Equipment4209 1997 FERMEC 640 4WD LOADER SCRAPER Parks EQUIPMENT Construction Equipment9701 1997 HONDA EM2500 GENERATOR PPW General EQUIPMENT Generators9802 1998 FUELMAKER FM‐4FUEL COMPRESSOR Vehicle Maintenance EQUIPMENT Fueling System4218 1999 MECO M35ST CONCRETE SAW PPW General EQUIPMENT Small Equipment4219 1999 HUSKY HAULER ED'S HEAD MAINT. UTIL. TOILET Parks TRAILER Trailers ‐ No Motor5903 1999 CHEVROLET 2500 SUBURBAN SUV (DART) Police Department SUV Light Duty9901 1999 WACKER WP1550 VIBRATORY PLATE PPW General EQUIPMENT Small Equipment1 2000 N/A GAS DISPENSER ON FUEL Vehicle Maintenance EQUIPMENT Fueling System2 2000 N/A DIESEL DISPENSER ON FUEL Vehicle Maintenance EQUIPMENT Fueling System4224 2000 J. BEAN DM10E300S 300 GAL HERBICIDE SPRAYER Parks EQUIPMENT Trailers ‐ With Motor5874 2000 FORD F350 PICKUP TRUCK Vehicle Maintenance TRUCK Light Duty4231 2001 VERMEER BC1250A BRUSH CHIPPER Parks EQUIPMENT Construction Equipment 20254235 2001 ZIEMAN 1155 Tilt TAGALONG TILT TRAILER PPW General TRAILER Trailers ‐ No Motor4242 2001 HUSKYHAUL ED'S HEAD MAINT. UTIL. TOILET PPW General TRAILER Trailers ‐ No Motor4243 2001 YAMAHA YFM600FNE ATV Parks MOTORCYCLE ATV5882 2001 FORD F350 PRESSURE WASHER PPW General TRUCK Light Duty 20265884 2001 STERLING LT9500 10 WHEEL DUMP PPW General TRUCK Heavy Trucks 20265889 2001 FORD F350 STENCIL (PAINT) TRUCK PPW General TRUCK Light Duty 2025201 2002 HONDA EU3000 GENERATOR PPW General EQUIPMENT Generators5896 2002 JOHN DEERE 310SG BACKHOE PPW General EQUIPMENT Construction Equipment 20265917 2003 FORD RANGER PICKUP TRUCK Engineering TRUCK Light Duty5925 2004 CHEVROLET SILVERADO PICKUP TRUCK ‐ UTILITY Facilities TRUCK Light Duty5926 2004 CHEVROLET SILVERADO PICKUP TRUCK ‐ UTILITY Parks TRUCK Light Duty4290 2006 ISUZU DCA70SSIC‐70KVA/56KW GENERATOR ‐ PORTABLE Facilities EQUIPMENT Generators5933 2007 FORD ESCAPE XLS 2WD SUV Community Development SUV Light Duty5942 2007 FORD F250 PICKUP TRUCK Parks TRUCK Light Duty5943 2007 DODGE 2500 SPRINTER 2500 VAN Police Department VAN Police Detective 2024702 2008 BLAZER ORBL714TA2 BLAZER TRAILER PPW General TRAILER Trailers ‐ No MotorPage 1List Effective Date: June 15, 2024 Fleet and Equipment Inventory List 2024Town of Los GatosAppendix ATown Fleet ID Model YearManufacturer Model Description Department Type Equipment ClassificationProjected Potential Replacement Year5948 2008 FORD ESCAPE XLS HYBRID SUV Community Development HYBRID Light Duty5949 2008 FORD F250 PICKUP TRUCK ‐ UTILITY Parks TRUCK Light Duty 20255954 2008 FORD F550 PICKUP TRUCK ‐ DUMP PPW General TRUCK Medium Duty 20255956 2009 TOYOTA CAMRY HYBRID SEDAN Police Department HYBRID Police Detective 20245959 2009 FORD ESCAPE HYBRID SUV Police Department HYBRID Police Detective 2025VM01 2009 INGERSOLL‐RAND 2545 AIR COMPRESSOR Vehicle Maintenance EQUIPMENT Shop Equipment9314 2010 FORD ESCAPE XLS HYBRID SUV Engineering HYBRID Light Duty5548 2011 FORD RANGER XLT PICKUP TRUCK Police Department TRUCK Police Detective5958 2011 TAYLOR‐DUNN B2‐48‐48AC BURDEN CARRIER Parks ELECTRIC CAR Electric Trucks 20276516 2011 CHEVROLET Tahoe TAHOE/SUV, V8, 5.3L Police Department SUV Police Patrol3182 2012 JOHN DEERE XUV 625i ATV GATOR Parks MOTORCYCLE ATV 20264555 2012 ATLASCOP COBRAMK1 COBRA COMBI HAMMER Street Maintenance EQUIPMENT Small Equipment5162 2012 FORD FUSION HYBRID SEDAN Police Department HYBRID Police Detective4939 2013 TYMCO 600 BAH/4300SBA STREET SWEEPER PPW General SWEEPER Heavy Trucks 2024‐?2994 2014 PETERBILT 348 Conventional VAC‐CON PPW General EQUIPMENT Heavy Trucks 20347723 2014 FORD F450 FLATBED TRUCK PPW General TRUCK Medium Duty 2026170 2015 HONDA ST1300PAF MOTORCYCLE Police Department MOTORCYCLE Police Motorcycles5186 2015 WANCO WVTM‐07 Digital Message Board Traffic TRAILER Trailers ‐ No Motor5187 2015 WANCO WVTM‐07 Digital Message Board Traffic TRAILER Trailers ‐ No Motor487 2016 CHEVROLET TAHOE SUV Police Department SUV Police Patrol3597 2016 FORD ESCAPE SE SUV PPW General SUV Light Duty 20273598 2016 FORD ESCAPE SE SUV PPW General SUV Light Duty 20274334 2016 GO‐4INTERCEPTOR III 3 WHEEL PARK. ENFORCER Police Department GO‐4 Police Patrol 20245742 2016 DODGE CHARGER SEDAN Police Department SEDAN Police Detective 20256950 2016 CHEVROLET TAHOE SUV Police Department SUV Police Patrol9767 2016 FORD F250 PICKUP TRUCK ‐ UTILITY Parks TRUCK Light Duty 20269768 2016 FORD F250 PICKUP TRUCK ‐ UTILITY Parks TRUCK Light Duty 20269801 2016 FORD ESCAPE SUV Engineering SUV Light Duty 2027329 2017 FORD EXPLORER SUV Police Department SUV Police Detective 20243404 2017 CATERPILLAR 930M LOADER Street Maintenance EQUIPMENT Construction Equipment 20273422 2017 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 20256864 2017 DODGE CHARGER SEDAN Police Department SEDAN Police Detective 2025886R 2017 HYSTER H70FT FORK LIFT ( LIFT W/LP TANK AND F/P) Street Maintenance EQUIPMENT Construction Equipment 20341040 2018 TOYOTA RAV 4HYBRID SUV Community Development HYBRID Light Duty 20262591 2018 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol2663 2018 FORD F150 PICKUP TRUCK Street Maintenance TRUCK Light Duty 20265261 2018 CATERPILLAR 279D LOADER Street Maintenance EQUIPMENT Construction Equipment 20336133 2018 ATLASCOP 185CFN Air Compressor Street Maintenance EQUIPMENT Small Equipment6352 2018 CHEVROLET TAHOE SUV Police Department SUV Police Detective 20257214 2018 TOYOTA RAV 4HYBRID SUV Engineering HYBRID Light Duty 2027Page 2List Effective Date: June 15, 2024 Fleet and Equipment Inventory List 2024Town of Los GatosAppendix ATown Fleet ID Model YearManufacturer Model Description Department Type Equipment ClassificationProjected Potential Replacement Year7510 2018 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 20269306 2018 TOYOTA RAV 4HYBRID SUV Community Development HYBRID Light Duty 20279310 2018 TOYOTA RAV 4HYBRID SUV Community Development HYBRID Light Duty 20279322 2018 TOYOTA RAV 4HYBRID SUV Community Development HYBRID Light Duty 20279351 2018 TOYOTA RAV 4HYBRIS SUV Community Development HYBRID Light Duty 20279869 2018 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 2024077N 2018 SPECIALIZED LEVO Battery Assisted Bicycle‐Large PPW General Bicycle822N 2018 SPECIALIZED COMO 2.0 Battery Assisted Bicycle‐Small PPW General Bicycle103 2019 LANDA PGHW5‐35324E HOT WATER PRESSURE CLEANER PPW General EQUIPMENT Small Equipment 2027450 2019 FORD T150MEDIUM ROOF 10‐PASSENGER VANPPW General VAN Light Duty 2027525 2019 FELLING FT‐40 TRAILER BEAVERTAIL 22' Street Maintenance TRAILER Trailers ‐ No Motor 20342499 2019 ZERO Zero DSRP Zero Electric Motorcycle Police Department MOTORCYCLE Electric Cars 20272518 2019 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 20242872 2019 FORD F150 2019 FORD F150 CREW CAB 4X2 145" WB Police Department TRUCK Police Detective 20265141 2019 PETERBILT PB348 PB348 DUMP TRUCK Street Maintenance EQUIPMENT Heavy Trucks 20277004 2019 FORD TRANSIT T‐350 VAN Facilities VAN Light Duty 20277216 2019 FORD F350 F350 WITH UTILITY BODY / LIFT GATE Vehicle Maintenance TRUCK Light Duty 20278886 2019 ISUZU NPRHD CREW CAB DUMP TRUCK Parks TRUCK Medium Duty 20289060 2019 FORD F150 F150 Crew Cab Pickup 4X2 Grey Police Department TRUCK Police Detective 20279635 2019 FORD F‐350 4x2 REGULAR CAB SRW Parks TRUCK Light Duty 20279637 2019 FORD F‐350 4x2 REGULAR CAB SRW WITH DIAMOND SEFacilities TRUCK Light Duty 2027743 2020 FORD F550 PICKUP TRUCK ‐ UTILITY BODY Street Maintenance TRUCK Medium Duty 20283206 2020 MP5000‐16 Barrier Trailer 16' Barrier Trailer Police Department TRAILER Trailers ‐ No Motor3207 2020 MP5000‐16 Barrier Trailer 16' Barrier Trailer Police Department TRAILER Trailers ‐ No Motor4141 2020 FORD F350 4X2 REGULAR CAB UTILITF350 4X2 REGULAR CAB UTILITY BODY DIAMParks TRUCK Light Duty 20284142 2020 FORD F350 4X4 REGULAR CAB UTILITF350 4X4 REGULAR CAB UTILITY BODY DIAMStreet Maintenance TRUCK Light Duty 20285885 2020 TOYOTA SIENNA Detective Minivan Police Department VAN Police Detective 20266971 2020 FORD PURSUIT UTILITY Police Interceptor Utility Police Department HYBRID Police Patrol 20266972 2020 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 20269719 2021 FORD PURSUIT UTILITYPolice Interceptor Utility ‐ Admin PackagePolice Department HYBRID Police Detective9732 2021 FORD PURSUIT UTILITY Police Interceptor Utility Police Department HYBRID Police Patrol 20269733 2021 FORD PURSUIT UTILITY Police Interceptor Utility Police Department HYBRID Police Patrol 2026606 2022 HONDA ACCORD HONDA ACCORD HYBRID Police Department HYBRID Police Detective 20274213 2022 FORD RANGER XL PICKUP TRUCK Parks TRUCK Light Duty 20305649 2022 BMW R1250RT‐P R1250RT‐P police motor Police Department MOTORCYCLE Police Motorcycles 20265763 2022 BMW R1250RT‐P R1250RT‐P POLICE MOTOR Police Department MOTORCYCLE Police Motorcycles 20265923 2022 RAM 5500 Altec Boom ATG40 Altec Boom Street Maintenance TRUCK Medium Duty 20306375 2022 CHEVROLET Bolt EV Bolt EV Parking Enforcement Police Department ELECTRIC CAR Electric Cars 20288853 2022 FORD PURSUIT UTILITY Police Interceptor Utility ‐ Hybrid Police Department HYBRID Police Patrol 2026Page 3List Effective Date: June 15, 2024 Fleet and Equipment Inventory List 2024Town of Los GatosAppendix ATown Fleet ID Model YearManufacturer Model Description Department Type Equipment ClassificationProjected Potential Replacement Year8872 2022 FORD PURSUIT UTILITY Police Interceptor Utility ‐ Hybrid Police Department HYBRID Police Patrol 20269015 2022 FORD PURSUIT UTILITY Police Interceptor Utility ‐ Hybrid Police Department HYBRID Police Patrol 20265984 2023 CHEVROLET TAHOE CHEVROLET TAHOE PURSUIT SUV Police Department SUV Police Patrol 20266741 2023 CHEVROLET TAHOE CHEVROLET TAHOE PURSUIT SUV Police Department SUV Police Patrol 2026401 WELLS CARGO UTILITY TRAILER Police Department TRAILER Trailers ‐ No Motor701 EDCO8" Scarifier/Planer CPM8‐9HSIDEWALK GRINDER PPW General EQUIPMENT Small Equipment2057 RU2 SYSTEMS FAST 870 RADAR SPEED DISPLAY TRAILER Police Department TRAILER Trailers ‐ No Motor 20252058 RU2 SYSTEMS FAST 870 RADAR SPEED DISPLAY TRAILER Police Department TRAILER Trailers ‐ No Motor 20254226 INGERSOLL‐RAND 140AH4‐C1DEP1RX CNG STATION Vehicle Maintenance EQUIPMENT Fueling System4249 PACE AMER. CS714TA2 14 FT. BOX TRAILER (CSI) Police Department TRAILER Trailers ‐ No Motor5953 BOX TRAILER TRAILER Police Department TRAILER Trailers ‐ No Motor0DSL MISCELLANEOUS SMALL EQUIPMENT ‐ DIESPPW General EQUIPMENT Small Equipment0GAS MISCELLANEOUS SMALL EQUIPMENT ‐ GAS PPW General EQUIPMENT Small EquipmentNotes:  1.  Green coloration denotes a vehicle over 8,500 GVW whose replacement is subject to the Clean Fleet RegulationPage 4List Effective Date: June 15, 2024 COUNCIL POLICY MANUAL TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy POLICY NUMBER: 4-05 EFFECTIVE DATE: 4/6/1994 PAGES: 3 ENABLING ACTIONS: REVISED DATES: 5/26/1998 APPROVED: Mayor Linda Lubeck PURPOSE To set forth specific procedures for the acquisition and disposal of vehicle and motorized equipment used by the Town of Los Gatos. SCOPE This policy will apply to the acquisition and disposal of vehicles and equipment used by all Town Departments. POLICY When purchasing vehicles or motorized equipment or disposing of surplus vehicles and equipment, the following will apply: A. Replacement of vehicles and motorized equipment is based on an equipment replacement schedule that allows for replacement on a programmed cycle. The recommended basis is as follows: Vehicle/Equipment Type Replacement Cycle Police Patrol 3 years and/or 85,000 miles Police Undercover (used, 1 to 2 years old) 4 years and/or 75,000 miles Police Sedans (used, 1 to 2 years old) 4 years and/or 75,000 miles Motor Cycles 4 years and/or 42,000 miles Parking Vehicles 6 years and/or 75,000 miles All-Terrain Vehicle 8 years and/or 50,000 miles Police Vans 6 years and/or 85,000 miles Sedans (new) 8 years and/or 85,000 miles Small Town Service Community Stewardship Future Focus TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy PAGE: 2 of 3 POLICY NUMBER: 4-05 Vehicle/Equipment Type Replacement Cycle Sedans (used 1 to 2 years old) 6 years and/or 85,000 miles Pickups (gas) 8 years and/or 72,000 miles Pickups (diesel) 12 years and/or 100,000 miles Medium Trucks (gas) 8 years and/or 80,000 miles Medium Trucks (diesel) 12 years and/or 100,000 miles Heavy Trucks (gas) 8 years and/or 80,000 miles Heavy Trucks (diesel) 15 years and/or 100,000 miles Lawn Mowers 6 years Roadable Mowers 8 years Vans 8 years and/or 100,000 miles Sweepers 6 years and/or 65,000 miles Backhoes 10 years and/or 7,000 hours Loaders 12 years and/or 7,200 hours Graders 20 years and/or 9,000 hours Aerial Units 12 years and/or 80,000 miles Chippers 10 years and/or 5,000 hours Compressors 12 years and/or 5,000 hours Forklifts 17 years and/or 9,000 hours Rollers 15 years Trailers 10 years Sprayers 8 years Sewer Cleaners 6 years Rodders 10 years The equipment/replacement list will be used as a guideline in the replacement of vehicles and equipment. Other factors that will be used in the evaluation process include: 1. Overall conditions of vehicles and equipment 2. Repair records. 3. Vehicle efficiency and safety. 4. Service life related to extended use in other departments. B. COOPERATIVE PURCHASING PROGRAM: When purchasing vehicles and equipment, the town of Los Gatos will invite vendors (local and non-local) to submit bids. Where applicable, the Town will use the State of California Cooperative Purchasing Program. TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy PAGE: 3 of 3 POLICY NUMBER: 4-05 C. SPECIFICATIONS: The Department of Parks and Public Works will review all specifications for vehicles and motorized equipment to be purchased by the Town of Los Gatos. Specifications will be prepared based on user needs, operating costs, safety factors, life expectancy, new technology, availability, and cost. When applicable, performance standards will be included in the specification writing process. D. VEHICLE AND EQUIPMENT DISPOSAL: Disposal may take place via trade-in when vehicles or equipment are purchased. If the trade-in offer is deemed insufficient, the Town will advertise and surplus items at a minimum pre-determined price. When possible, staff will try to offer specialized vehicles, such as Police patrol cars, to agencies that need such equipment but may not be able to purchase new equipment. Prior to the disposal of vehicle or equipment, the Parks and Public Works Department will determine if reassignment to another department is warranted. E. RESPONSIBILITY: All applicable departments within the Town of Los Gatos who are assigned vehicles or motorized equipment may be involved in the procurement/disposal process. 1. Finance personnel and the Town Manager shall review the equipment replacement list annually to ensure that replacement costs for vehicles and equipment are current and in-line with long-term replacement needs. 2. Each Department is responsible for requesting vehicle or equipment replacement during the annual budget process. 3. The Parks and Public Works Department will prepare vehicle specifications for all Town Departments except the Police Department. 4. The Parks and Public Works Department will review all Town specifications for vehicles and motorized equipment. 5. Disposal or reassignment of surplus vehicles and equipment will be coordinated by the Parks and Public Works Department. APPROVED AS TO FORM: ________ /s/ Orry Korb, Town Attorney APPENDIX B Classification Maintenance Type Schedule Construction Equipment PM Type A-Visual & Safety Inspection Every 4 Months PM Type B-Oil Change Every 500 Hours of Usage or 6 Months PM Type C-Transmission Service Every 1,000 Hours of Usage or 8 Months PM Type D-Differential Service Every 2,000 Hours of Usage or 1 Year PM Type H-Hydraulic Activity Every 2,000 Hours of Usage or 1 Year Heavy Trucks PM Type A-Visual & Safety Inspection Every 90 Days PM Type B-Oil Change Every 10,000 Miles or 6 Months PM Type C-Transmission Service Every 150,000 Miles or 48 Months PM Type D-Differential Service Every 180,000 Miles or 3 Years Opacity Test Every 1 Year Light Duty PM Type A-Visual & Safety Inspection Every 7,500 Miles or 6 Months PM Type B-Oil Change Every 7,500 Miles or 6 Months PM Type C-Transmission Service Every 60,000 Miles PM Type D-Differential Service Every 100,000 Miles Medium Duty PM Type A-Visual & Safety Inspection Every 90 Days PM Type B-Oil Change Every 7,500 Miles or 6 Months PM Type C-Transmission Service Every 60,000 Miles PM Type D-Differential Service Every 100,000 Miles Opacity Test Every 1 Year Police Detective PM Type A-Visual & Safety Inspection Every 7,500 Miles or 6 Months PM Type B-Oil Change Every 7,500 Miles or 6 Months PM Type C-Transmission Service Every 60,000 Miles PM Type D-Differential Service Every 100,000 Miles Police Motorcycles PM Type A-Visual & Safety Inspection Every 6,000 Miles or 6 Months PM Type B-Oil Change Every 6,000 Miles or 1 Year Police Patrol PM Type A-Visual & Safety Inspection Every 3,000 Miles or 6 Months PM Type B-Oil Change Every 3,000 Miles or 6 Months PM Type C-Transmission Service Every 30,000 Miles PM Type D-Differential Service Every 60,000 Miles Trailers - No Motor PM Type A-Visual & Safety Inspection Every 90 Days Trailers - With Motors PM Type A-Visual & Safety Inspection Every 90 Days PM Type B-Oil Change Every 1 Year Preventative Maintenance Schedule TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy PAGE: 2 of 4 POLICY NUMBER: 4-05 Motor cCycles / UTV 46 years and/or 8542,000 miles and/or 5000 hours Parking Vehicles 6 years and/or 75,000 miles All Terrain Vehicle 8 years and/or 50,000 miles Police Vans 6 years and/or 85,000 miles Sedans (new) 8 years and/or 85,000 miles Vehicle/Equipment Type Replacement Cycle Sedans (used 1 to 2 years old) 6 years and/or 85,000 miles Passenger Vehicles 6 years and/or 85,000 milesPickups (gas) 8 years and/or 72,000 miles Trucks 12 years and/or 100,000 miles Construction Equipment 12 years and/or 100,000 miles Pickups (diesel) 12 years and/or 100,000 miles Medium Trucks (gas) 8 years and/or 80,000 miles Medium Trucks (diesel) 12 years and/or 100,000 miles Heavy Trucks (gas) 8 years and/or 80,000 miles Heavy Trucks (diesel) 15 years and/or 100,000 miles Lawn Mowers 6 years Roadable Mowers 8 years Vans 8 years and/or 100,000 miles Sweepers 6 years and/or 65,000 miles Backhoes 10 years and/or 7,000 hours Loaders 12 years and/or 7,200 hours Graders 20 years and/or 9,000 hours Aerial Units 12 years and/or 80,000 miles Chippers 10 years and/or 5,000 hours Compressors 12 years and/or 5,000 hours Forklifts 17 years and/or 9,000 hours Rollers 15 years Trailers 10 years Sprayers 8 years Sewer Cleaners 6 years Rodders 10 years The replacement cycle is equipment/replacement list will be used as a general guideline for whenin the replacement should begin to be considered. of vehicles and equipment. Other factors that will be used in the replacement evaluation process include: 1.Overall conditions of vehicles and equipment 2.Repair records. TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy PAGE: 3 of 4 POLICY NUMBER: 4-05 3.Vehicle efficiency and safety. 3.4. Lead time for vehicle procurement and fit-up 5.Service life related to extended use in other departments. 6.Funding available for replacement 4.The Director of Parks and Public Works, or their designee, shall make the final determination and recommendation about the timing of the vehicle and equipment replacement based on the overall needs of the Town and availability of funding. Preference will be given to the least expensive and most fuel-efficient vehicle that meets the requirements of the proposed use. B.COOPERATIVE PURCHASING PROGRAM: When purchasing vehicles and equipment, the Ttown of Los Gatos will invite vendors (local and non-local) to submit bids. Where applicable, the Town will use the State of California Cooperative Purchasing Program. C.PREFERENCE FOR HYBRID AND ZERO EMISSION VEHICLES C. The Town of Los Gatos is committed and reducing greenhouse gas emissions. In selecting new vehicles, preference will be given to hybrid and zero emission vehicles whenever possible. D.SPECIFICATIONS: The Department of Parks and Public Works will develop review all specifications for vehicles and motorized equipment to be purchased by the Town of Los Gatos with input from the user Department where appropriate. Specifications will be prepared based on user needs, operating costs, fuel efficiency, reduction of air emissions, regulatory requirements governing municipal fleet operations safety factors, vehicle safety and performance, life expectancy, new technology, availability, and cost. When applicable, performance standards will be included in the specification writing process. E.ADDITION OF EQUIPMENT AND VEHICLES The addition of new items to the vehicle and equipment inventory shall require Town Council approval. Such approval considers both the capital cost and operation costs associated and vehicle maintenance. Vehicles and equipment funded through grants or private donations are treated and serviced as part of the Town’s fleet and are exempt from Town funding for replacement unless directed otherwise by Council approval. 1 of 2 Draft Resolution Adoption Date ATTACHMENT 3 DRAFT RESOLUTION RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AMENDING THE TOWN VEHICLE AND EQUIPMENT ACQUISITION AND REPLACEMENT POLICY (POLICY NUMBER 4-05) WHEREAS, on April 6, 1994, the Town of Los Gatos adopted an Administrative Policy titled “Vehicle and Equipment Acquisition and Replacement Policy”; and WHEREAS, on April 18, 1994, the Policy was amended; and WHEREAS, on May 26, 1998, the Policy was revised and adopted as a Town Council Policy; and WHEREAS, the Policy is being revised to reflect changes in vehicle lifespan and modern practices regarding vehicle usage. NOW, THEREFORE, BE IT RESOLVED, by the Town Council of the Town of Los Gatos that: 1. The Town Vehicle and Equipment Acquisition and Replacement Policy attached as Exhibit A to this Resolution is hereby adopted and the previous Vehicle and Equipment Acquisition and Replacement Policy is rescinded. 2. Adoption of this updated Policy is not a project subject to CEQA because it can be seen with certainty that it will not have a significant impact on the environment. (CEQA Guidelines Section 15378.) PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 15th day of October, 2024, by the following vote: COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: _______________________________ MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA 2 of 2 Draft Resolution Adoption Date ATTACHMENT 3 ATTEST: ___________________________________ TOWN CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA EXHIBIT A TO ATTACHMENT 3 COUNCIL POLICY MANUAL TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy POLICY NUMBER: 4-05 EFFECTIVE DATE: 4/6/1994 PAGES: 3 ENABLING ACTIONS: REVISED DATES: 5/26/1998; X/X/2024 APPROVED: PURPOSE To set forth specific procedures for the acquisition and disposal of vehicle and motorized equipment used by the Town of Los Gatos. SCOPE This policy will apply to the acquisition and disposal of vehicles and equipment used by all Town Departments. POLICY When purchasing vehicles or motorized equipment or disposing of surplus vehicles and equipment, the following will apply: A. REPLACEMENT CONSIDERATIONS Replacement of vehicles and motorized equipment is based on an equipment replacement schedule that allows for replacement on a programmed cycle. The recommended basis is as follows: Vehicle/Equipment Type Replacement Cycle Marked Police Vehicles 5 years and/or 85,000 miles Unmarked Police 6 years and/or 85,000 miles Motor cycles / UTV 6 years and/or 85,000 miles and/or 5000 hours Passenger Vehicles 6 years and/or 85,000 miles Trucks 12 years and/or 100,000 miles Construction Equipment 12 years and/or 100,000 miles Small Town Service Community Stewardship Future Focus TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy PAGE: 2 of 3 POLICY NUMBER: 4-05 The replacement cycle is a general guideline for when replacement should begin to be considered. Other factors used in the replacement evaluation process include: 1. Overall condition of vehicles and equipment 2. Repair records 3. Vehicle efficiency and safety 4. Lead time for vehicle procurement and fit-up 5. Service life related to extended use in other departments 6. Funding available for replacement The Director of Parks and Public Works, or their designee, shall make the final determination and recommendation about the timing of the vehicle and equipment replacement based on the overall needs of the Town and availability of funding. Preference will be given to the least expensive and most fuel-efficient vehicle that meets the requirements of the proposed use. B. COOPERATIVE PURCHASING PROGRAM: When purchasing vehicles and equipment, the Town of Los Gatos will invite vendors (local and non-local) to submit bids. Where applicable, the Town will use the State of California Cooperative Purchasing Program. C. PREFERENCE FOR HYBRID AND ZERO EMISSION VEHICLES The Town of Los Gatos is committed and reducing greenhouse gas emissions. In selecting new vehicles, preference will be given to hybrid and zero emission vehicles whenever possible. D. SPECIFICATIONS: The Department of Parks and Public Works will develop specifications for vehicles and motorized equipment to be purchased by the Town of Los Gatos with input from the user Department where appropriate. Specifications will be prepared based on user needs, operating costs, fuel efficiency, reduction of air emissions, regulatory requirements governing municipal fleet operations, vehicle safety and performance, new technology, availability, and cost. When applicable, performance standards will be included in the specification writing process. E. ADDITION OF EQUIPMENT AND VEHICLES The addition of new items to the vehicle and equipment inventory shall require Town Council approval. Such approval considers both the capital cost and operation costs associated and vehicle maintenance. Vehicles and equipment funded through grants or TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy PAGE: 3 of 3 POLICY NUMBER: 4-05 private donations are treated and serviced as part of the Town’s fleet and are exempt from Town funding for replacement unless directed otherwise by Council approval. F. VEHICLE AND EQUIPMENT DISPOSAL: Disposal may take place by sending the item to a public auction house after removing all useful after-market accessories (e.g. mobile radios, emergency light bars). When possible, staff will try to offer specialized vehicles, such as Police patrol cars, to agencies that need such equipment but may not be able to purchase new equipment. Prior to the disposal of vehicle or equipment, the Parks and Public Works Department will determine if reassignment to another department or another use is warranted. G. RESPONSIBILITY: All applicable departments within the Town of Los Gatos who are assigned vehicles or motorized equipment may be involved in the procurement/disposal process. 1. Finance personnel and the Town Manager shall review the equipment replacement list annually to ensure that replacement costs for vehicles and equipment are current and in-line with long-term replacement needs. 2. Each Department is responsible for requesting vehicle or equipment replacement during the annual budget process. 3. The Parks and Public Works Department will prepare vehicle specifications for all Town Departments except the Police Department. Specifications for Police Patrol vehicles will be developed jointly by the Parks and Public Works Department and the Police Department. 4. The Parks and Public Works Department will review all Town specifications for vehicles and motorized equipment. 5. Disposal or reassignment of surplus vehicles and equipment will be coordinated by the Parks and Public Works Department. APPROVED AS TO FORM: ________ Gabrielle Whelan, Town Attorney