Item 2 Staff Report Accept Report on Vehicle/Equipment Maintenance and Replacement PoliciesTOWN OF LOS GATOS
CALIFORNIA
TOWN COUNCIL/PARKING AUTHORITY
STUDY SESSION
March 22, 1999
Minutes
TOWN COUNCIL/PARKING AUTHORITY
The Town Council/Parking Authority of the Town of Los Gatos met in the Council Chambers
of the Town Hall, 110 East Main Street, at 6:00 P.M., Monday, February 22, 1999, in study
session.
ATTENDANCE
Present: Mayor Jan Hutchins; Councilmembers: Randy Attaway,
Steve Blanton, Linda Lubeck and Joe Pirzynski;
Town Manager David Knapp; Town Staff: Orry Korb, Lee Bowman, Regina
Falkner, Gloria Grimes, Scott Baker, and Larry Todd.
DISCUSSION
Council discussed the following subjects which were on the agenda:
* Strategic Plan (July 1, 1998 - June 30, 2003)
* 1999-2000 Goals, Priorities and Budget
* Report on vehicle and equipment maintenance and replacement policy
* Phantom parking spaces
* Coordination and options for organizing Planning and Parks and Public Works
* Risk/Reward Tolerance
ADJOURNMENT
The meeting adjourned at 8:30 P.M.
ATTEST:
David W. Knapp
Town Manager and Deputy Town Clerk
TC:D11:MM032299.ST
MEETING DATE: 2/22/99
ITEM NO.
STUDY SESSION REPORT
DATE: February 18, 1999
TO: MAYOR AND TOWN COUNCIL
FROM: TOWN MANAGER
SUBJECT:
ACCEPT REPORT ON VEHICLE/ EQUIPMENT MAINTENANCE AND REPLACEMENT
POLICIES
RECOMMENDATION:
Accept report and provide comments as appropriate.
BACKGROUND:
This report provides information on both the Town's practices related to maintaining vehicles/equipment and the Town's
administrative policy on the acquisition and replacement of such equipment. Since motorized vehicles compose the
main part of the Town's equipment inventory, they will be the primary focus of this report. The discussion will
delineate the maintenance and repair activities that are performed in-house by Town staff and those activities which are
contracted out to the private sector. This report also covers the acquisition and replacement administrative policies
pertaining to vehicles/equipment, with a specific discussion of those policies related to Police Department vehicles.
Attachment 1 is a comprehensive listing of the Town's fleet, and it presents the items by type of equipment, date of
manufacture, department, and vehicle use.
DISCUSSION:
Vehicle/Equipment Maintenance Practices
As is the case with a variety of Town services, a combination of in-house personnel and outside contractors is used to
provide services in the most cost effective manner. This same approach is used to maintain and repair Town -owned
equipment. The Town's two equipment mechanics primarily perform preventative maintenance activities and basic
repairs that do not require highly specialized and expensive tools to perform the needed service. The following table
presents a representative sample of the types of maintenance and repair tasks performed by in-house staff on a variety
of light -duty and heavy-duty pieces of equipment.
PREPARED BY: JAMES W. PIPER, Assistant To
LARRY TODD, Police Chief
SCOTT R. BAKER, Director
Parks and Public Works
Reviewed by: Attorney Finance
Revised: 2/18/99 11:47 am
Reformatted: 10/23/95
N:IMGRUWPIVEHMTNSR
TABLE 1
MAINTENANCE TASKS REPAIR TASK INFREQUENT REPAIRS
Safety inspections
Brake inspection
Top fluids
Inspect drive belts
Inspect lights
Rotate tires
Flush cooling system
Transmission service
Replace tail lights
Repack wheel bearing
Replace front/rear brakes
Replace brake calipers
Replace wheel cylinders
Repair speedometer cables
Replace window weather stripping
Replace window guide rails
Provide emergency road services to all
departments
Replace worn hydraulic hoses
Weekly run test emergency generator
backup systems
Maintain automated fuel dispensing
system
Tire repairs
Water pump replacement
Thermostat replacement
Radiator hose replacement
Drive belt replacement
Front/rear brake replacement
Radiator replacement
Tie rod end replacement
Ball joint replacement
Front/rear shock replacement
Steering gear repairs
Diagnosis shorts electrical system
Replace damage wiring
Repair emergency light systems Police
vehicles
Replace wheel seals
Repair worn glow plugs
Replace spindle bearings
Repair vacuum controls heating/air
conditioning systems
Replace gauges, fuel, oil, and water
Replace steering columns key cylinder
Replace worn door hinges
Replace damaged mirrors
Remove/ replace transmission
Remove/ replace clutches
Remove/ replace rear transmission
seals
Replace ring gear rear differential
Repair high velocity water pumps
Repair vacuum vans sewer cleaner/
street sweepers
Remove/ replace fuel injection pumps
Remove/ replace fuel injectors
Replace manifold gaskets
Replace head gaskets
Replace valve cover gaskets
Remove/replace rear main seal
Replace pan gaskets
Replace air brake pods
Replace air brake check valves
Replace master cylinders
Replace street sweeper pickup head
drapes
Replace pickup head drag shoes
Replace damaged hydraulic lift
cylinders
Repair worn hydraulic spool valves
Repair high pressure water accumulator
valves
Replace damaged tarps dump trucks
The first item listed in Table 1 is safety inspections. The California Vehicle Code (Section 2807.2) requires that all
commercial -type trucks and trailers be inspected every 30 days regardless of mileage. These inspections are conducted
by Town staff in accordance with the maintenance schedules and guidelines prescribed by the California Vehicle Code.
The Town is required to keep maintenance and inspection records on fifteen specialized pieces of equipment that are
covered by this law. The California Highway Patrol (CHP) reviews the Town's records on an annual basis.
2
Repairs completed by outside contractors are listed in Table 2. These services generally require specialized tools,
equipment, or expertise which would not be cost effective for the Town to acquire based on the infrequent need for such
repair.
TABLE 2
Engine overhauls
Air-conditioning repairs
Body repair
Glass replacement
Mount dismount large truck tires
Turning of brake drums
Transmission overhauls
Front end alignments
Smog certification
Upholstery repair
Welding services
Computerized engine diagnostics
Three private repair facilities were surveyed recently to compare their costs versus the cost of providing these services
in-house. Table 3 below reflects the cost and time required to perform an "A" level (See Attachment 3) preventive
maintenance service on a Police vehicle. This "A" level service includes an extensive safety check to insure that an
emergency response vehicle will be safe to operate. Private repair shops base their labor rates on Motor Parts and Time
Guide manuals which allow two hours to perform this service. Reports from the Town's Equipment Management
System during a 12 month period indicate that the average time to perform these tasks by in-house personnel was 1.2
hours.
VENDOR
TABLE 3
HOURLY RATE TIME TO
REPAIR
COST
Swanson Ford
$ 79.95
2 Hours
$159.90
Anderson Chevrolet
$ 90.00
2 Hours
$180.00
Mission Valley Ford
$ 78.00
2 Hours
$156.00
Town of Los Gatos
$ 65.00
1.2 Hours
$ 78.00
(NOTE: The Town's $65.00 per hour rate includes the salary and benefits cost for the mechanic and other overhead
costs such as related supervision, management, clerical, and general support.) Clerical support for the maintenance
operations is provided by the Secretary III to the division . Thirty percent (30%) of this position is allocated for the
program. Daily functions require processing work and part orders, analyzing parts inventories, recording daily fuel
transactions, and preparing end of month reports which track all costs for maintenance services. Reports generated by
the Maintenance Division are forwarded to Finance where the charges are allocated to the appropriate departments.
Administrative responsibility for this program is under the direction of the Maintenance Superintendent. Thirty five
percent (35%)of this position is allocated to this program. Administrative duties consist of overseeing the vehicle
maintenance operating budget, supervising the mechanics, purchasing new equipment, securing grants for clean air
vehicles, and administering the compressed natural gas (CNG) fueling program.
The Town uses a computerized Equipment Management System that provides tracking and analytical capabilities for
effectively managing the vehicle maintenance program. The following list shows how the reports are used:
• Labor productivity through analysis of mechanics' time expended in shop
• Equipment cost reductions through identification of excessive cost and consumption
• Equipment cost reductions through more effective preventive maintenance practices
• Equipment cost reductions through improved warranty tracking for equipment and major components
• Management of fleet size and configuration through analysis of actual equipment usage and demand
for availability
3
The software monitors the actual usage of equipment, collects data such as the number of miles/engine hours driven,
and the days and hours used by departments. This enables staff to establish guidelines for replacing equipment based
on the actual cost of operation during a 12 month period. The system also analyzes employee performance against work
standards based on information from manufactures, municipal agencies, and private facilities. This information assists
staff in evaluating in-house costs and employee productivity.
Process for Vehicle Replacement
All Town vehicles and equipment that are purchased and maintained by the Town's Vehicle Maintenance personnel are
considered for replacement in accordance with following guideline/procedures:
The guidelines for vehicle replacement are based on a vehicle meeting predetermined age and/or mileage criteria as set
forth in Attachment 2. Additionally, vehicles scheduled for replacement are evaluated by Vehicle Maintenance
personnel before a final recommendation is made. The process evaluates the following items:
Engine
Compression
Check
Interior
Upholstery
Repairs
Fuel System
Transmission Oil Analysis
Electrical System Analysis
Emission System
External Body Repairs
Needed
Air Conditioning System
Front End Components
Once the review process has been completed, repair cost are determined and compared to the wholesale Kelly Blue
Book value of the vehicle. If repairs exceed the value of the vehicle, a recommendation is made to replace the vehicle.
Before replacing the vehicle, personnel from Fleet Management and the user department jointly review the requirements
and specifications for the vehicle. One of Fleet Management's responsibilities is to help departments select the
appropriate vehicle for the intended use. Suitability and appropriateness for the job, initial cost, projected depreciation
resale value, and maintenance/repair considerations are the primary factors in this operating review. Compatibility with
the existing fleet, fuel economy, type of fuel used, safety/repair records, and serviceability are also important factors
that are considered.
The Vehicle Maintenance Program is responsible for recommending vehicle purchases to the Town Manager. If the
Town Manager supports the recommendation, it is forwarded to the Town Council for final approval. In order to obtain
the best possible price, vehicles are purchased using the State of California purchasing program whenever possible.
Current Policy and Practice for Police Vehicle Replacement
The Los Gatos/Monte Sereno Police Department schedules the purchase of new patrol vehicles every three years. In
addition, a three year extended warranty is purchased. Generally, the vehicles are purchased through the California State
bid or other dealerships that have agreed to honor the State bid. Funds are included in the Equipment Replacement Fund
each year. Experience has shown that patrol car performance and maintenance costs are acceptable during this period,
but decline in serviceability if used on patrol for a longer period. Upon replacement, the best one-half of the fleet (six
vehicles) is retained for use as CSO and VIP vehicles. The other half of the fleet is sold at auction, and the revenue
deposited into the Equipment Replacement Fund. This process ensures that vehicle replacement costs are fully funded
at the end of this three year cycle.
This "trickle -down" process was established in order to provide vehicles for the CSO and VIP programs without the need
to purchase additional cars. The CSO Intern and VIP programs were implemented to reduce the need for additional
Police Officers, to create a recruitment pool of college graduates for future Police Officer openings, and to develop a
stronger police/community partnership. While both of these programs provide highly desirable services to the
community, they are not without costs. Without the six vehicles currently assigned to the programs (3 CSO and 3 VIP),
the Department would be unable to continue many aspects of these programs and additional Police Officers would be
required to maintain the same level of service currently provided to the community.
4
Unmarked cars are purchased used with approximately 20,000 miles, generally from rental car companies. These
vehicles usually come with the remainder of a three-year or 36,000 mile warranty, and no extended warranty is available.
They are scheduled for replacement every 4 years or 75,000 miles, whichever occurs first. These cars are not currently
recycled into the CSO or VIP programs, however, this is option is discussed later. Even though an unmarked vehicle
may be scheduled for replacement, extended use is considered on a year -by -year basis after evaluation by maintenance
personnel. Taken into account are the engine, transmission, brake system, safety equipment, and interior and exterior
condition of the car. If, in the joint opinion of the Parks and Public Works Department and the Police Department, the
car can be kept for another year, replacement is deferred. Those cars that are replaced are sold at auction, and the revenue
is deposited into the Equipment Replacement Fund in the same manner as patrol vehicles.
Patrol Car Use
Except for the emergency equipment, police patrol cars are the same as cars available to the public. Each car purchased
for patrol use comes equipped with the same standard safety equipment available to anyone purchasing that particular
make and model car. The cars are equipped with heavy duty hoses, belts, brakes, etc., which are available to the public
if requested. Manufacturers' warranties purchased for police cars are exactly the same as those available to any customer,
with all the same limitations.
Police patrol cars, however, are subject to considerably more stress than cars belonging to the average motorist. Most
patrol cars are operated around the clock, as different shifts of officers use them. Unlike many vehicles in our commuter
society, police patrol cars have fewer freeway miles, and many stop and go surface street miles, due to the nature of
municipal patrol service. Because of enforcement stops, traffic control assignments, and other calls -for -service responses,
police patrol cars are often subject to longer periods of engine idle time than those belonging to most motorists. Police
patrol cars are subject to wide variations of speed and driving, sometimes initiated from "cold starts." The interiors of
patrol cars are subject to combative prisoners who kick at doors and windows, vomit on floors and seats, and who try
to damage both the interiors and exteriors of the cars. In addition, police patrol cars are virtually never kept in a garage,
but are exposed to all elements of the weather, every day of the year. After three years of such use and abuse, police
patrol cars have accumulated many more "hard" miles and hours of engine use than the average car.
The Police Department has found that after three years of such hard use, the reliability and safety of the patrol cars
become a concern. The very nature of public safety emergency response requires vehicles that consistently perform as
needed. Neither the police officers, nor the members of the community, are well served in times of emergency or danger
if a police officer cannot respond to a call for help in an expeditious and safe manner.
Unmarked Car Use
Like their patrol counterparts, unmarked police cars are subject to harsher conditions of use than privately -owned cars.
While not in service to the same degree as that of the marked patrol cars, unmarked cars are frequently used by patrol
officers, especially in directed patrol or special enforcement projects. Unmarked cars are used in stake -outs, moving
surveillance, and at times driven under emergency situations with red lights and siren. Like marked patrol cars, unmarked
cars are used to transport prisoners, evidence, and equipment. They are subject to the same abuses by combative prisoners
and are exposed to all elements of the weather. The same concerns about performance and safety of patrol cars also exist
for unmarked cars.
Other Agency Practices
Staff contacted other area cities to determine their police vehicle replacement practices. It was found that Los Gatos was
consistent with the other cities. All purchased their patrol cars new, rather than used. The top mileage allowed by any
is 85,000. Three of the city policies had a four year use cap, but each indicated that in practice the mileage cap was
reached sooner and that the patrol vehicles were generally replaced after three years.
In the case of unmarked cars, only two cities kept their unmarked cars for over fours years. In both cases, the cars were
purchased new, and mechanics would evaluate the cars on a year -by -year basis up to a maximum of eight years. All other
cities, whether the unmarked cars are purchased new or used, limit the use to 85,000 miles or four years, whichever
occurs first.
5
The following table shows the police vehicle replacement policies of other cities:
Agency
Patrol Vehicle'
Unmarked Vehicle (New/Used)
Campbell Police
75K or 3 yrs
8 yrs' New
Gilroy Police
85K or 4 yrs
85K or 4 yrs Both
Livermore Police
85K or 4 yrs
85K or 4 yrs Both
Los Gatos Police
85K or 3 yrs'
75K or 4 yrs4 Used
Milpitas Police
65K
75K5 New
Oakland Police
3 yrs
5 yrs' New
Palo Alto Police
85K or 4 yrs
50K or 4 yrs Used
Santa Clara Police
70K
70K New
Sunnyvale Police
85K or 4 yrs
85K or 4 yrs Used
Comments:
' All patrol vehicles are purchased new
2 Replaced sooner on mechanics' recommendation
3 One-half of fleet extended for 3 additional years as CSO/VIP cars
" Vehicles may be used by other departments after replacement
'Vehicle replacement included in MOU
Police Vehicle Replacement Options
Patrol Cars:
•
Maintain the current policy and practice of purchasing new patrol cars with extended 3 year warranties
and scheduling them for replacement after 3 years of use or 85,000 miles. Extend the best six (6)
vehicles for an additional 3 years for non -emergency use by CSO's and VIP's.
• Purchase new patrol cars with extended 3 year warranties and replace after 3 years of use, but do not
rotate them to CSO and VIP use.
• Adopt an alternative mileage/years of use policy for patrol cars.
Unmarked Cars:
• Maintain the current policy of buying used cars and replacing after 4 years or 75,000 miles.
•
Purchase new vehicles with extended 3 year warranties and use as unmarked cars for 4 years, rotate
the vehicle for an additional 4 years for non -emergency use by CSO's and VIP's. (This option would
require that 6 of the best patrol cars from our current fleet be extended for use by the CSO's and VIP's
until the rotation of the unmarked cars is completed. The transition to this option would take four
years, but would not require the purchase of any additional vehicles to maintain the CSO and VIP
programs.)
• Adopt an alternative mileage/years of use policy for unmarked cars.
6
ENVIRONMENTAL ASSESSMENTS:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
None at this time. If a modification to existing polices and practices is to be considered, a fiscal impact can be prepared
based upon those suggested modifications.
ATTACHMENTS:
Attachment 1:
Attachment 2:
Attachment 3:
Fleet and Equipment Inventory/Useage List
Administrative Policy for Town Vehicle and Equipment Acquisition and Replacement
Level "A" Preventative Maintenance Service
7
EQUIPMENT DATE DEPT
MANF
FLEET INVENTORY / USAGE
February 11,1999
Sorted by Equipment
USAGE
Aerial unit
1991
Parks-
PPW
Used by tree crew to access trees taller than 10'. Also used by public works
and parks to repair street and park lights. Used by public works to change
banners throughout the Town.
Air blower
1969
Sewer-
PPW
This unit circulates air and removes toxic gases in sewer manholes, thus
enabling crews to work in confined spaces.
ATV (4)
1987
Police
Used for patrol of parks & trails, police response to remote areas and by
DART Team search and rescue incidents, disaster incidents, first aid and
traffic control at major Town functions.
Bronco
1987
Inspect-
Vehicle assigned to a full time Building Inspector.
Bldg
Bronco
1987
Inspect-
Vehicle assigned to a half time Building Inspector, and Non Point Sewer
Bldg
Inspector.
Bronco
1987
Inspect-
PPW
Vehicle assigned to a full time Engineering Inspector is used to inspect all
improvements in the public right of way. In addition the vehicle helps
personnel in emergency responses to natural disasters on an as needed basis.
Bronco
1988
Inspect-
PPW
Vehicle assigned to a Chief Engineering Inspector used to inspect all
improvements in the public right of way. In addition the vehicle helps
personnel in emergency responses to natural disasters on an as needed basis.
Chain Saws
1985
Parks-
PPW
Chainsaws are used by the tree trimmers to prune branches, remove trees,
and cleanup downed trees. Also used by Parks and Public Works in storm
situations to assist tree crew.
Changer,
Phoenix
1984
Vehicle
Maint-
Tire changer assists in removing and replaceing tires on all small and light
equipment.
PPW
Chipper
1984
Parks-
Chipper is pulled by the Aerial unit to chip branches.
PPW
Chipper
1985
Parks-
Chipper is pulled by the Chip Truck to chip branches.
PPW
Compactor,
Sewer
1985
Sewer-
PPW
Gas powered, this unit compacts soil around sewer and storm pipes.
Compactor, Gr
1995
Public
Compactor helps crews in proper placement of asphalt and sub base
Pounder
Works-
materials during road and sidewalk replacement projects.
PPW
Compressor,
Shop
1978
Vehicle
Maint-
Compressor supplies air to vehicle lifts and hand tools.
PPW
ATTACHMENT 1
FLEET INVENTORY / USAGE
February 11,1999
Sorted by Equipment
EQUIPMENT DATE DEPT USAGE
MANF
Compressor,
Fuel Island
Compressor,
CNG
1980
1994
Compressor
Concretemix 1982
Emulsion Unit 1985
Forklift 1986
Forklift 1975
Generator, 1985
Homelite
Generator 1985
Generator 1997
Generator, 1991
Multiquip
Generator, 1987
Flatbed
Generator 1996
Hydraulic
Hammer
1988
Vehicle
Maint-
PPW
Vehicle
Maint-
PPW
Public
Works-
PPW
Public
Works-
PPW
Public
Works-
PPW
Parks-
PPW
Public
Works-
PPW
Public
Works-
PPW
Police
Sewer-
PPW
Public
Works-
PPW
Bldg
Maint-
PPW
Bldg
Maint-
PPW
Public
Works-
PPW
Compressor supplies air to fuel island to fill vehicle and equipment tires.
The dual hose natural gas compressor enables CNG vehicles to slow fill
overnight.
Supply air to Pavement Breakers on sidewalk and pavement repairs and to
Air Wand used to remove debris from cracks during crack sealing
operations
Portable concrete mixer blends cement, sand, and water in the field when
replacing damaged / uplifted sidewalks.
Applying Asphalt Emulsions (oil) to areas of pavement being repaired
Used to unload delivery trucks, load materials onto trucks, change flags on
light poles and move material around the Service Center.
Forklift is used to lift heavy objects. Equipment helps personnel install
American flags / banners on street light poles.
Small generator supplies electrical power to equipment and light during
field operations. Acts as a backup power source during emergency
situations.
Generator is used for incidents where generator power is the only power
source available at disasters, crime scenes and search and rescue.
Small generator supplies power to equipment and light during field
operations.
Portable generator supplies electrical power to equipment and serves as a
backup power source to the Service Center phone system during power
outages.
Towable generator functions as backup to the Civic Center complex system.
This unit also operates as a power source for the Police department's annual
Halloween function.
Generator provides emergency power to the Civic Center complex.
This piece of equipment breaks damaged sections of sidewalk / curb gutter
before the removal process.
2
EQUIPMENT DATE DEPT
MANF
FLEET INVENTORY / USAGE
February 11,1999
Sorted by Equipment
USAGE
Loader Scraper
1997
Parks-
Loader is used by Parks for grading, loading debris, fertilizing, and aerating.
PPW
Public works uses it for asphalt digouts and road repair.
Loader, Skid
1989
Public
This small loader is used during the sidewalk removal process. Because of
Steer
Works-
PPW
its reduced size, this unit is workable in creeks, parks / playgrounds, and the
creek trail system.
Loader/
1987
Public
Primary function of this machine is removing sections of damaged roadway
Backhoe
Works-
PPW
during paving operations, and trenching for sewer main repairs. Also
functions as an emergency piece of equipment during inclement weather
removing debris from clogged storm pipe inlets.
Loader
1981
Public
Works-
PPW
Machine loads materials into trucks and dump bins. Functions as an
emergency piece of equipment removing large amounts of mud and trees
during inclement weather.
Lube
Equipment
1982
Vehicle
Maint-
PPW
Fixed equipment located in the vehicle shop provides grease, oil,
transmission fluid, and water, thus allowing mechanics to dispense fluids
directly to vehicles.
Motorcycle
1996
Police
Traffic enforcement, accident investigation, emergency response and calls
for service as assigned.
Motorgrader
1972
Pubic
Works-
PPW
The motorgrader has been removed from the equipment replacement
schedule. Functions of this unit is to grade roadsides in the hill side zones
and equestrian horse trails.
Mower, 220
1990
Parks-
Used to mow Civic Center, Town Plaza, Hillbrook Entrance, Howes
PPW
Playlot, Ross Creek Park, Los Gatos Blvd., Oak Hill Playlot, Town
Museum, and Pageant grounds. This mower has a vacuum system that picks
up lawn cuttings.
Mower 36"
1986
Parks-
PPW
Backup for Mower 220. Also used to mow weeds in areas other mowers
cannot access.
Mower, 72"
1986
Parks-
PPW
Backup for the 580D mower. Also used to mow weeds at lighting and
landscaping District, Kennedy Meadows.
Mower, 580D
1993
Parks-
Used to mow larger parks and athletic fields. Approximately 48.5 acres.
PPW
Paving Box
1994
Public
Used to repair more than 100 miles of roadway annually.
Works-
PPW
Portable Gas
1968
Sewer-
Equipment is operated in hilly areas not accessible to electric power.
Rodder
PPW
Pump, Trash 2"
1968
Sewer-
Pumps water from areas inundated during floods and/or sewage backups.
PPW
3
EQUIPMENT DATE DEPT
MANF
FLEET INVENTORY / USAGE
February 11,1999
Sorted by Equipment
USAGE
Pump
1979
Public
Works-
Small pump removes excess water from plugged catch basins and sumps
during inclement weather.
PPW
Rodder,
Spartan
1998
Sewer-
PPW
Rodder "portable" dislodges sewer backups in homeowner lateral lines.
Rodder, Sewer
1984
Sewer-
PPW
Rodder eliminates roots, grease in sewer waste lines. This equipment is
towable and is able to reach areas not accessible to other equipment.
Roller,
Vibratory
1995
Public
Works -
Equipment is used to finish pave street sections during paving operations.
Tandem
PPW
Saw
1989
Public
Mechanical saw used to cut concrete and asphalt for removal.
Works-
PPW
Sedan, Geo
1994
Police
Parking enforcement, traffic control and other duties as assigned.
Metro (2)
Sedan, Station
1992
Inspect-
Assigned to Building Inspectors and used to transport staff to seminars and
Wagon
Bldg
/ or training classes.
Sedan,
Chevrolet
Caprice (12)
1995
Police
Patrol duties, traffic enforcement, calls for service and emergency response.
Suspect apprehension and transportation to jail. Court appearances and
meetings as required.
Sedan, Pontiac
1997
Police
Transportation for Chief of Police to various meetings in Town and
throughout the State. Transportation for Chief to respond to critical
incidents in Town at all times of the day or night.
Sedan, Gran
Prix
1996
Police
Transportation for the Detective Bureau Sergeant including, crime scene
response day and night and ongoing investigations.
Sedan, Caprice
1995
Police
Traffic Sergeant's transportation to meetings and to conduct follow-up
investigations. Traffic enforcement and patrol as required to supplement
patrol.
Sedan, Corsica
(2)
1995
Police
Transportation for the Detective Bureau including, crime scene response
day and night, ongoing investigations, suspect and witness interviews at
crime scenes and at various jails.
Sedan, LTDCV
(3)
1991
Police
Transportation for CSO's to incident scenes for report taking and incident
scene investigations. Traffic control, parking control, vehicle abatement
and other duties as assigned. Transportation for VIP's for VIP patrol,
traffic control, parking enforcement and other duties as assigned.
Sedan, Mercury
Sable
1991
Police
Transportation for Personnel and Training Sergeant and other personnel as
required, to attend meetings, conduct personal history backgrounds and
other duties as assigned.
4
EQUIPMENT DATE DEPT
MANF
FLEET INVENTORY / USAGE
February 11,1999
Sorted by Equipment
USAGE
Sedan, Lumina
(2)
1997
Police
Transportation for Police Captain to various meetings in Town and
throughout the State. Transportation for Captain to respond to critical
incidents in Town at all times of the day or night.
Sedan
1988
Parks-
PPW
Will be used for Department of Corrections crew when additional crew is
started. Also used as a pool car.
Sewer Cleaner
1994
Sewer-
PPW
The sewer cleaner funded through the West Valley Sanitation District cleans
and removes debris from sanitary sewers, catch basins, storm drains, and
pump stations.
Sewer Cleaner,
Electric
1984
Sewer-
PPW
Cleaner serves as backup to the portable rodder.
Shop Press
1984
Vehicle
Used to remove and replace bearing in large equipment.
Maint-
PPW
Sprayer, 300
1982
Parks-
Used by the Tree Crew for watering trees. Public Works uses Sprayer for
Gal.
PPW
operating equipment requiring water, i.e. concrete saw cutter.
Sprayer, 200
1994
Parks-
Used to dispense pesticides by the Parks and Public Works Department.
Gal.
PPW
Striper, Hand
1988
Public
Works-
Portable stripper used to repaint parking stalls, pavement messages, and
park playground equipment.
PPW
Stumpgrinder
1979
Parks-
PPW
Smaller stumpgrinder used to remove stumps that the larger stumpgrinder
is unable to access.
Stumpgrinder
1985
Parks-
Used to grind stumps of trees that are removed.
PPW
Surface
1993
Public
Milling raised sections of sidewalks (tripping hazards), and removing
Machine
Works-
pavement messages.
PPW
Sweeper
1993
Parking
Lot-
The parking lot machine sweeps upper and lower levels of all municipal
parking lots and bike trails.
PPW
Sweeper
1997
Maint-
PPW
Street sweeper funded through Non Point Source Program sweeps 9,600
curb miles of roadway in the commercial, residential, and rural areas
annually.
Tar Pot, Airoil
1990
Public
Works-
Used to applying crack and joint sealant to pavement cracks to prevent
water from getting into the base of the roadway.
PPW
-5
FLEET INVENTORY / USAGE
February 11,1999
Sorted by Equipment
EQUIPMENT DATE DEPT
MANF
USAGE
Tiltrailer
1982
Public
Works-
Tiltbed trailer transports large equipment to job locations, offsite repair
facilities, and is suitable to carry large objects to various locations.
PPW
Trailer, Radar
1982
Police
Trailer is equipped with an on -board computer that measures the # of
vehicles and vehicle speeds. The speed and vehicle count data is then used
to determine when and where traffic enforcement resources will dedicated
to reduce the # of hazardous violations and accidents that occur as a result
of the hazardous violations. Also, the trailer acts as a public relations speed
advisory to show motorist the speed limit and the speed that they are
traveling.
Trailer,
Magline Hydr
1984
Parks-
PPW
Trailer used by Park Maintenance Workers to transport equipment and
debris.
Trailer,
Concrete Saw
1989
Public
Works-
Small trailer transports the concrete saw and surface grinder.
PPW
Trailer,
w/Welder
1976
Parks-
PPW
Portable welder used to fabricate and weld in the parks and other facilities
where needed.
Trailer, Tiltbed
1980
Parks-
PPW
Used to transport mowers to parks, athletic fields and Town owned
buildings.
Trailer
1984
Parks-
Trailer used by Park Maintenance Workers to transport equipment and
Magline, Hydr
PPW
debris.
Trailer
1989
Public
Works-
Trailer transports lawn mowers to parks sites. In addition, the unit
transports the vibratory tandem roller to job sites.
PPW
Trailer,
Mounted Arrow
1987
Public
Works-
Arrow board helps maintenance operations to delineate traffic during
maintenance repair projects. In addition, the system provides early warning
Board
PPW
to motorist of road closures, and/or detours during special events.
Truck, Pickup
1984
Parks-
Used by Park Maintenance Worker II to maintain La Rinconada Park, Live
3/4Ton
PPW
Oak Manor, Oak Hill Playlot, the Los Gatos Creek Trail and various median
islands.
Truck, Pickup
Bi-Fuel'*
1998
Parks-
PPW
Used by Park Maintenance Worker II to maintain Blossom Hill Park,
Belgatos Park, Howes Park, Ross Creek Park and several median islands in
park areas.
Truck, Pickup *
1998
Parks-
Used by Parks Maintenance Supervisor.
1/2Ton Bi-Fuel
PPW
1 All asterisks indicate VTA Grant Funded
-6
FLEET INVENTORY / USAGE
February 11,1999
Sorted by Equipment
EQUIPMENT DATE DEPT
MANF
USAGE
Truck, Pickup
1/2Ton
Truck, Pickup
3/4Ton
Truck, Pickup
3/4Ton
Truck, Pickup
3/4Ton
Truck, Pickup
3/4Ton
Truck, Pickup
3/4Ton
Truck, Pickup
3/4Ton
Truck, Pickup
3/4Ton
Truck, Pickup
3/4Ton
Truck, Flatbed
F350
Truck, Flatbed
1Ton
Truck, Flatbed
1Ton
Truck, Pickup
3/4Ton
1985
1977
1987
1988
1984
1992
1987
1986
1985
1995
1986
1988
1989
Bldg
Maint -
PPW
Vehicle
Maint-
PPW
Parks-
PPW
Parks-
PPW
Parks-
PPW
Public
Works-
PPW
Parks-
PPW
Parks-
PPW
Parks-
PPW
Sewer-
PPW
Public
Works-
PPW
Public
Works-
PPW
Public
W orks-
PPW
Used to transport various supplies to the Civic Center complex. In addition,
provides transportation for the Facility Coordinator to purchase replacement
parts related to existing facilities.
Assigned to the vehicle maintenance program, allowing mechanics to
service and repair vehicles / equipment in the field. This process allows
field operations to continue without major disruption to operations.
Used by Parks Maintenance Worker III to maintain athletic fields at
Blossom Hill School, Fischer School and Van Meter School. Also used in
all parks for irrigation repair, welding, plumbing repairs, construction
projects, fabrication etc.
Used by Park Maintenance Worker III to maintain Bachman Park, Los
Gatos Blvd. median islands, Saratoga median islands, Worcester Park and
parking lots. Also used in all parks for irrigation repair, planting projects,
plumbing repairs, construction projects, fabrication etc.
Used during the week by temporary employee that maintains Oak Meadow
Park. Used on weekends by temporary employee to assist with Department
of Correction crews.
Used in inspecting and evaluating field maintenance problems, transporting
small equipment and tools, and storm emergencies.
Used for tree removal inspections, pulling stump grinder and 300 gallon
sprayer. Also used by Parks temporary employees on weekends and public
works.
Used by Maintenance Worker II to pull tilt -bed trailer for transporting
movers to parks, athletic fields and Town buildings with lawn.
Used by Parks Maintenance Worker II to maintain Civic Center, Recreation
Center and Neighborhood Center grounds, Town Plaza, Town museums and
parking lots.
Utility vehicle funded through the West Valley Sanitation District supports
sewer maintenance operations and carries a variety of small equipment.
Pavement and sidewalk repairs, pot hole patching, storm emergencies and
cleanup, storm sewer maintenance, special events, transporting small
equipment and tools, and park maintenance operations.
Pavement and sidewalk repairs, pot hole patching, storm emergencies and
cleanup, storm sewer maintenance, special events, transporting small
equipment and tools, and park maintenance operations.
Used to repair, replace and install traffic signs, transport small equipment
and tools, and in storm emergencies.
7
FLEET INVENTORY / USAGE
February 11,1999
Sorted by Equipment
EQUIPMENT DATE DEPT
MANF
USAGE
Truck, Dump
Truck, Stencil
Truck, CNG *
Truck, Sonoma
Pickup*
Truck, Dump
Truck, Chip
Truck, Pickup
Truck, Flatbed
1Ton
Utility Vehicle
Van
Van, Delivery
Van, Astro
Washer, Hot
Pressure
1995
1985
1997
1997
Public
Works-
PPW
Public
Works-
PPW
Parks-
PPW
Police
1986 Public
Works-
PPW
1985 Parks-
PPW
1992 Parks-
PPW
1984 Public
Works-
PPW
1979 Police
1999 Parks-
PPW
1991 Police
1988 Police
1987
Vehicle
Maint-
PPW
Used in pavement and sidewalk repairs, hauling materials, transporting
equipment, storm emergencies and cleanup, tree removals, and park
operations.
Used in painting curbs and pavement messages (stop, cross walks, slow
school xing, etc.)
Used for maintenance by the Parks Maintenance Worker IV to supervise
other part maintenance workers and perform park maintenance operations.
Transportation for the Detective Bureau including, crime scene response
day and night, ongoing investigations, suspect and witness interviews at
crime scenes and at various jails. Undercover operations including
narcotics investigations and high risk warrant entries and arrests of high
profile suspects.
Used in pavement and sidewalk repairs, pot hole patching, crack sealing,
storm emergencies and cleanup, storm sewer maintenance, special events,
transporting small and medium size equipment and tools, and park
maintenance operations.
Used to pull the chipper and transport chips.
Truck is shared by two Park Service Officers to complete patrol and
maintenance. It is operated 7 days per week.
Pavement and sidewalk repairs, pot hole patching, crack sealing, storm
emergencies and cleanup, storm sewer maintenance, special events,
transporting small equipment and tools, and park maintenance operations.
Used for storage and transportation of disaster response and search and
rescue equipment.
Used for transportation of the county crew volunteers on the weekend by
Parks personnel. Used by other departments for seminars and ride alongs.
Mobile command post for critical incidents, special events, disaster
response and for use by DART at search and rescue and other responses.
Transportation for Crime Prevention Bureau to crime prevention meetings
including, neighborhood watch, business watch, senior safety, etc.
Transportation for all bureaus of the police department including, range
master for range training, records for transportation of supplies and records
documents, and specialized units to high risk warrant services high risk
arrest situations and evidence transportation.
Used to steam clean vehicle engines, and transmissions required under
requirements established under the California Highway Patrol inspection
program.
8
FLEET INVENTORY / USAGE
February 11, 1999
Sorted by Equipment
n:lshare\fleetinv
-9
ADMINISTRATIVE MANUAL
TOWN OF LOS GATOS
Subject: Town Vehicle and Equipment Page: 1 of 4 Section Number:
Acquisition and Replacement
Policy
Approved:
Effective Date: 4/6/94 Revised Date: 5/26/98
Note: Town Council Accepted Report on Amended Policy at Meeting of 4/18/94 as Item No. 6
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
Police Patrol
Police Undercover,
(used, 1 to 2 yrs. old)
Police Sedans
(used, 1 to 2 yrs. old)
Motor Cycles
Parking Vehicles
All Terrain Vehicle
Police Vans
Sedans (new)
Replacement Cycle
3 yrs. and/or 85,000 mi.
4 yrs. and/or 75,000 mi.
4 yrs. and/or 75,000 mi.
4 yrs. and/or 42,000 mi.
6 yrs. and/or 75,000 mi.
8 yrs. and/or 50,000 mi.
6 yrs. and/or 85,000 mi.
8 yrs. and/or 85,000 mi.
AIIACHMFNT 2.
Vehicle/Equipment Type
Sedans (used 1 to 2 yrs. old)
Pickups (gas)
Pickups (diesel)
Medium Trucks (gas)
Medium Trucks (diesel)
Heavy Trucks (gas)
Heavy Trucks (diesel)
Lawn Mowers
Roadable Mowers
Vans
Sweepers
Backhoes
Loaders
Graders
Aerial Units
Chippers
Compressors
Forklifts
Rollers
Trailers
Sprayers
Sewer Cleaners
Rodders
Replacement Cycle
6 yrs. and/or 85,000 mi.
8 yrs. and/or 72,000 mi.
12 yrs. and/or 100,000 mi.
8 yrs. and/or 80,000 mi.
12 yrs. and/or 100,000 mi.
8 yrs. and/or 80,000 mi.
15 yrs. and/or 100,000 mi.
6 yrs.
8 yrs.
8 yrs. and/or 100,000 mi.
6 yrs. and/or 65,000 mi.
10 yrs. and/or 7,000 hrs.
12 yrs. and/or 7,200 hrs.
20 yrs. and/or 9,000 hrs.
12 yrs. and/or 80,000 mi.
10 yrs. and/or 5,000 hrs.
12 yrs. and/or 5,000 hrs.
17 yrs. and/or 9,000 hrs.
15 yrs.
10 yrs.
8 yrs.
6 yrs.
10 yrs.
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. OveralI 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.
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: e-Lm
wn Attorney
N:IFINANCEIBUDGETIPP W VEH
E M S/ P C for Town of Los Gatos
Report Date: 02/17/99
Class PM Tasks Page 1
Class 1000 Description SEDAN, PATROL, V-8
Task Description A B C D B F G H I J K L M N O P Q R S T U V W X Y Z
100 CHECK AND TOP OFF FLUID LEVELS Y Y Y
101 CHECK BELTS Y Y Y
102 CHECK HOSES Y Y Y
103 CHECK AIR FILTER (REPLACE IF NEEDED) Y Y Y
104 CHECK ALL LIGHTS Y Y Y
105 VISUAL INSPECTION Y Y Y
106 REPLACE OIL FILTER Y Y Y
107 CHANGE OIL Y Y Y
108 SAFETY INSPECTION Y Y Y
109 BATTERY - INSPECT & FILL Y Y Y
110 CHECK AIR PRESSURE Y Y Y
111 TIRES - ROTATE Y Y Y
112 BRAKES - INSPECT Y Y Y
115 CHECK FOR LOOSE LUG NUTS Y Y Y
116 ROAD TEST VEHICLE Y Y Y
117 CHANGE & FLUSH COOLANT Y
118 TRANSMISSION -DRAIN FLUID Y
119 TRANSMISSION -ADJUST BANDS Y
120 TRANSMISSION -CHANGE FILTER Y
121 TRANSMISSION -DRAIN TORQUE CONVERTER Y
122 TRANSMISSION -CLEAN PAN Y
123 CNG - CHECK DESSICENT FILTER Y
124 CNG - CHANGE FUEL PILTER Y
ATTACHMENT 3