Staff Report
PREPARED BY: STEVE REGAN
Parks and Public Works Superintendent
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 09/04/2018
ITEM NO: 3
DATE: AUGUST 23, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE THREE VEHICLES FROM
DOWNTOWN FORD SALES IN AN AMOUNT NOT TO EXCEED $107,881
RECOMMENDATION:
Authorize the Town Manager to purchase three vehicles from Downtown Ford Sales in an
amount not to exceed $107,881 (Attachment 1).
BACKGROUND:
As part of the Fiscal Year 2018/19 Operating Budget, the Equipment Replacement Fund was
approved, providing funds for replacement of high mileage or older vehicles that have reached
their replacement criteria or do not meet federal regulations for emissions.
The Town Vehicle and Equipment Acquisition and Replacement Policy (Attachment 2)
determines which assets should be replaced by evaluating predetermined age and/or mileage
criteria.
Fleet vehicle replacement purchases are reviewed annually through the Operating Budget and
approved as part of the budget process.
There is a total of three assets scheduled to be replaced in the Police and Parks and Public
Works Departments. Two vehicles are assigned to the Detective Bureau, a 2010 sedan with
87,000 miles and a 2011 Ford Ranger pickup with 96,000 miles. One vehicle is assigned to the
Parks and Parks and Public Works Department, a 1999 Ford E-350 15-passenger van with
PAGE 2 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE THREE VEHICLES FROM
DOWNTOWN FORD SALES IN AN AMOUNT NOT TO EXCEED $107,881
AUGUST 23, 2018
S:\COUNCIL REPORTS\2018\9-4-18\03 Downtown Ford purchase\03 Staff Report FINAL.docx 8/30/2018 11:36 AM
BACKGROUND (cont’d):
89,000 miles. All the vehicles exceed the Equipment Replacement schedule based on miles and
years of service and the identifying criteria for replacement, which is four years and/or 75,000 miles.
DISCUSSION:
The Police Department has requested a change in platform from the current vehicle styles to
two Ford F-150 pickups to be utilized in the Detective Bureau for both the detective operations
and the Santa Clara County Specialized Enforcement Team Task Force (SCCSET) program . The
Detective Bureau participates in the SCCSET program, which is a part of a regionalized County
task force investigating crimes including drug violations, prostitution , vice operations, gangs,
fugitive apprehension, and weapons violations. As a part of this assignment, the detective s
assigned to the SCCSET work in an under-cover or covert capacity, with an emphasis on high-
level drug trafficking and major crimes support to local municipal law enforcement agencies.
Police agencies throughout the country have incorporated the use of pickups into patrol and
detective operations because it is commonly seen and not immediately recognized as a police
vehicle in the same manner as a Ford Taurus or Explorer. Pickups also allow for greater
flexibility to transport tactical equipment to a crime scene during major events and provide an
area behind the driver’s seat to incorporate a lockable storage vault to secure weapons when
not in use.
The Parks and Public Works Department currently operates a 1999 Ford E-350 van which is
used to transport the Santa Clara County Work Furlough Program participants. The Weekend
Work Program (WWP) is an alternative program for jail sentences and provides a valuable
service to the community by essentially providing hundreds of free hours to the Town with
participants performing maintenance tasks in parks and streets working alongside of full-time
staff.
The Ford E-350 was evaluated by the Parks and Public Works Department by reviewing the
maintenance records and performing an in-depth inspection of the vehicle. During the vehicle
inspection it was discovered that the transmission needs replacement. The estimated cost to
perform repairs in-house and parts exceed the Kelly Blue Book value of $4,100. Staff is
recommending replacement to avoid costly repairs and to maximize the resale value. By
replacing the vehicle now, it will ensure reliable vehicles for staff and continue to meet the
needs of the community and the Department.
PAGE 3 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE THREE VEHICLES FROM
DOWNTOWN FORD SALES IN AN AMOUNT NOT TO EXCEED $107,881
AUGUST 23, 2018
S:\COUNCIL REPORTS\2018\9-4-18\03 Downtown Ford purchase\03 Staff Report FINAL.docx 8/30/2018 11:36 AM
DISCUSSION (cont’d):
In accordance with the Town’s Purchasing Policy, Section 7c (Cooperative Purchasing), this
purchase is based on a formal bid process completed by the State of California Department of
General Services, which allows for other municipalities to purchase vehicles using their formal
bid proposal documents (Attachment 3).
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to purchase three
replacement vehicles from Downtown Ford Sales in an amount not to exceed $107,881
(Attachment 1).
ALTERNATIVE:
Alternatively, the Town Council could direct staff to delay replacement of the vehicles. Staff
does not recommend this alternative because the current vehicles have reached the end of
their useful life.
FISCAL IMPACT:
The Town’s Equipment Replacement Fund provides advance planning for vehicle replacement,
allowing the Town to set aside a portion of each vehicles replacement need each year. Funding
for these vehicles has been appropriated from the fund in the current fiscal year budget.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Quotes.
2. Town Vehicle and Equipment Acquisition and Replacement Policy.
3. State of CA Department of General Services Standard Agreement.