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 ● 406-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 11/20/2018
ITEM NO: 5
DATE: NOVEMBER 15, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE ONE VEHICLE FROM
NATIONAL AUTO FLEET GROUP IN AN AMOUNT NOT TO EXCEED $55,744.
RECOMMENDATION:
Authorize the Town Manager to purchase one vehicle from National Auto Fleet Group in an
amount not to exceed $55,744 (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.
The recommended action addresses one asset approved to be replaced in the Parks and Public
Works Department. The one vehicle is assigned to the Parks and Public Works Department
(PPW) Vehicle Maintenance Operations, a 2000 Ford F250 pickup with 78,000 miles.
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SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE ONE VEHICLE FROM
NATIONAL AUTO FLEET GROUP IN AN AMOUNT NOT TO EXCEED $55,744
NOVEMBER 15, 2018
S:\COUNCIL REPORTS\2018\11-20-18\Purchase of New Vehicle\Staff Report .docx 11/15/2018 3:29 PM
BACKGROUND (continued):
The 2000 Ford F250 vehicle exceeds the Equipment Replacement schedule criteria based on
miles and years of service and the identifying criteria for replacement, which is eleven years
and/or 72,000 miles.
DISCUSSION:
Staff reviewed multiple vehicle models to determine the best options for replacement. In
evaluating vehicle purchases staff takes into consideration several factors, including staff’s need
and use for the vehicle, the vehicle’s fuel consumption, and the overall cost.
The Vehicle Maintenance Division performs maintenance and repairs to all vehicles, trucks, and
certain equipment including emergency generators at three locations. Each generator is fixed
at each location and cannot be transported back to the vehicle maintenance shop for
maintenance and repair tasks. The new vehicle incorporates a utility body to house tools,
equipment, and storage space for welding and cutting equipment for repairs to other fixed
assets in the field including metal gates, guardrails and retaining walls. The vehicle will also
have a mechanical liftgate which allows for one person to load heavy or cumbersome objects
such as large truck tires into the bed of the vehicle.
In accordance with the Town’s Purchasing Policy, Section 7c (Cooperative Purchasing), the
purchase of this vehicle is based on a formal bid process completed by the Sourcewell Master
Vehicle Contract #120716 formally known as the NJPA Master Vehicle Contract #120716 , 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 one vehicle
from the National Auto Fleet Group in an amount not to exceed $55,744.
ALTERNATIVE:
Alternatively, the Town Council could direct staff to delay replacement of the vehicle. Staff
does not recommend this alternative. Once a vehicle has reached the end of its useful life the
lack of an additional vehicle will impact daily productivity.
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SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE ONE VEHICLE FROM
NATIONAL AUTO FLEET GROUP IN AN AMOUNT NOT TO EXCEED $55,744
NOVEMBER 15, 2018
S:\COUNCIL REPORTS\2018\11-20-18\Purchase of New Vehicle\Staff Report .docx 11/15/2018 3:29 PM
FISCAL IMPACT:
The Town’s Equipment Replacement Fund provides advance planning for vehicle replacement,
allowing the Town to set aside a portion of each vehicle’s 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. Quote from National Auto Fleet Group
2. Town Vehicle and Equipment Acquisition and Replacement Policy
3. Sourcewell Cooperative Purchasing Contract