Staff report - purchase replacement police patrol vehicles FINAL (2)
PREPARED BY: MATT MORLEY
Director of Parks and Public Works
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, 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: 12/05/2017
ITEM NO: 8
DATE: NOVEMBER 17, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE FOUR REPLACEMENT
POLICE PATROL VEHICLES FROM FOLSOM LAKE FORD IN AN AMOUNT NOT
TO EXCEED $125,193
RECOMMENDATION:
Authorize the Town Manager to purchase four replacement Police Patrol vehicles from Folsom
Lake Ford in an amount not to exceed $125,193 (Attachment 1).
BACKGROUND:
As part of the Fiscal Year 2017/18 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.
Although fleet vehicle replacement purchases are reviewed annually through the Operating
Budget and approved as part of the budget process, because the combined purchase price for
four vehicles exceeds $50,000, this action requires Council approval.
DISCUSSION:
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. The Police Department currently operates four 2011 Ford Crown Victoria police sedans
as patrol vehicles. All vehicles have exceeded the identified criteria for replacement of four
years and/or 75,000 miles. The four vehicles requested to be replaced are six years old and the
current mileage on these vehicles is 93,250, 94,700, 97,300, and 98,180.
PAGE 2 OF 3
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE FOUR REPLACEMENT
POLICE PATROL VEHICLES FROM FOLSOM LAKE FORD IN AN AMOUNT NOT
TO EXCEED $125,193
NOVEMBER 17, 2017
S:\COUNCIL REPORTS\2017\12-05-17\Folsom Lake Ford\Staff report - purchase replacement police patrol vehicles FINAL.docx 11/30/2017 12:23 PM SH
DISCUSSION (cont’d):
The Town police vehicles serve a critical function under emergency conditions and as a result,
the wear on these vehicles is significantly more rigorous than under normal driving conditions
used in civilian operations. Representatives from the Police and Public Works Departments
have evaluated all possible options currently in production as a replacement vehicle and have
taken into consideration several factors, including uses for the vehicle, the vehicle’s fuel
consumption, and overall costs. The Ford Explorer continues to be the best operational
platform for police operations.
The Ford utility vehicle is used by many police agencies throughout California. The new vehicles
are equipped with a six cylinder, fuel efficient engine with an estimated 16 mil es per gallon
(mpg) city and 21 mpg highway rating, and offer more leg and head room to better
accommodate taller officers. Additionally, the height of the vehicle was designed to reduce hip
and knee strain while entering and exiting the vehicle. Ford re designed the driver’s seat
specific to police work and provides a neutral posture to help reduce operator fatigue and
lower back injury.
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 (see Attachment 3).
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to purchase four
replacement Police Patrol vehicles from Folsom Lake Ford in an amount not to exceed
$125,193.
ALTERNATIVE:
Alternatively, the Town Council could direct staff to delay replacement of the vehicles. Staff
does not recommend this alternative because the vehicles have reached the end of their useful
life. The replacement cycle for these vehicles has been optimized to avoid the higher
maintenance costs and increased risk of mechanical failure associated with older vehicles with
higher utilization rates. This is especially important with Police Patrol vehicles which are
essential to providing service.
PAGE 3 OF 3
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE FOUR REPLACEMENT
POLICE PATROL VEHICLES FROM FOLSOM LAKE FORD IN AN AMOUNT NOT
TO EXCEED $125,193
NOVEMBER 17, 2017
S:\COUNCIL REPORTS\2017\12-05-17\Folsom Lake Ford\Staff report - purchase replacement police patrol vehicles FINAL.docx 11/30/2017 12:23 PM SH
FISCAL IMPACT:
There are sufficient funds available in the Equipment Replacement Fund to purchase the four
replacement vehicles as described above.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Purchase Proposal.
2. Town Vehicle and Equipment Acquisition and Replacement Policy.
3. State of CA Department of General Services contract award to Folsom Lake Ford.