06 Attachment 1 - Town Vehicle and Equipment Acquisition and Replacement Policy 4-05ATTACHMENT 1
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 repla cement 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