06 Staff Report.Vehicle Procurement
PREPARED BY: Jim Harbin
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: 11/03/2020
ITEM NO: 6
DATE: October 28, 2020
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Purchase Two Police Patrol Vehicles From
Folsom Lake Ford in an Amount Not to Exceed $83,270
RECOMMENDATION:
Authorize the Town Manager to purchase two police patrol vehicles from Folsom Lake Ford in
an amount not to exceed $83,270.
BACKGROUND:
As part of the Fiscal Year 2020/21 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
amortizes a vehicle’s replacement over its forecasted life and sets funds aside on an annual
basis to ensure the Equipment Replacement Fund has sufficient resources for the timely
replacement of vehicles. In addition, this funding structure allows for a smoothing of operating
expenditures and a more accurate reflection of the actual cost of operations.
The Town Vehicle and Equipment Acquisition and Replacement Policy (Attachment 1)
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 are two assets recommended for replacement
at this time.
PAGE 2 OF 3
SUBJECT: Authorize the Town Manager to Purchase Two Vehicles From Folsom Lake Ford
in an Amount Not to Exceed $83,270
DATE: October 28, 2020
DISCUSSION:
The two police pursuit interceptors recommended for replacement are over four years old with
close to 60,000 miles usage. The lead time for purchasing and equipping patrol vehicles will
result in increased age and mileage.
Ford Motor Company introduced a pursuit rated hybrid vehicle for police patrol purposes last
year. Extensive idle times make hybrid technology ideal for law enforcement. While stopped,
the lithium hybrid batteries power lights, radios, computers, and other on-board electrical
systems. The hybrid engine can shut off intermittently, self-starting to charge the battery when
needed. This compares with the current need for police patrol vehicles to idle for extended
periods, for example while on the scene of an incident.
The hybrid system reduces fuel consumption and expenditures, CO2 emissions, and
maintenance costs. The combined horsepower rating between the gas motor and hybrid
system are enhanced over the standard gas platform version of the previous model year
Explorers. Fuel economy increases from an average of 17 miles per gallon in town with the
standard gas platform to 24 miles per gallon in town with the hybrid system. Neighboring
Police Departments such as Santa Clara, San Jose, and others have opted to move to the hybrid
system based on performance and overall cost of operation.
In accordance with the Town’s Purchasing Policy, Section 7c (Cooperative Purchasing), the
purchase of these vehicles 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 2). The budget allows for replacement
of each of the police interceptors as recommended in this report plus approximately $15,000 in
additional equipment build out that will be completed by a separate specialty contractor.
CONCLUSION:
Authorize the Town Manager to purchase two police patrol vehicles from Folsom Lake Ford in
an amount not to exceed $83,270.
ALTERNATIVES:
Alternatively, the Town Council could direct staff to delay replacement of the equipment. Staff
does not recommend this alternative as the vehicles have reached the end of their useful life
and the lack of a replacement vehicle will impact daily operations.
PAGE 3 OF 3
SUBJECT: Authorize the Town Manager to Purchase Two Vehicles From Folsom Lake Ford
in an Amount Not to Exceed $83,270
DATE: October 28, 2020
FISCAL IMPACT:
There are sufficient funds available in the Equipment Replacement Fund to purchase these
vehicles.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Town Vehicle and Equipment Acquisition and Replacement Policy
2. Bid Proposal Document