Staff Report.Vehicle Procurement
PREPARED BY: Jim Harbin
Superintendent
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Director
of Parks and Public Works
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 11/16/2021 ITEM NO: 12
DATE: November 11, 2021
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Purchase Three Police Patrol Vehicles from
Folsom Lake Ford in and Amount Not to Exceed $125,037
RECOMMENDATION:
Authorize the Town Manager to purchase three police patrol vehicles from Folsom Lake Ford in
an amount not to exceed $125,037.
BACKGROUND:
As part of the Fiscal Year 2021/22 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 three assets recommended for replacement
at this time.
PAGE 2 OF 3 SUBJECT: Authorize the Town Manager to Purchase Three Police Patrol Vehicles from Folsom Lake Ford in and Amount Not to Exceed $125,037 DATE: November 11, 2021
DISCUSSION:
The three police pursuit interceptors recommended for replacement are approaching four
years of age and will have an average of 60,000 miles usage at the time of replacement. With
the current backlog of computer chips along with the delays caused by the pandemic, lead
times for purchasing and equipping vehicles have greatly increased resulting in increased age
and mileage.
Ford Motor Company has produced a pursuit rated hybrid vehicle for police patrol purposes
since 2020. The hybrid system reduces fuel consumption and expenditures, carbon dioxide
emissions, and maintenance costs. Extensive idle times make hybrid technology ideal for law
enforcement. While stopped, the lithium hybrid batteries power lights, radios, laptops, and
other on-board electrical demands. 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 Town,
along with neighboring Police Departments such as Santa Clara, San Jose, and others have
recently opted to move toward 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)
CONCLUSION:
Authorize the Town Manager to purchase three police patrol vehicles from Folsom Lake Ford in
an amount not to exceed $125,037.
ALTERNATIVES:
Alternatively, the Town Council could direct staff to delay replacement of the vehicles. Staff
does not recommend this alternative as the vehicles are reaching the end of their useful life
and the lack of replacement vehicles will impact daily productivity operations.
PAGE 3 OF 3 SUBJECT: Authorize the Town Manager to Purchase Three Police Patrol Vehicles from Folsom Lake Ford in and Amount Not to Exceed $125,037 DATE: November 11, 2021
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