AddendumOWN ,e
I
!p8 GAtOS
COUNCIL AGENDA REPORT
DATE: APRIL 6, 2015
MEETING DATE: 04/07/15
ITEM NO: 4
ADDENDUM
TO: MAYOR AND TOWN COUNCIL
FROM: LES WHITE, INTERIM TOWN MAN
SUBJECT: CONSIDER AUTHORIZING THE TOWN MANAGER TO EXECUTE AN
AGREEMENT WITH DOWNTOWN FORD FOR THE PURCHASE OF TWO
GASOLINE POWERED FORD F250 REGULAR CAB TRUCKS IN AN
AMOUNT NOT TO EXCEED $84,733
REMARKS:
After the staff report was prepared for distribution, a Council Member posed several questions.
Q. What is the "replacement criteria" referenced in the staff report?
A. The administrative policy is attached. There is a reference at the top of the policy to the
Council meeting where this was presented.
Q. How do existing vehicles meet that criteria?
A. Existing vehicles meet the age requirement of the policy, both are model year 2004. These
vehicles were due for replacement in 2012. Staff delayed replacement for 3 years as staff felt
the vehicles were in sufficiently satisfactory condition to provide additional years of service.
As vehicles continue to age, the likelihood of major maintenance needs increases. Staff now
recommends replacing these vehicles now, prior to any major maintenance needs.
Q. Where is that criteria memorialized?
A. The policy is attached.
Attachment Received with this Addendum
1. Town Vehicle and Equipment Acquisition and Replacement Policy
PREPARED BY: MATT MORLEY 7 —
Director of Parks and ePlfic�W
a
Reviewed by: Assistant Town Manager own Attorney-- Finance
ADMINISTRATIVE MANUAL.
TOWN OF LOS GATOS
Subject: Town Vehicle and Equipment Page: 1 of 4 Section Number:
Acquisition and Replacement
Approved:
Effective Date: 4/6/94 Revised Date: 5/26/98
Note: Town Council Accepted Report on Amended Policy at Meeting of 4/18194 as Item No. 6
To set forth specific procedures for the acquisition and disposal of vehicle and
motorized equipment used by the Town of Los Gatos.
This policy will apply to the acquisition and disposal of vehicles and equipment used
by all Town Departments.
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:
MRIM91 .,
Police Patrol
Police Undercover,
(used, 1 to 2 yrs. old)
Police Sedans
(used, 1 to 2 yrs. old)
Motor Cycles
Parking Vehicles
All Terrain Vehicle
Police Vans
Sedans (new)
3 yrs. and /or 85,000 mi.
4 yrs. and /or 75,000 mi.
4 yrs. and /or 75,000 mi.
4 yrs. and/or 42,000 mi.
6 yrs. and/or 75,000 mi.
8 yrs. and/or 50,000 mi.
6 yrs. and/or 85,000 mi.
8 yrs. and /or 85,000 mi.
ATTACHMENT
i RillUTWO I n I aim
Replacement Cycle
Sedans (used 1 to 2 yrs. old)
6 yrs. and/or 85,000 mi.
Pickups (gas)
8 yrs. and /or 72,000 mi_
Pickups (diesel)
12 yrs. andlor 100,000 mi.
Medium Trucks (gas)
8 yrs. and/or 80,000 mi.
Medium Trucks (diesel)
12 yrs. and /or 100,000 mi.
Heavy Trucks (gas)
8 yrs. and/or 80,000 mi.
Heavy Trucks (diesel)
15 yrs. and /or 100,000 mi.
Lawn Mowers
6 yrs.
Roadable Mowers
8 yrs.
Vans
8 yrs. and /or 100,000 mi.
Sweepers
6 yrs. and /or 65,000 mi.
Backhoes
10 yrs. and /or 7,000 hrs.
Loaders
12 yrs. and /or 7,200 hrs.
Graders
20 yrs. and /or 9,000 hrs.
Aerial Units
12 yrs. and/or 80,000 mi.
Chippers
10 yrs. and/or 5,000 hrs.
Compressors
12 yrs. and /or 5,000 hrs.
Forklifts
17 yrs. and/or 9,000 hrs.
Rollers
15 yrs.
Trailers
10 yrs.
Sprayers
8 yrs.
Sewer Cleaners
6 yrs.
Rodders
10 yrs.
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.
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.
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
replacement 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: �)o
wn Attorney
NAFINANCE\BUDGE'MPW VEH