Staff ReporttoW" nF MEETING DATE: 10/20/15
ITEM NO:
X08 GASES
COUNCIL AGENDA REPORT
DATE: OCTOBER 7, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER ��2t7 ) b IV—, �G�IG(leXti j ��
(( CC,c &12 L ��icauel
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE TWO
REPLACEMENT POLICE PATROL VEHICLES FROM FOLSOM LAKE
FORD IN AN AMOUNT NOT TO EXCEED $70,009.
RECOMMENDATION:
Staff recommends that the Town Council authorize the Town Manager to purchase two
replacement police patrol vehicles from Folsom Lake Ford in an amount not to exceed $70,009.
BACKGROUND:
As part of the Fiscal Year (FY) 2015/16 Operating Budget, the Equipment Replacement Fund
was approved, providing funds for replacement of high mileage or older vehicles that have
reached their replacement criteria.
Generally the Town Council does not review individual vehicle purchase requests. Fleet vehicle
replacement purchases are reviewed annually through the Operating Budget and approved as part
of the budget process. However, because the combined purchase price for both vehicles exceeds
$50,000, this action requires Council authority.
DISCUSSION:
As part of the Town's Operating Budget, the Equipment Replacement Fund provides funding for
the acquisition of Town vehicles, equipment, and information technology greater than $10,000.
The Town Vehicle and Equipment Acquisition and Replacement Policy (Attachment I)
determines which assets should be replaced by evaluating predetermined age and /or mileage
criteria. The Police Department currently operates two 2009 Ford Crown Victoria police sedans
as patrol vehicles. Both vehicles have exceeded the identified criteria for replacement of four
years and /or 75,000 miles. The two vehicles requested to be replaced are six years old and the
current mileage on these vehicles is 89,900 and 98,900.
PREPARED BY: MATT MORLEY m /
Director of Parks and Public WoAs
Reviewed by:{- _Assistant Town Manager j i� `I own Attorney
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE TWO
REPLACEMENT POLICE PATROL VEHICLES FROM FOLSOM LAKE
FORD IN AN AMOUNT NOT TO EXCEED $70,009.
OCTOBER 7, 2015
DISCUSSION (cont'd
Staff reviewed multiple vehicle models to determine the best option for replacement. In prior
vehicle purchases staff has taken into consideration several factors, including uses for the
vehicle, the vehicle's fuel consumption, and overall costs.
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. For a number of years the Town of Los Gatos, like the majority of
public safety agencies, has purchased Ford Crown Victoria (FCV) for police vehicles.
Beginning in 2013, Ford stopped manufacturing the sedan and introduced a "pursuit utility
vehicle" (similar to a sport utility vehicle or SUV) as the replacement for the FCV.
Representatives from the Police and Public Works departments have evaluated all possible
options currently in production as a replacement vehicle.
The Ford utility vehicle is used by the majority of police agencies throughout California such as
the City of San Jose and the California Highway Patrol. The new vehicles are equipped with a
six cylinder, fuel efficient engine with an estimated 16 miles per gallon (mpg) city and 21 mpg
highway rating.
The utility vehicle offers more leg and head room that better accommodates taller officers.
Additionally, the height of the vehicle was designed to reduce hip and knee strain while entering
and exiting the vehicle. Ford redesigned the driver's seat specific to police work and provides a
neutral posture to help reduce operator fatigue and lower back injury.
Section 7c (Cooperative Purchasing) of the Town's Purchasing Policy states: "The Town
Manager is authorized to enter into cooperative purchasing arrangements with other
governmental entities without separate competitive bidding by the Town if a governmental
agency has solicited bids and awarded a contract for services or materials which the Town
desires to obtain, and participation in such a purchase is agreeable to the bidder awarded the
contract and the Town Manager finds that participation in such group purchasing agreement is
for the benefit of the Town."
In accordance with the Town's Purchasing Policy, 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.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to purchase two
replacement police patrol vehicles from Folsom Lake Ford in an amount not to exceed $70,009.
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE TWO
REPLACEMENT POLICE PATROL VEHICLES FROM FOLSOM LAKE
FORD IN AN AMOUNT NOT TO EXCEED $70,009.
OCTOBER 7, 2015
ALTERNATIVES:
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.
FISCAL IMPACT:
There are sufficient funds available in the Equipment Replacement Fund to purchase the two
replacement vehicles as described above.
ENVIRONMENTAL ASSESSMENT:
This is not a project as defined under CEQA, and no further action is required.
Attachments:
1. Town Vehicle and Equipment Acquisition and Replacement Policy
2. Vehicle Purchase Proposal
ADMINISTRATIVE MANUAL
TOWN OF LOS GATOS
Subject: Town Vehicle and Equipment Page: I of 4 Section Number:
Acquisition and Replacement
a
Effective slate: 4/6/94 Revised Date: 5?26/98
Notes Town Co J Accepted Rtpor on A ;codad Policy at Mitring of 41!8194 as Tim No_ b
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,
IJ- Y
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:
all 1,
Police Patrol
3 yrs. and/or 85;0(X1 mi.
Police Undercover,
4 yrs. andltor 75,000 mi.
(used, 1 to 2 yrs. old)
Police Sedans.
4.yis. and /or 75,E nil.
(used, I to 2 yrs, old)
Motor Cycles
4 yrs. and%or 42,000 mi.
Parkrng Vehicles
ti yrs. and/or 75,000 rI
All Terrain Vehicle
8 yrs, and/or 50,{700 mi.
Police Vans
b yrs. and/or 85,000 mi.
Sedans (new)
8 yrs. and/or 85,000 mi.
ATTACHMENT I
C SPECOCAIM! :
The Department of Parks and Public Works will review all specifications for
vehicles and motorized equipment to be purchased by the Town of Los Gains,
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. I EN-T-MP-QSAL:
Disposal may take place via trade-in when vehicles or equipment are purchased
If the trade in offer is deemed insufficient, the Town wil I 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-
R HERQNSIBILRY
All applicable- departments within the Town of Us Gatos who are assigned
vehicles or motorized equipment may be involved in the procurement/disposal
process,
I Finance personnel and the Town Manager shall review the equipment
replacement list annually ta 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 Depitrmients except the Police Department.
4. The Parks and Public Works Departmentwill review all Town specifications
for vehiclLs and motorized equipment,
5. Disposal or reassignment of surplus vehicles and equipment will be
coordinated by the Parks and Public Works Deparrmeni.
DANIEL X PAMO�U
2016 ORDER-12-14 WEEKS Reel Mectm
STATE CONTRACT 1-15-23-145
K8A 4DR AWD POLICE
.112.6" WB
G1 SHADOW BLACK
9 CLTH BKTS/VNL R
W EBONY INTERIOR
500A EQUIP GRP
.PREM SINGLE CD
99R .3.7L V6 TIVCT
44C .6-SPD AUTO IRAN
52P DR LOCK PLUNGER
53M SYNC SYSTEM
FRT LICENSE BKT
17T CARGO DOME LAMP
188 RR WINDOW DEL
18X 100 WATT SIREN
21L FRONT AUX LIGHT
21W POCKET WRN LOT
423 CAL EM NOT REQD
43D COURTESY DISABIL
51V SPTLMP LED DUAL
59B KEY CODE B
6OR NOISE SUPPRESS
6IS CONFIG STR WHL
63L QTR GLASS LIGHT
66A FRONT HDLMP PKG
.GRILL WIRING
66B TAIL LAMP PRO
66C REAR LIGHT PRO
76R REVERSE SENSING
86T RR TAILLAMP HSG
87R RR VIEW MIR/CAM
92G F MARKED SOLAR
936 CAL SER VEH EXP
FLEX FUEL
$30,515.00 INTERCEPTOR
$ 1,665.10 LEHR UP FIT
-------------
$32A80,10
$ 2,815.76 TAX@ 8.75%
$ 8.75 CA TIRE FEE
---------------
(916) 353-2000, Ext. 376
Toil free 1-600-655-0556
Ceff, (916) $25-1622
Fox (916) 363-2078
9/29/2015
$35,004.61 TOTAL DELIVERED / EACH
LESS $500. DISCOUNT 20 DAY
4 WHITE DOORS
AT,rACHMENT2