Staff Report�Sre f MEETING DATE: 01/19/16
3
COs cog COUNCIL AGENDA REPORT ITEM NO:
DATE: JANUARY 7, 2016
TO: MAYOR AND TOWN COUNCILj�i
FROM: LAUREL PREVETTI, TOWN MANAGER`" "
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE TWO REPLACEMENT
POLICE COMMAND STAFF PATROL VEHICLES FROM WINNER CHEVROLET
IN AN AMOUNT NOT TO EXCEED $81,311.
RECOMMENDATION:
Authorize the Town Manager to purchase two replacement police command staff patrol vehicles from
Winner Chevrolet in an amount not to exceed $81,311 (Attachment 1).
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 under the Town's Purchasing Policy.
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 2) determines which assets
should be replaced by evaluating predetermined age and/or mileage criteria.
PREPARED BY: MATT MORLEY
DIRECTOR OF PZAl ?BLAC�O S
Reviewed by: L�Assistant Town Manager It=own Attorney
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE TWO REPLACEMENT
POLICE COMMAND STAFF PATROL VEHICLES FROM WINNER CHEVROLET
IN AN AMOUNT NOT TO EXCEED $81,311.
JANUARY 7, 2016
DISCUSSION (cont'd):
The Police Department currently operates two 2009 Chevrolet Tahoes equipped as incident command
vehicles assigned to patrol sergeants. 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 seven
years old and the current mileage on these vehicles is 89,900 and 98,900.
Staff compared multiple vehicle models to determine the best option for replacement. In prior vehicle
purchases, staff has taken into consideration several factors including the purpose of the vehicle,
capabilities of the proposed vehicle, the vehicle's fuel consumption, and overall cost.
The Town police vehicles serve a critical public safety function under emergency and non -emergency
conditions and as a result, the wear on these vehicles is significantly more rigorous than under normal
driving conditions used in civilian operations. These vehicles are used in patrol operations and are
considered specialty vehicles specifically equipped to provide immediate response and command and
control of critical incidents and natural disasters. The large size of the vehicles allows them to carry
specialized equipment and tow the Town's Mobile Incident Command Trailer to a major incident in a
timely manner.
Additionally, the vehicles incorporate an incident command center located in the rear, which includes
folding white boards, portable computer aided dispatch equipment, a laptop computer, and additional
radios for dispatching and managing personnel and equipment resources at an incident scene. There is
additional onboard storage for mutual aid, disaster, crime scene, and emergency scene management
procedure manuals, along with maps of the Town and school campuses. The vehicle further allows for
it to have a secondary purpose as a tactical response/SpeeW Weapons Attack Team (SWAT) operations
vehicle.
The Police and Public Works Departments have evaluated all possible options currently in production as
a replacement vehicle. The current mid-size Ford Explorers currently being used in patrol do not allow
for a command center platform based on the size and configuration of the vehicle. The Chevrolet Tahoe
utility vehicle is used as a command vehicle by the majority of police agencies throughout California
such as the Cities of San Jose and Campbell, and the California Highway Patrol. For these reasons, the
replacement vehicles would be Chevrolet Tahoes.
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."
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE TWO REPLACEMENT
POLICE COMMAND STAFF PATROL VEHICLES FROM WINNER CHEVROLET
IN AN AMOUNT NOT TO EXCEED $81,311.
JANUARY 7, 2016
DISCUSSION (cont'd):
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:
Authorize the Town Manager to purchase two replacement police command staff patrol vehicles from
Winner Chevrolet in an amount not to exceed $81,311.
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. Vehicle Purchase Proposal
2. Town Vehicle and Equipment Acquisition and Replacement Policy
Department of General Services
Procurement Division
707 Third Street, 2nd Floor
West Sacramento, CA 95605-2811
State of California
CONTRACT NOTIFICATION
****MANDATORY****
CONTRACT NUMBER:
1-14-23-23 A through G, Supplement 7
DESCRIPTION:
Fleet Vehicles — Vans & SUVs
CONTRACTOR(S):
Downtown Ford Sales (1-14-23-23A)
Elk Grove Auto Group (1-14-23-23B)
Elk Grove Toyota (1-14-23-23C)
Winner Chevrolet (1-14-23-23D)
Wondries Fleet Group (1-14-23-23E)
Livermore Ford (1-14-23-23F)
Swift Superstore (1-14-23-23G)
CONTRACT TERM:
2/3/2014 through 2/2/2016
STATE CONTRACT
Christina Nunez
ADMINISTRATOR:
(916) 375-4482
Christina.nunez(a)dgs ca.gov
The contract user instructions, products, and pricing are included herein. All purchase documents
issued under this contract incorporate the contract terms and applicable California General Provisions.
Signature on File
Christina Nunez, Contract Administrator
Date: 1Q/16/1
ATTACHMENT 1
Prepared For:
Prepared By:
Steve Regan
Dwane Galatti
City of Los Gatos
Fleet Sales Officer
Phone. (408) 399-5775
Phone. (916)429-4702
2016 Chevrolet Tahoe
CC 15706 2WD 4dr Commercial
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ADMINISTRATIVE MANUAL
TOWN OF LOS GATOS
Subject: Town Vehicle and Equipment Page: 1 of 4 Section Number:
Acquisition and Replacement
Approved: 6 Xv
r Effective Date: 4/6/94 Revised Date: 5/26/98
Now: Town Council Accepted Report on Amended Policy at Meeting of 4118194 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:
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
Sedans (used 1 to 2 yrs. old)
Pickups (gas)
Pickups (diesel)
Medium Trucks (gas)
Medium Trucks (diesel)
Heavy Trucks (gas)
Heavy Trucks (diesel)
Lawn Mowers
Roadable Mowers
Vans
Sweepers
Backhoes
Loaders
Graders
Aerial Units
Chippers
Compressors
Forklifts
Rollers
Trailers
Sprayers
Sewer Cleaners
Rodders
6 yrs. and/or 85,000 mi.
8 yrs. and/or 72,000 mi.
12 yrs. and/or 100,000 mi.
8 yrs. and/or 80,000 mi.
12 yrs. and/or 100,000 mi.
8 yrs. and/or 80,000 mi.
15 yrs. and/or 100,000 mi.
6 yrs.
8 yrs.
8 yrs. and/or 100,000 mi.
6 yrs. and/or 65,000 mi.
10 yrs. and/or 7,000 hrs.
12 yrs. and/or 7,200 hrs.
20 yrs. and/or 9,000 hrs.
12 yrs. and/or 80,000 mi.
10 yrs. and/or 5,000 hrs.
12 yrs. and/or 5,000 hrs.
17 yrs. and/or 9,000 hrs.
15 yrs.
10 yrs.
8 yrs.
6 yrs.
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.
44' C: EIRT-SHIN-Itati'1• :u
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.
� :1 c_W • LI' ! � ' •
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.
All applicable departments within the Town of Los Gatos who are assigned
vehicles or motorized equipment may be involved in the procurement/disposal
process.
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.
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: 1
wn Attorney
N:1FINANCEIBUDGE2,PPW VEH