Staff ReportPREPARED BY: MATT MORLEY
DIRECTOR OF PARKS AND PUBLIC WORKS
Reviewed by: Assistant Town Manager Town Attorney Finance
MEETING DATE: 10/04/16
ITEM NO: 6
COUNCIL AGENDA REPORT
DATE: SEPTEMBER 21, 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE THREE REPLACEMENT
PATROL VEHICLES FROM FOLSOM LAKE FORD IN AN AMOUNT NOT TO
EXCEED $101,523
RECOMMENDATION:
Authorize the Town Manager to purchase three replacement patrol vehicles from Folsom Lake Ford in
an amount not to exceed $101,523 (Attachment 1).
BACKGROUND:
As part of the Fiscal Year (FY) 2016/17 Operating Budget, the Equipment Replacement Fund was
approved, providing funds for replacement of high mileage or older vehicles that have reached their
replacement criteria. 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.
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.
The Police Department currently operates three 2011 Ford Crown Victoria equipped as patrol vehicles.
The three vehicles have exceeded the identified criteria for replacement of four years and/or 75,000
miles. The vehicles are six years old and the current mileage is 89,900, 98,900 and 86,000. Higher
mileage vehicles experience more frequent mechanical failures, resulting in less reliable and more
expensive vehicles to operate.
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE THREE REPLACEMENT
PATROL VEHICLES FROM FOLSOM LAKE FORD IN AN AMOUNT NOT TO
EXCEED $101,523
SEPTEMBER 21, 2016
BACKGROUND (cont’d):
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. Based on this, vehicle maintenance staff have reviewed the
overall condition of the three vehicles and determined they warrant replacement.
DISCUSSION:
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, the
capabilities of the proposed vehicle, the vehicle’s fuel consumption, and overall cost.
For a number of years the Town of Los Gatos has purchased Ford Crown Victoria (FCV) for police
vehicles. In 2013, Ford stopped manufacturing the FCV sedan and introduced a “pursuit utility vehicle”
(similar to a sport utility vehicle or SUV) as the replacement for the FCV. 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, including the
City of San Jose and California Highway Patrol. The new vehicles are equipped with a six cylinder, fuel
efficient engine with an estimated rating of 16 miles per gallon (mpg) city and 21 mpg highway. The
utility vehicle offers more leg and head room to better accommodate 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 position to help
reduce operator fatigue and lower back injury.
The Police Department currently operates four Ford Explorer vehicles in patrol functions on a daily
basis. The 2017 Ford has enhanced driver visibility, eliminating blind spots to the front windshield and
side windows. Additionally, fleet managers throughout the country requested that Ford include safety
lighting packages as options in the build process. Factory installed equipment is warranted from the
manufacturer for three years and reduces the cost for added emergency light features that are typically
required as an installation from outside vendors.
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 THREE REPLACEMENT
PATROL VEHICLES FROM FOLSOM LAKE FORD IN AN AMOUNT NOT TO
EXCEED $101,523
SEPTEMBER 21, 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:
Staff recommends that the Town Council authorize the Town Manager to purchase three replacement
patrol vehicles from Folsom Lake Ford in an amount not to exceed $101,523.
ALTERNATIVE:
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 serviceable 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 three
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
9/8/2016
2017 order-12-14 weeks
STATE CONTRACT 1-15-23-14B
$30,790.00
$ 2,694.13 TX @ 8.75%
$ 8.75 CA TIRE FEE
---------------
$33,492.88
X 2 UNITS
---------------
$66,985.76 DELIVERED
LESS $500.00 EACH
DISCOUNT 20 PAYMENT
9/8/2016
2017 ORDER-12-14 WEEKS
STATE CONTRACT 1-15-23-14B
$31,750.00
$ 2,778.13 TX @ 8.75%
$ 8.75 CA TIRE FEE
---------------
$34,536.88 DELIVERED
LESS $500.00 DISCOUNT
20 DAY PAYMENT
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