Staff ReportPREPARED BY: STEVE REGAN
Parks and Public Works Superintendent
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 406-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 10/02/2018
ITEM NO: 4
DATE: SEPTEMBER 27, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE TWO VEHICLES FROM
DOWNTOWN FORD SALES IN AN AMOUNT NOT TO EXCEED $111,360
RECOMMENDATION:
Authorize the Town Manager to purchase two vehicles from Downtown Ford Sales in an
amount not to exceed $111,360 (Attachment 1).
BACKGROUND:
As part of the Fiscal Year 2018/19 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 Vehicle and Equipment Acquisition and Replacement Policy (Attachment 2)
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.
The recommended action addresses two assets approved to be replaced in the Parks and Public
Works Department. One vehicle is assigned to Park Services, a 2007 Ford F250 pickup with
73,500 miles. The second vehicle is an add to the fleet assigned to Facilities Maintenance.
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SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE TWO VEHICLES FROM
DOWNTOWN FORD SALES IN AN AMOUNT NOT TO EXCEED $111,360
SEPTEMBER 27, 2018
S:\COUNCIL REPORTS\2018\10-02-18\04 Purchase of new vehicles\Staff Report.docx 9/27/2018 10:24 AM
BACKGROUND (cont’d):
The 2007 Ford F250 vehicle exceeds the Equipment Replacement schedule criteria based on
miles and years of service and the identifying criteria for replacement, which is eleven years
and/or 72,000 miles.
DISCUSSION:
Staff reviewed multiple vehicle models to determine the best options for replacement. In
evaluating vehicle purchases staff takes into consideration several factors, including staff’s need
and use for the vehicle, the vehicle’s fuel consumption, and the overall cost.
For the Parks Maintenance vehicle, the primary use entails daily service to parks where staff
requires access to a variety of tools, irrigation supplies, and playground parts, as well as vehicle
capacity in the truck bed for hauling waste and small motorize d equipment for maintenance
operations.
The Facilities Maintenance Program is responsible for maintaining Town-owned facilities.
Currently two facilities maintenance personnel operate out of one vehicle and schedule the use
of a secondary vehicle through the Parks and Streets Operations when available. The process is
inefficient, requiring facilities maintenance staff to transfer tools and equipment to perform
day-to-day maintenance tasks. The new vehicle incorporates a utility body to house tools,
plumbing, and electrical parts and includes a mechanical liftgate which allows for one person to
load heavy or cumbersome objects into the bed of the vehicle.
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 3).
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to purchase two vehicles
from Downtown Ford Sales in an amount not to exceed $111,360.
ALTERNATIVE:
Alternatively, the Town Council could direct staff to delay replacement of the vehicles. Staff
does not recommend this alternative one vehicle has reached the end of its useful life and the
lack of an additional vehicle impacts daily productivity.
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SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE TWO VEHICLES FROM
DOWNTOWN FORD SALES IN AN AMOUNT NOT TO EXCEED $111,360
SEPTEMBER 27, 2018
S:\COUNCIL REPORTS\2018\10-02-18\04 Purchase of new vehicles\Staff Report.docx 9/27/2018 10:24 AM
FISCAL IMPACT:
The Town’s Equipment Replacement Fund provides advance planning for vehicle rep lacement,
allowing the Town to set aside a portion of each vehicle’s replacement need each year.
Funding for these vehicles has been appropriated from the fund in the current fiscal year
budget.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Quotes
2. Town Vehicle and Equipment Acquisition and Replacement Policy
3. State of CA Department of General Services Standard Agreement
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