Attachment 2ADMINISTRATIVE 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