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06 Attachment 1 - Town Vehicle and Equipment Acquisition and Replacement Policy 4-05ATTACHMENT 1 COUNCIL POLICY MANUAL TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy POLICY NUMBER: 4-05 EFFECTIVE DATE: 4/6/1994 PAGES: 3 ENABLING ACTIONS: REVISED DATES: 5/26/1998 APPROVED: Mayor Linda Lubeck PURPOSE To set forth specific procedures for the acquisition and disposal of vehicle and motorized equipment used by the Town of Los Gatos. SCOPE This policy will apply to the acquisition and disposal of vehicles and equipment used by all Town Departments. POLICY 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: Vehicle/Equipment Type Replacement Cycle Police Patrol 3 years and/or 85,000 miles Police Undercover (used, 1 to 2 years old) 4 years and/or 75,000 miles Police Sedans (used, 1 to 2 years old) 4 years and/or 75,000 miles Motor Cycles 4 years and/or 42,000 miles Parking Vehicles 6 years and/or 75,000 miles All-Terrain Vehicle 8 years and/or 50,000 miles Police Vans 6 years and/or 85,000 miles Sedans (new) 8 years and/or 85,000 miles Small Town Service Community Stewardship Future Focus TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy PAGE: 2 of 3 POLICY NUMBER: 4-05 Vehicle/Equipment Type Replacement Cycle Sedans (used 1 to 2 years old) 6 years and/or 85,000 miles Pickups (gas) 8 years and/or 72,000 miles Pickups (diesel) 12 years and/or 100,000 miles Medium Trucks (gas) 8 years and/or 80,000 miles Medium Trucks (diesel) 12 years and/or 100,000 miles Heavy Trucks (gas) 8 years and/or 80,000 miles Heavy Trucks (diesel) 15 years and/or 100,000 miles Lawn Mowers 6 years Roadable Mowers 8 years Vans 8 years and/or 100,000 miles Sweepers 6 years and/or 65,000 miles Backhoes 10 years and/or 7,000 hours Loaders 12 years and/or 7,200 hours Graders 20 years and/or 9,000 hours Aerial Units 12 years and/or 80,000 miles Chippers 10 years and/or 5,000 hours Compressors 12 years and/or 5,000 hours Forklifts 17 years and/or 9,000 hours Rollers 15 years Trailers 10 years Sprayers 8 years Sewer Cleaners 6 years Rodders 10 years 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. B. COOPERATIVE PURCHASING PROGRAM: 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. TITLE: Town Vehicle and Equipment Acquisition and Replacement Policy PAGE: 3 of 3 POLICY NUMBER: 4-05 C. SPECIFICATIONS: 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. D. VEHICLE AND EQUIPMENT DISPOSAL: 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. E. RESPONSIBILITY: All applicable departments within the Town of Los Gatos who are assigned vehicles or motorized equipment may be involved in the procurement/disposal process. 1. Finance personnel and the Town Manager shall review the equipment repla cement 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. 3. 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: ________ /s/ Orry Korb, Town Attorney