ITEM NO. 6.
Sequoia Ecological Consulting, Inc.
Proposal for Town of Los Gatos - Environmental Monitoring Services for Vegetation Management Risk Reduction Project (Open Space) 34 Jesse Reebs USFWS 10(a)(1)(A) Recovery Permit #TE-01769B-3, California tiger salamander, San Francisco Garter Snake, Alameda whipsnake, California Ridgway’s rail CDFW MOU: SC-010272, California tiger salamander, San Francisco Garter Snake, Alameda whipsnake, California Ridgway’s rail
Julie Woodruff USFWS 10(a)(1)(A) Recovery Permit #TE-71409C-0, California red-legged frog, California tiger salamander, and Sierra Nevada yellow-legged frog
CDFW MOU: SC-13782, California tiger salamander, foothill yellow-legged frog, and Sierra Nevada yellow-legged frog
USGS Bird Banding Lab Master Bander #24106, Northern saw-whet owl, western screech-owl, and
burrowing owl
Kyle Verblaauw USFWS 10(a)(1)(A) Recovery Permit #ESPER0045160, California tiger salamander, California red-legged frog
SCP# S-211500002-21363-001, California tiger salamander, California red-legged frog, Pacific treefrog, American bullfrog, Foothill yellow-legged frog, California newt, Redbellied newt, Rough-skinned newt
Ability to Respond Quickly to Changes in Schedule
The nature of these projects lends itself to last-minute schedule changes due to weather, fire risk, and other unpredictable conditions. Sequoia’s team of cross-trained local biologists are already approved by the CDFW and USFWS to survey and monitor for the sensitive species found within the Project area. Because our staff are deployed from our offices in San Jose and Walnut Creek, we require minimal mobilization and travel time. This allows us to hit the ground running at project kickoff, and to rapidly mobilize fully qualified staff, accommodating concurrent work and changing project needs. Sequoia will respond to Town requests within 30 minutes, and we can schedule qualified biologists for field surveys and monitoring efforts within 24 hours of requests, or less.
Full Understanding of PSA Implementation under the CalVTP Sequoia has deep experience in both development and implementation of the PSA process. In addition to supporting clients and contractors during the implementation phase, and monitoring fuel reduction in accordance with environmental measures of the CalVTP, Sequoia has also authored several approved PSAs.
Because we bring this experience, the Town can be assured that Sequoia understands the process thoroughly and can find ways of streamlining certain parts of the process to better benefit species, cost and timelines. Recent Sequoia PSAs can be found (here and here) and Sequoia has contributed to the development of several PSA’s under the Marin Wildfire Prevention Authority (here). As part of past PSA processes, Sequoia has also developed PSA addenda as necessary.
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Sequoia Ecological Consulting, Inc.
Proposal for Town of Los Gatos - Environmental Monitoring Services for Vegetation Management Risk Reduction Project (Open Space) 35 Client Testimonials and Letters of Recommendation
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Sequoia Ecological Consulting, Inc.
Proposal for Town of Los Gatos - Environmental Monitoring Services for Vegetation Management Risk Reduction Project (Open Space) 36 East Bay Regional Park District
Kristen Van Dam, Resource Analyst/Ecologist
“Sequoia has provided biological monitoring support for my program for nearly five years. Our program is large and complex, and involves potential impacts to several threatened species. Sequoia is always on top of it. Sequoia’s project managers are sharp, communicative, and thorough. Their biologists are great with the crews, and largely due to their guidance we rarely see compliance issues. They are experts on the species we work with, and leverage their expertise to ensure the least possible risk to them. My project manager provides prompt weekly updates, and monitoring reports arrive complete and clearly organized. Any questions and issues that come up with project compliance are communicated promptly and resolved easily.
One of the most impressive things about Sequoia is that the staff are not there merely to provide a service; staff actively engage in collaborative problem-solving with the client, which has saved my agency money and time. Their staff are highly qualified scientists, but the best kind of scientists – with a keen eye toward communication and customer service. I know that my project manager has my project’s best interests at heart, and I trust them completely. I would recommend Sequoia for any biological compliance project without hesitation.”
Diablo FireSafe Council
Cheryl Miller, Executive Coordinator
“The team at Sequoia Ecological Consulting was critical to effective hazardous fuel reduction for the North Orinda Shaded Fuel Break. By having their biologists evaluate sites before work began we could avoid potential environmental impacts and accelerate the project. Their staff’s expertise continued to guide field crews throughout the work, giving the whole project team confidence that we could adjust the project to meet the best management practices and comply with the myriad of environmental requirements, while reducing the potential of wildfire.”
San Mateo RCD
David Cowman, Forest Ecologist
“I’d like to echo the gratitude for the great communication in addition to the level of flexibility you all have provided throughout the project. These types of projects are tricky to coordinate with all the moving pieces, and I greatly appreciate your willingness to send bios when necessary to fill in when our own staff and County Parks staff weren’t available.”
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Sequoia Ecological Consulting, Inc.
Proposal for Town of Los Gatos - Environmental Monitoring Services for Vegetation Management Risk Reduction Project (Open Space) 37 California State Parks, Bay Area District
Natural Resource Program Environmental Scientist
“Sequoia staff were professional, friendly and flexible, even while working in difficult post-wildfire environments with a variety of challenges. The assessments and survey methodologies paid exceptional attention to detail and the resulting deliverables were top notch.” City of Suisun City Public Works
Nick Lozano, Associate Engineer/Project Manager
“Because my emails and phone calls are promptly returned, I always feel that I am Sequoia’s only client. Our projects come with their own unique challenges relating to field conditions and permit restrictions, and Sequoia’s knowledgeable staff has always arrived at feasible and cost-effective solutions that were readily approved by the City and the regulatory agencies. Sequoia’s staff are well-versed on regulatory permits, permitting strategy, and how to complete projects in compliance with regulatory requirements.“ Attachment B - Required Forms
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-1
ATTACHMENT B - PROPOSAL FORMS
(To be returned with Proposal. Also See Request for Proposal Section 6 for Additional Required Information)
PROPOSER
Name:
Address:
1st Contact person (Name):
Title: Office Tel:
Direct/Cell: Fax:
Email:
2nd Contact person (Name):
Title: Office Tel:
Direct/Cell: Fax:
Email:
BUSINESS TYPE:
Proposer, if selected, intends to carry on the business as (check one):
Individual
Joint Venture
Partnership
Corporation
Year incorporated? In what state?
When authorized to do business in California?
Other (explain):
Sequoia Ecological Consulting, Inc.
99 South Almaden Boulevard, Suite 600, San Jose, CA 95113 Debie Montana
CEO and Principal Biologist 925-855-5500
925-989-7011
[email protected]
Kyle Verblaauw
Project Manager 925-855-5500
201-787-1738
[email protected]
x
2011 California
2011
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-2
ADDENDA
To assure that all Proposers have received each addendum, check the appropriate box(es) below.
Failure to acknowledge receipt of an addendum/addenda may be considered an irregularity in the Proposal:
Addendum number(s) received (check and initial):
____1
____2
____3
____4
____5
____Other
____No Addendum/Addenda Were Received
ADDITIONAL INFORMATION
Number of years providing the specified service: ______________________________________ Names and titles of all officers and directors:
_____________________________________________________________________________ _____________________________________________________________________________ If an individual or partnership, provide the following information:
Formation date of company: ______________________________________________________ Name and address of all partners, indicating whether they are general or limited partners:
______________________________________________________________________________ _____________________________________________________________________________ 11 Debie Montana, CEO and Principal Biologist; Bill Montana, Secretary/CFO Tashi MacMillen, Principal Director - Technical Services; Sarah Blanchfield, Principal Director - Operations in Management; Melissa Krause, Marketing Director N/A - S Corporation
N/A - owned 100% by Debie Montana, CEO - 1342 Creekside Drive, Walnut Creek, CA 94596 Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-3 List the names, titles, and qualifications of the key personnel who will perform work under this Agreement as well as their roles in relation to the Agreement. Identify the primary biologist to be designated for the Town. Include their certifications, experience, and training. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Indicate whether Proposer has ever failed to complete any Agreement awarded to it. If so, note when, where, and why. Attach additional sheets, if necessary. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Indicate whether Proposer has been or is the subject of a bankruptcy or insolvency proceeding or subject to assignment for the benefit of creditors.
______________________________________________________________________________ ______________________________________________________________________________ Principal Biologist - Debie Montana.
All resumes are included in the proposal Appendix.
Sequoia has never failed to complete any agreement in its history.
Sequoia has never been the subject of a bankruptcy or insolvency proceeding.
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-4
SUBCONTRACTORS
Attached hereto and incorporated herein is the complete and entire list of subcontractors to be employed by the undersigned in the performance of the work.
Company__________________________________________________________________ Location___________________________________________________________________ Describe work to be contracted_________________________________________________ __________________________________________________________________________ Company__________________________________________________________________ Location___________________________________________________________________ Describe work to be contracted: _______________________________________________ __________________________________________________________________________ Company__________________________________________________________________ Location___________________________________________________________________ Describe work to be contracted: ________________________________________________ _________________________________________________________________________ Montrose Environmental Group
266 Grand Ave #210, Oakland, CA 94610
Cultural Resources support (if needed)
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-5
REFERENCES
List three (3) references for work of a similar nature to the Services performed within the last five (5) years. References should be from a California municipality, county or a state or federal agency if possible. Preference will be given for references whose work was similar in scope and character to the Project.
Reference 1
Name of Agency:
Agency Address:
Contact Name and
Title:
Contact Telephone:
Contact Email:
Contract Amount:
Description of
Services Provided:
Date Services Were
Provided:
Reference 2
Name of Agency:
Agency Address:
Contact Name and
Title:
Contact Telephone:
Contact Email:
Contract Amount:
Moraga-Orinda Fire District
120 Moraga Way, Moraga, CA 94556
Jeff Isaacs, Fire Marshal
(925) 258-4513
[email protected]
Sequoia has provided environmental compliance support to MOFD on its vegetation management and shaded fuel break projects since 2019. Our role has spanned the full process including providing grant application support and mapping, habitat assessments, project planning, PSA and associated document preparation under the CalVTP, treatment prescriptions, public outreach, and implementation compliance. 2019 – Present
CAL FIRE
059 Highway 9, Felton, CA 95018
Sarah Collamer, CZU Forester I – VMP
(831) 254-1792 (cell)
[email protected]
$1,316,268.93 to date
$32,322
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-6 Description of
Services Provided:
Date Services Were
Provided:
Reference 3
Name of Agency:
Agency Address:
Contact Name and
Title:
Contact Telephone:
Contact Email:
Contract Amount:
Description of
Services Provided:
Date Services Were
Provided:
RESERVATION
It is understood that the Town reserves the right to reject this Proposal, but that this Proposal shall not be withdrawn for a period of 45 days from the date prescribed for its opening.
DISCLOSURE
The undersigned declares that this Proposal is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation; that the Proposal is genuine and not collusive or sham; that the undersigned has not directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal and has not directly or indirectly colluded or agreed with any Proposer or anyone else to put in a sham Proposal or to refrain from bidding; that the undersigned has not directly or indirectly sought by agreement, communication or conference with anyone to fix his/her Proposal price or the Proposal price of any other Proposer, or to fix any overhead, profit or cost element of such Proposal price or of that of any other Proposer, or to secure any advantage against the Town of Sequoia provided focused endangered species and botanical surveys to ensure environmental compliance in advance of fuel reduction activities and adherence to CAL FIRE’s Fuel Reduction Avoidance and Minimization Measures (AMMs).
July 2019
San Mateo Resource Conservation District
80 Stone Pine Road, Suite 100 Half Moon Bay, CA 94019
David Cowman, Forest Ecologist
650.712.7765 x 107
[email protected]
Sequoia has supported programmatic vegetation treatment activities for the RCD on an as-needed basis, conducting nesting bird and special-status species surveys, habitat and tree assessments, bat roosting habitat assessments, and visual searches for woodrat middens. We recently submitted a PSA for the La Honda Fuel Break project, which recently started implementation, which Sequoia is monitoring.
June 2021 – Present
$323,471.79 to date
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-7 Los Gatos or anyone interested in the proposed Contract; that the only persons or parties interested in this Proposal as principals are those named herein; that all statements contained in this Proposal are true; that the undersigned has not directly or indirectly, submitted his/her Proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any other persons, partnership, corporation, or association except to such person or persons as have a direct financial interest in Proposer’s general business; and that the undersigned has not accepted any Proposal from any subcontractor or vendor through any Proposal depository, the Bylaws, Rules or Regulations of which prohibit or prevent the undersigned from considering any Proposal from any subcontractor or vendor, which is not processed through said Proposal depository, or which may prevent any subcontractor or vendor from bidding to any general contractor who does not use the facilities of or accept bids from or through such Proposal depository; and that the undersigned has not paid, and will not pay, any fee to any corporation, partnership, company, association, organization, Proposal depository, or to any member or agent thereof to effectuate a collusive or sham Proposal.
WORDS AND PHRASES
Wherever in this Proposal an amount is stated in both words and figures, in case of discrepancy between words and figures, the words shall prevail; if all or any portion of the Proposal is required to be given in unit prices and totals and a discrepancy exists between any such unit prices and totals so given, the unit prices shall prevail.
CERTIFICATION
The undersigned certifies that the Proposal Documents have been thoroughly read and understood and that, except as may be specifically noted and contained in addenda, there are no discrepancies or misunderstandings as to the meaning, purpose or intent of any provision in the Proposal Documents or as to the interpretation of the same. The undersigned hereby incorporates by reference, the same as though set out in full, all provisions of Request for Bids published by the Town and pertaining to the work described in this Proposal.
The names of all persons Interested in the foregoing Proposal as principals are as follows:
____________________________________________________________________________ Important Notice: If Proposer or other interested person is a corporation, give legal name of corporation, state where incorporated and names of the president and secretary thereof; if a partnership, give name of the firm, also names of all individual co-partners composing firm; if Proposer or other interested person is an individual, give first and last names in full.
PROPOSER’S SIGNATURE
No Proposal shall be accepted which has not been signed in ink in the appropriate space below:
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-8 By signing below, the submission of a Proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and they have read and understand the RFP. No request for modification of the Proposal shall be considered after its submission on the grounds that the Proposer was not fully informed as to any fact or condition.
(1) If Proposer is INDIVIDUAL,
sign here:
Proposer’s Signature
Proposer’s typed name and title
Date:
(2) If Proposer is PARTNERSHIP or
JOINT VENTURE, at least (2) Partners
or each of the Joint Venturers
shall sign here:
Partnership or Joint Venture Name
(type or print)
Signature
Name of Member of the Partnership or Joint
Venture (type or print)
Date:
Signature
Name of Member of the Partnership or Joint
Venture Name (type or print)
Date:
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-9 (3) If Proposer is a CORPORATION,
the duly authorized officer(s) shall
sign as follows: The undersigned certify that they are respectively:
(Title)
and (Title)
of the corporation named below; that they are
designated to sign the Proposal Cost Form by
resolution (attach a certified copy, with corporate
seal, if applicable, notarized as to its authenticity or Secretary’s certificate of authorization) for and on
behalf of the below named CORPORATION, and that
they are authorized to execute same for and on
behalf of said CORPORATION.
Corporation Name (type or print)
Signature
Name and Title (type or print)
Date:
Signature
Name and Title (type or print)
Date:
Corporation – 2 officer signatures required (one from each group, unless person signing holds officer positions in both Group 1 and 2):
Group 1: Chief Executive Officer, Chairman of the Board, President, or Vice President
Group 2: Secretary, Assistant Secretary, Chief Financial Officer, Treasurer, Assistant Treasurer
Chief Executive Officer
Chief Financial Officer
Sequoia Ecological Consulting, Inc.
Debie Montana, CEO and Principal Biologist
June 27, 2024
Bill Montana, Chief Financial Officer
June 27, 2024
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-10
CONFLICT OF INTEREST STATEMENT
This form must be printed out, completed, and submitted with the Bid.
The undersigned declares:
I/We ___________________________ (Insert Name) have the following financial, business, or other relationship with Town of Los Gatos that may have an impact upon the outcome of the contract. If none, please specify that no other relationships may have an impact on this contract or Project.
I/We (Insert Name) have the following current clients who may have a financial interest in the outcome of this contract. If none, please specify that no other clients may have a financial interest with an impact on this contract or Project.
Pursuant to Government Code section 1090 and any other laws, rules and regulations that may apply, the Proposer covenants that neither it, its subcontractors nor employees presently have an interest, and shall not acquire any interest, direct or indirect, financial or otherwise that would conflict in any manner or degree with contract awarded from this Request for Bids. Proposer certifies that to the best of its knowledge, no one who has or will have any financial interest in the contract awarded from this RFB is an officer or employee of the Town. Through its submittal of a Bid, Proposer acknowledges that it is familiar with Section 87100 et seq. and Section 1090 et seq. of the Government Code of the State of California and will immediately notify the Town if it becomes aware of any facts concerning the contract to be awarded that constitute a violation of said provisions.
Furthermore, if there is reason to believe that collusion exists among the Proposers, the Town may refuse to consider Proposals from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one Proposal for the same work unless alternate Proposals are called for. A person, firm, or corporation who has submitted a sub-proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub-proposal or quoting prices to other Proposers. Reasonable ground for believing that any Proposer is interested in more than one Proposal for the same work will cause the rejection of all Proposals for the work in which a Proposer is interested. If there is reason to believe that collusion exists among the Proposers, the Town may refuse to consider Proposals from participants in such collusion.
Proposers shall submit as part of their Proposal documents the completed Non-Collusion Declaration provided herein.
Not Applicable
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-11 I, on behalf of the Proposer, declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on _________________ [date], at ___________________[Town], _______________[state].
Proposer Name (Person, Firm, Corp.)
Address
______________________________________________________________________________ Town, State, Zip
_________________________________ ___________________________________ Title of Authorized Representative Name of Authorized Representative ________________ ___________________________________
(Date) (Signed)
June 27, 2024 California
Sequoia Ecological Consulting, Inc.
1342 Creekside Drive Walnut Creek, CA 94596
CEO and Principal Biologist Debie Montana
JUne 27, 2024
Walnut Creek
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-12 BYRD ANTI-LOBBYING AMENDMENT 31 U.S.C. § 1352
(AS AMENDED)
This form must be printed out, completed, and submitted with the Bid.
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-13 I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ________[date], at ______________[Town], ___[state]
By: __________________________________________
Name: __________________________________________
Title: __________________________________________
June 27, 2024 CA
Debie Montana
CEO and Principal Biologist
Walnut Creek
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Exhibit B – Proposal Forms CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page B-14
NON-COLLUSION DECLARATION
This form must be printed out, completed, and submitted with the Bid.
The undersigned declares:
I am the ______________________ [Insert Title] of ____________________________,[Insert name of company, corporation, LLC, partnership or joint venture] the party making the foregoing Proposal.
The Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Proposal is genuine and not collusive or sham. The Proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham Proposal. The Proposer has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or anyone else to put in a sham Proposal, or to refrain from responding. All statements contained in the Proposal are true.
Any person executing this declaration on behalf of a Proposer that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Proposer.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ________[date], at ______________[Town], ___[state]
By: __________________________________________
Name: __________________________________________
Title: __________________________________________
CEO and Principal Biologist Sequoia Ecological Consulting, Inc.
JUne 27, 2024 CA
Debie Montana
CEO and Principal Biologist
Walnut Creek
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Attachment D – Proposal Price Sheet CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page D-1
ATTACHMENT D - PROPOSAL PRICE SHEET
The quantities shown on the Proposal forms are approximate only, being given as a basis for the comparison of Proposals, and the Town does not, expressly or by implication agree that the actual amount of work will correspond therewith, but reserves the right to increase or decrease the amount or class or portion of the work as may be deemed necessary or advisable by the Director of Parks & Public Works. This Proposal will be rejected if Proposer fails to provide a Proposal for each item.
The Town reserves the right to make a comparison of Proposals based on any combination of the above alternate Proposal items.
For all services described in the Proposer’s Scope of Services, unless excluded by the Town in description of services below, the Town shall consider unit prices below to include all labor, equipment, fees of any kind, overhead, insurance, fuel, materials, surcharges, disposal fees, and any other costs associated with and necessary for the Proposer to perform such service. No qualifications, exemptions, or alterations of services described below will be allowed. Failure to comply will result in disqualification of Proposal.
Proposed Cost Per Task for All Locations
Task Description Cost ($)
Task 1: Meetings and Project Documentation
Task 2: Data Collection and Review
Task 3: Preconstruction Surveys
Task 4: Environmental Awareness Training
Task 5: Field Monitoring of Construction Activities
Task 6: Project Environmental Reporting
TOTAL PROJECT COST
Work will be paid hourly Not to Exceed the values listed above. Proposers must attach a rate sheet to this Proposal Price Sheet.
$15,585
$2,090
$50,540
$3,529
$76,240
$34,181
$181,165
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Vegetation Management Risk Reduction Project (Open Space) Project Attachment D – Proposal Price Sheet CIP 832-4508 / Federal Project No. HMGP DR-4407-506-75R Page D-2
SIGNATURE
_____________________________________ ____________________________________ Signature Title
_____________________________________ ____________________________________ Name (printed or typed) Date
_____________________________________ ____________________________________ Telephone Fax
_____________________________________ ____________________________________ Tax ID Number Los Gatos Business License Number
19114593
CEO and Principal Biologist
Debie Montana June 27, 2024
(925) 989-7011
454136627
N/A
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Sequoia Ecological Consulting, Inc.
Proposal for Town of Los Gatos - Environmental Monitoring Services for Vegetation Management Risk Reduction Project (Open Space) Resumes
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Debie Montana, M.S., Certified Project Manager
President and Principal Biologist
AREAS OF EXPERTISE
Program and Project
Management
Fuels Management Strategy,
Planning, and
Implementation
CalVTP Implementation
Stakeholder Engagement
Technical Team Development
and Management
EDUCATION
M.S., Biological Sciences with
Concentration in Organismal
Biology, Conservation and
Ecology, San Jose State
University
B.S., Biological Sciences with
Concentration in Conservation
and Organismal Biology, San
Jose State University
Certificate, Project
Management, University of
California, Davis
SELECT TRAININGS
CEQA/NEPA Workshop
Habitat Conservation Planning
and Implementation
Land Use in California
Debie Montana is a Project Management Professional and the President of Sequoia Ecological Consulting, a small, woman-owned business enterprise. As President she is responsible for the corporate operation and fulfillment of contractual obligations for the firm. Since founding Sequoia in 2011, Mrs.
Montana has grown her Company to a full-time staff of 45 qualified biologists, planners, project managers and regulatory specialists providing large-scale wildfire mitigation program support, project management, CEQA/NEPA compliance, CalVTP Support, pre- and post-fire surveys and analysis, and regulatory compliance support at the state and federal levels Certified in Project Management by the University of California at Davis, Mrs. Montana oversees large-scale fuels treatment projects spanning diverse regions and habitats. She serves as Principalin-Charge on Sequoia's fuels treatment efforts for numerous Moraga-Orinda Fire District efforts, as well as planning and implementation of more than 40 projects for the Marin Wildfire Prevention Authority. She served in the same capacity on projects including the Caldor Fire Restoration efforts with El Dorado RCD, dozens of projects under East Bay Regional Park District's Fuel Management Program, and she also worked closely with the San Mateo County Parks Department and CAL FIRE to provide focused species and rare plant surveys for fuel reduction activities covering more than 2,000 acres of park land.
With more than 20 years of experience in the environmental industry, Mrs.
Montana has developed a resume with extensive program management experience within both the private and public sectors. She oversees complex environmental compliance efforts that apply her conservation and organismal biology and fisheries background with her strong an understanding of all aspects of environmental analysis, and her extensive knowledge of environmental permitting through federal, state and local agency processes.
As a wildlife biologist, Mrs. Montana has worked on projects and with technical scientific experts throughout California. Her duties have ranged from authoring biological assessments and Natural Environmental Studies, to performing resource management and mitigation plans, to overseeing large-scale fuels treatment, utility, and development projects spanning regions, a variety of habitats, and numerous permitting agencies. Mrs. Montana’s main strength is providing oversight, quality assurance, budget control, schedule adherence, and technical review on large-scale projects. She has built and managed multi-disciplinary teams of technical experts, to successfully complete projects across the state.
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RELEVANT EXPERIENCE
San Mateo Resource Conservation District La Honda Fuel Break Project San Mateo Resource Conservation District (RCD) is preparing to implement the La Honda Shaded Fuel Break, which constitutes an approximately 19-mile fuel break surrounding the community of La Honda in unincorporated San Mateo County. Sequoia’s team is designing a CalVTP treatment plan that will balance the needs of the RCD, the La Honda community, stakeholders, and environmental protection while reducing dense vegetation and ladder fuels to provide safe access for firefighting personnel and potentially slow the spread of lower-intensity fires. Because portions of the project area include land outside of the State Responsibility Area (SRA), Sequoia is preparing a Project Specific Analysis and Addendum to the CalVTP PEIR. Sequoia will support the RCD with implementation of the project by developing contracting strategies and efficiencies, reviewing contract specifications and work descriptions/orders, and providing inspection support.
Sonoma County Regional Parks Hood Mountain Regional Park & Open Space Preserve Vegetation Management Planning for Ecosystem Resilience, Fire Hazard Reduction, and Climate Adaptation Following heavy impacts to the area by the 2017 Nuns Fire and the 2020 Glass Fire, Sequoia is providing consultant services for vegetation management planning throughout the 950-acre Hood Mountain Regional Park and Open Space Preserve. Sequoia performed a thorough review of existing vegetation management documents and past management activities from the 1990s, and visited the site to complete a current condition assessment. Based on the information gathered, Sequoia is preparing a draft Vegetation Management Report that integrates prior plans and evaluations, and includes GIS mapping to prioritize management recommendations. The Vegetation Management Report will undergo levels of review with stakeholders for input into the final document.
Moraga-Orinda Fire District, Tunnel Hills East Bay Shaded Fuel Break Project Sequoia provided vegetation mapping services and support for MOFD’s grant application, and we are assisting with planning and implementation. Permitted under the CalVTP, this project required a Project-Specific Analysis (PSA) checklist and CalVTP addendum. Sequoia supported MOFD with the PSA process, preparing a full PSA Addendum. We managed biological and cultural resource assessments, SPR implementation, environmental training for crews, environmental compliance monitoring, agency coordination, communication with the public, mapping, and contractor coordination. Protocol-level surveys for sensitive plants and Alameda whipsnake are anticipated, and if needed Sequoia may also provide protocol or reconnaissance-level surveys for other species, wetland delineations, and agency coordination. Sequoia conduct detailed preliminary surveys of proposed work areas before commencement of work, and will also conduct post-treatment surveys of treated areas. The data collected during these surveys will help MOFD to document permit compliance as well as inform the need for future maintenance work and assess post-treatment fire risk.
Moraga-Orinda Fire District, North Orinda Shaded Fuel Break Project Divided into a total of 55 “treatment units”, this 1,900-acre fuel break project employed a variety of specific fuel management techniques including understory clearing, tree pruning, brush clearing, chipping, mowing, and select tree removal. Mrs. Montana participated in a series of meetings with Moraga-Orinda Fire Department, members of the public, and agencies including CAL FIRE, EBMUD, EBRPD, CDFW, and CNPS. Sequoia compiled BMPs to satisfy the requirements of existing habitat conservation plans, incidental take permits, and biological opinions which had already Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
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undergone the CEQA process for projects nearby. Sequoia identified suitable Avoidance and Minimization Measures that would satisfy the existing Habitat Conservation Plan for Fuel Reduction Projects, and the EIR, Biological Opinion and Wildfire Hazard Mitigation Plan. We collaborated with CDFW and USFWS on field methods, crew training, and biological monitoring that would be implemented. Sequoia collaborated closely with fire crews to develop fire prescriptions, and performed permit interpretation and recommendations for communication with USFWS and CDFW. Sequoia also helped determine the appropriate treatment type (hand tools vs mastication) for various work areas based on quality of habitat for AWS, legal restrictions of the site (private vs EBMUD vs EBRPD property) and safety/slope concerns.
Diablo Fire Safe Council/Moraga Orinda Fire Department, Canyon Shaded Fuels Break The Diablo Fire Safe Council provided the Moraga Orinda Fire Department with a grant to conduct fuels thinning activities in a critical fire break area of Pinehurst Road in Canyon, California. Sequoia was asked to provide biological services in support of the fuels reduction project including nesting bird surveys in advance of fuels treatment activities, and consulting services for environmental compliance.
San Mateo County Parks Fuel Break Projects, Huddart and Wunderlich County Parks San Mateo County Parks is planning on implementing fuels reduction work spanning over 70 acres of chaparral, redwood forest, and oak woodland habitat starting in 2021. In support of this effort to prepare for forest health treatments and to avoid impacting sensitive plant species and natural communities within the Project area, Sequoia assisted the Parks District by performing three rounds of targeted rare plant surveys in both Huddart and Wunderlich County Parks. Focal species included: Kings Mountain manzanita, western leatherwood, and Michael’s rein orchid.
Georgetown Divide Resource Conservation District Georgetown Fuel Reduction Project Working collaboratively with the Georgetown Divide Resource Conservation District (GDRCD), Sequoia provided environmental planning and compliance services for this project which reduced understory ladder and surface fuels by managing and removing vegetation on and within 200 feet of BLM land in the South Fork American River Watershed.
The project minimizes the risk of wildfire damage to forest resources, communities, and infrastructure in the project area. Sequoia’s ensured project compliance with the Migratory Bird Treaty Act, Federal Endangered Species Act, and California Endangered Species Act. Our approved biologists were on-site throughout the project to conduct surveys for nesting birds, plants, and other sensitive species and resources. The biologists delineated and flagged no-disturbance buffers wherever the presence of a sensitive/special-status species (e.g., nesting birds, western pond turtle, California red-legged frog, Yuma myotis, Red Hills soaproot) and/or their nests are detected. Sequoia mapped out the project area to keep the contractor aware of the locations of any biologically sensitive resources to protect these resources during project activities.
Caldor Fire Recovery, Forest Restoration Action Plan
The El Dorado County Resource Conservation District (RCD) played a lead role in post-fire recovery effort for area effected by the Caldor Fire. This pilot project was established to create a scalable, efficient, and effective process for future use by future fire recovery efforts. Under the Caldor Fire Recovery Plan, Sequoia has been tasked with providing environmental and cultural compliance to aid in post fire restoration of fire-impacted non-industrial private lands within the Caldor burn area of El Dorado County. Sequoia has worked closely with the El Dorado Resource Conservation District to develop appropriate regulatory pathways for various communities affected by the fire. Through a Categorical Exemption for the Grizzly Flat subdivision, and use of the Cal-VTP PEIR for the remainder of the non-industrial private Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
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lands, Sequoia has provided project design and management, development of the Categorical Exemption and implementation of the Cal-VTP PEIR, and environmental compliance surveys and monitoring of protected resources including (rare plants, aquatic features, California red-legged frog, foothill yellow-legged frog, Sierra Nevada yellowlegged frog, western pond turtle, great gray owl, California spotted owl).
El Dorado Resource Conservation District-Fire Adapted 50 Phase 1B – Wildland Fire Protection Program The Fire Adapted 50 Phase IB - Wildland Fire Protection Program is Phase B of a series of projects identified by CAL FIRE, the U.S. Forest Service, El Dorado Resource Conservation District, and the Georgetown Divide Resource Conservation District. The project will conduct vegetation treatments on both private and USFS lands designed to interrupt potential wildfire behavior by reducing the rate of spread and intensity of fire. Sequoia is providing environmental consulting services to ensure Project compliance with all Federal, State, and local regulations and project permits; including but not limited CEQA/NEPA compliance (evaluation, surveys, consultations, communications, information exchange, reporting, monitoring, mapping and document management, etc.).
East Bay Regional Park District’s Wildlife Hazard Reduction Program and Resource Management Plan Since 2014, Mrs. Montana has worked with the East Bay Regional Park District (EBRPD) on planning and implementation of their FEMA-funded Wildfire Hazard Reduction and Resource Management Plan. The program extends throughout more than 40 sites on EBRPD property in Alameda and Contra Costa Counties. Sequoia’s work includes interpretation of their Biological Opinion, Incidental Take Permit, and Environmental Impact Report. Sequoia worked with the District to create standard operating procedures for programmatic work, submitting annual reports to USFWS and CDFW, and coordinates communication and meetings with the District, manages and supervises field activities, performs focused surveys, conducts environmental training for field and Park personnel, and provides biological monitoring services for implementation of Avoidance and Minimization Measures during fuels treatment activities.
Marin Wildfire Prevention Authority Environmental Compliance Consulting Services for Wildfire Prevention/Hazard Mitigation Projects
The Marin Wildfire Prevention Authority is working to permit a large number of fire prevention projects throughout Marin County. The projects use a wide variety of fuels reduction treatments to achieve their goals, from goat grazing to creating large fuel breaks using mechanical mastication. Sequoia is providing biological services during planning and implementation each of the 40-plus projects within the MWPA work plan. Sequoia’s early involvement during the planning phase allows us to assist in designing projects that avoid environmental impacts and maximize available funds.
As projects are approved and fully permitted, Sequoia biologists assist with specialized surveys including nesting bird surveys, sensitive plant surveys, invasive species mapping, protocol-level northern spotted owl surveys, and biological monitoring of work, when required.
CAL FIRE’s Kings Mountain Road and Quarry Park Fuel Reduction Projects Mrs. Montana oversaw biological support efforts on CAL FIRE’s King’s Mountain Road Fuel Break project in San Mateo County Parks Department’s Huddart County Park. Sequoia’s technical specialists provided focused endangered species and botanical surveys ensure AMM compliance in advance of fuel reduction activities and adherence to CAL FIRE’s Fuel Reduction Avoidance and Minimization Measures. Work included pre-treatment assessments were conducted, collecting data regarding species cover, composition, and invasive species present. Post-treatment assessments will be conducted within a year to treatment to determine maintenance intervals for the fuel break.
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Sequoia also provided environmental consulting services to the San Mateo Santa Cruz unit of CAL FIRE for the Quarry Park Emergency Shaded Fuel Break Project. Sequoia assisted CAL FIRE with special protection measures and potential operational (biological) constraints. Sequoia’s biologists conducted preliminary surveys of proposed work areas focusing on the presence of nesting birds, sensitive species and their habitat, existing erosion or signs of other work already competed, and safety hazards such as wasp nests or access issues.
PG&E’s Wildfire Safety Inspection Program Throughout PG&E Territory Following the 2017 and 2018 wildfires, PG&E’s Wildfire Safety Inspection Program (WSIP) has been implemented in addition to routine inspection and maintenance programs, to further reduce wildfire risk. As part of this program, Mrs.
Montana is overseeing permit compliance support, technical studies, endangered and sensitive species studies, surveys, and data collection, and project reviews at various sites throughout PG&E’s service territory, from Humboldt to Bakersfield.
U.S. Bureau of Reclamation (USBR) Battle Creek Salmon and Steelhead Restoration Project Sequoia is currently leading the environmental compliance support team for the Bureau of Reclamation’s Battle Creek Salmon and Steelhead Restoration Project, which will restore about 48 miles of salmonid habitat. Sequoia is providing technical expertise to the USBR and is supporting fish and wildlife and regulatory issues. Planning and implementation includes extensive terrestrial and aquatic surveys, permit reviews and applications, vegetation plans, fish and other resource management plans, and environmental compliance monitoring and reporting during construction.
Sugarloaf Ridge State Park Post-Wildfire Northern Spotted Owl Surveys Following the October 2017 wildfires, northern spotted owl surveys were requested at Sugarloaf Ridge State Park to document owl presence within the park during the 2018 field season. Mrs. Montana oversaw performance of surveys satisfying the USFWS 1-year protocol requirement. Sequoia biologists conducted a desktop review of prior northern spotted owl territories and habitat within the park, mapped suitable habitat and placing survey points, and prepared the year-end survey report and submitting it to State Parks.
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Kyle Verblaauw, MS
Assistant Project Manager | Biologist
AREAS OF EXPERTISE
Biological monitoring
Special-status species surveys
Amphibian dip net surveys
Burrow excavations
Vegetation mapping
EDUCATION
MS, Environmental
Management (Ecology),
University of San Francisco
BA, Environmental Studies
(Biology), University of
California Santa Barbara
UC Education Abroad Program,
(Marine Biology and Terrestrial
Ecology), University of
Queensland, Australia
PERMITS/CERTIFICATIONS
USFWS 10(a)(1)(A) Recovery
Permit #ESPER0045160 for
California Tiger Salamander and
California Red-legged Frog
CDFW Scientific Collecting
Permit #S-211500002-21363-
001 and MOU for California
Tiger Salamander, and
California Red-legged Frog
MEMBERSHIPS AND
PROFESSIONAL ASSOCIATIONS
The Wildlife Society
Golden Gate Audubon Society
Kyle Verblaauw is an experienced field biologist with more than 9 years of professional experience. Kyle has extensive monitoring and special-status species experience within California. While completing a Master’s degree in Environmental Management at the University of San Francisco, Kyle has worked as in the consulting industry with experience conducting pre-construction surveys, seine and dip-net surveys, biological and regulatory compliance monitoring, rare plant surveys, non-native vegetation mapping, nesting bird surveys, providing worker environmental awareness training (WEAP), and managing/coordinating projects.
He has experience working on projects with special-status species including the California tiger salamander, California red-legged frog, foothill yellow-legged frog, Alameda whipsnake, salt marsh harvest mouse, western burrowing owl, giant kangaroo rat, Pacific herring, western snowy plover, San Francisco garter snake, San Francisco dusky-footed woodrat, nesting birds, and marine mammals. Special status plant species observed include fountain thistle and Crystal Springs lessingia.
Kyle specializes in California tiger salamander and California red-legged frog work and has experience implanting PIT tags, conducting/overseeing burrow excavations, checking pitfall traps, cover boards, and exclusion fences, and conducting amphibian dip-net surveys. He possesses a USFWS 10(a)1(A) Recovery Permit for California tiger salamander and California red-legged frog, and a California SCP and MOU for California tiger salamander. He has also attended various professional workshops focusing on California red-legged frog, foothill yellow-legged frog, California tiger salamander, western pond turtle, salt marsh harvest mouse, western burrowing owl, western snowy plover, Ridgway’s rail, California least tern, Alameda whipsnake, as well as Pacific herring and salmonids.
RELEVANT EXPERIENCE
Marin Wildfire Prevention Authority (MWPA) – Environmental Services for Wildfire Prevention/Hazard Mitigation Projects; Marin County, CA April 2022 - Ongoing
The Marin Wildfire Prevention Authority (MWPA) is working to permit a large number of fire prevention projects throughout Marin County. The projects use a wide variety of fuels reduction treatments to achieve their goals, from goat grazing to creating large fuel breaks using mechanical mastication. Sequoia is providing biological services during planning and implementation for each of the Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
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40-plus projects within the MWPA work plan. Sequoia’s biologists conduct literature reviews of biological resources and field assessments, prepare and present environmental trainings, and provide ongoing specialized expertise to assist the MWPA. Mr. Verblaauw’s role includes:
Project management and coordination, client communications, coordination of biologists for preconstruction surveys, nesting bird surveys, and botanical surveys
Develop Biological Resources Report and prepare other deliverables for client Conducting northern spotted owl survey using call back survey method (1 adult male observed) Conducting nesting bird, woodrat, and rare plant surveys ahead of vegetation clearing crews Identified nesting great horned owl, Anna’s hummingbirds (2), and bushtits (2) San Mateo County Parks, Edgewood Shaded Fuels Break, Redwood City, CA May 2022 – August 2022
San Mateo County Parks (SMCP) is conducting fuels reduction activities in Edgewood County Park to provide a defensible space buffer against potential wildfires for nearby homes. As project coordinator for this effort, Mr. Verblaauw’s roles included:
Providing project support and oversight for field biologists Quality control and assurance of weekly deliverables
Communications and coordination with Parks staff
Conducting surveys for special status species and nesting birds San Mateo County Parks, Quarry Park Shaded Fuels Break, El Granada, CA June 2022 - September 2022
San Mateo County Parks (SMCP) is conducting fuels reduction activities and habitat restoration at Quarry Park. The goal of the project is to reduce flammable vegetation onsite, including removal of numerous eucalyptus trees and clearing the understory of dense brush. As the project coordinator for this effort, Mr. Verblaauw’s roles included:
Providing project support and oversight for field biologists Quality control and assurance of deliverables
Communications and coordination with Parks staff
Conducting pre-activity surveys for San Francisco dusky-footed woodrat, California red-legged frog, and nesting birds, as well as flagging resources and communicating survey results to crews on the ground US Bureau of Reclamation - B.F. Sisk Dam SOD Modifications - Phase I; Gustine, CA August 2022 – Ongoing
The B.F. Sisk Dam Safety of Dams Modification Project is a joint venture by the United States Bureau of Reclamation (BOR) and California Department of Water Resources (DWR). Sequoia is contracted by NW Construction and the BOR to provide environmental compliance support during Phase 1 of the B.F. Sisk Dam Safety of Dams Modification Project, which will improve public safety by increasing the height of the dam and adding stability berms and other safety Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
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features to reduce the likelihood of the dam overtopping during an earthquake. Our role involves special-status species monitoring and surveys, burrow excavation, and management of the tule elk herd present onsite. Species known to occur or with potential to occur on the project include tule elk, San Joaquin kit fox, California tiger salamander, California red-legged frog, American badger, burrowing owl, Swainson’s hawk, and bald eagle. Mr. Verblaauw’s roles include:
Conduct monthly CRLF visual encounter surveys (day and night) in occupied CRLF habitat within the Project area Conducting exclusion fence checks for CTS and CRLF
Surveying for suitable burrow habitat for SJKF and CTS Maintenance on Thule elk camera traps
Monitoring construction activities
East Bay Regional Park District McCosker Sub-Area Creek Restoration and Recreational Improvements Project; Montclair, CA
August 2020 - Ongoing
The East Bay Regional Park District has been restoring ecological function to two existing culverted creeks in the McCosker sub-area of Sibley Regional Park. Working under a CDFW Incidental Take Permit (No. 2081-2018-070-03), USFWS Biological Opinion (#08ESMF00-2019-F-015), USACE and RWQCB 401/404 permits, and CDFW 1600 Lake and Streambed Alteration Agreement. Mr. Verblaauw’s duties include:
Conducting long-term vegetation monitoring to determine success of restoration plantings Conducting biological monitoring work activities for special-status species: nesting birds and raptors, Alameda whipsnake, California red-legged frog, and San Francisco dusky-footed woodrat Developing the 2022 annual status report summarizing covered project activities and describing project compliance with permits
Bourdet Ranch Conservation Banking; Santa Clara County, CA May 2023 - Present
Sequoia Ecological Consulting, Inc. is assisting the Bourdet Family to establish a conservation bank on their 3,354-acre property in Santa Clara County, CA. Sequoia is tasked with all necessary biological surveys to determine absence/presence of listed species within the property, including pond sampling for California tiger salamander and California red-legged frog. Once biological resources are evaluated, Sequoia is conducting a bank feasibility analysis and designing the conservation bank. Sequoia is directly coordinating with the agencies on behalf of the Bourdet family and drafting all required documents for establishing a conservation bank including a draft prospectus, prospectus, and additional documents based on agency evaluation of resources on-site. Mr. Verblaauw supported this project by:
Performing aquatic surveys for amphibian surveys, including California tiger salamander and California redlegged frog Performing eDNA sampling for CTS and CRLF
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Upper Llagas Creek Flood Protection Project; Gilroy, San Martin, and Morgan Hill, CA September 2019 - Ongoing
Under contract with the Santa Clara Valley Water District, several contractors are conducting channel improvements on existing creek reaches and constructing new creek channels to reduce or prevent flooding during major storm events.
Sequoia has performed work for the contractor as well as owner to assist in meeting habitat preservation, restoration, and improvement goals as stipulated by the project plan. Kyle’s responsibilities include:
Conducting pre-construction surveys and construction monitoring for nesting birds, and general special-status species under CDFW and USFWS permits.
Identifying habitats and suitable breeding locations for federally and state special-status species Monitoring turbidity, dissolved oxygen, temperature, pH, and erosion within the watercourses Special-status species: California red-legged frog, California tiger salamander, western pond turtle San Mateo County Parks, Sawyer Camp Trail Culvert Replacement Project, San Mateo County, CA July 2022 - September 2022
San Mateo County Parks (SMCP) is replacing 16 failed or badly degraded culverts along the Sawyer Camp Trail near the Crystal Springs Reservoir. Prior to construction implementation, special-status species surveys are required, including surveys for: nesting birds, San Francisco dusky-footed woodrat, California red-legged frog, San Francisco garter snake, and western leatherwood. Biological monitoring during all ground-disturbing activities is also required. Mr. Verblaauw supported SMCP on this project as Sequoia’s project coordinator by:
Providing project support and oversight for field biologists Quality control and assurance of deliverables
Communications and coordination with Parks staff
Conducted biological monitoring
East Bay Regional Park District Routine Maintenance Projects; Alameda and Contra Costa Counties, CA September 2020 – Ongoing
Sequoia Ecological is supporting EBRPD with an on-call contract to conduct pre-activity surveys, water quality monitoring, and biological compliance monitoring for routine maintenance projects under their regulatory permits.
Species to be avoided include: Alameda whipsnake, California red-legged frog, California tiger salamander, giant garter snake, Ridgway’s rail, California least tern, salt marsh harvest mouse, San Joaquin kit fox, vernal pool branchiopods, snowy plover, pallid manzanita, nesting birds, and San Francisco dusky-footed woodrat. Mr. Verblaauw’s duties included:
Providing environmental awareness training to construction crews Conducting nesting bird surveys and preconstruction surveys for special status species Biological monitoring during work activities and ensuring project’s compliance with regulatory permits Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Will Johnson
Climate Resiliency and Restoration Program Manager
AREAS OF EXPERTISE
Restoration
Construction management &
QA/QC
Invasive Plant Management
Planning & Implementation
Natural Resource
Management & Monitoring
Mitigation Planning
Compliance Management
Plant/Wildlife Surveys
EDUCATION
MS, Biological Sciences,
University of Rhode Island
BS, Biological Sciences,
University of Rhode Island
PERMITS/CERTIFICATIONS
California Contractors State
License Board – C-27 Landscape
Construction License, 1086577,
exp. 2026
California Department of
Pesticide Regulation – Qualified
Applicator License, 162032,
exp. 12/2024
Will Johnson has 16 years of experience in habitat restoration, mitigation planning, inspection and compliance support, natural resource monitoring, and both project and program-level administration and management. Mr. Johnson has provided services on a variety of projects throughout northern California for the past 10 years. He has worked as a field biologist, site superintendent, manager, crew leader, and equipment operator. He has extensive experience in reviewing and implementing work from proposal phase to closeout based on standard specifications, plans and permit requirements. Mr. Johnson has authored site management and long-term maintenance plans, cost proposals, budgets, technical write-ups and project approaches. He has both partnered with and contracted for a diverse number of clients including County, State, Federal-level groups as well as consulting firms, non-profit organizations, special districts, and private landowners.
Mr. Johnson has conducted project work in the vicinity of numerous special status species including California Ridgway’s rail, California black rail, salt marsh harvest mouse, San Francisco garter snake, giant garter snake, California red-legged frog, and California tiger salamander. Mr. Johnson has conducted rare plant surveys and managed projects which had the following species: western burrowing owl, Swainson’s hawk, northern goshawk, golden eagle, foothill yellow-legged frog, Alameda whipsnake, western pond turtle, dusky-footed woodrat.
RELEVANT EXPERIENCE
Mount Tamalpais Fuel Reduction (Various Phases); Mill Valley, CA 2020 - 2023
Mr. Johnson supported Marin Municipal Water District (MMWD) in implementing various fire fuel reduction work, including understory mastication, and hand-crew clearing and thinning work. The work fell under MMWD’s Biodiversity, Fire, and Fuels Integrated Plan (BFFIP). Crews worked in and around sensitive watershed areas and habitat. The entirety of the project was located in steep, wildland terrain. Mr. Johnson served as the project manager.
Developed cost proposal and technical approach to various restoration activities
Oversaw crew logistics and scheduling
Performed project management and coordination with consultants Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
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Quarry Park Shaded Fuel Break; El Granada, CA
2023
Mr. Johnson supported San Mateo County Parks (SMCP) in implementing fuels reduction, including removing eucalyptus trees and understory vegetation. The work occurred in and around habitat for San Francisco dusky-footed woodrat, California red-legged frog, and nesting birds. Mr. Johnson served as the project manager (contractor). Developed cost proposal and technical approach to construction Oversaw crew logistics and scheduling
Performed project management and coordination with consultants Green Oaks Restoration; Pescadero, CA
2023
San Mateo County Resource Conservation District (SMCRCD) worked in conjunction with California State Parks to implement a riparian and grassland drainage restoration project. The project included site preparation, grading, log placement, spoils management, and revegetation post equipment work. Mr. Johnson was the project manager for construction (contractor).
Developed cost proposal and technical approach to restoration and maintenance Oversaw crew logistics and scheduling
Performed project management and coordination with consultants Kitteridge Wetland Restoration; Los Gatos, CA
2023
Mr. Johnson worked to support the restoration of a retention pond drainage feature for San Jose Water Company (SJWC). The creation of wetlands at Lake Kittredge was designed to provide habitat for California red-legged frogs, western pond turtles, and nesting olive-sided flycatchers. The scope included re-grading and earthmoving of seasonally flooded depressions, channels and general re-contouring, followed by revegetation and re-seeding of stabilized areas.
Will oversaw construction activities and worked with the client to develop approaches to work, erosion control and reseeding efforts. Mr. Johnson was the project manager for construction (contractor). Developed cost proposal and technical approach to construction Oversaw crew logistics and scheduling
Performed project management and coordination with consultants Arroyo de la Laguna Creek Restoration; Pleasanton, CA
2022 – 2023
The City of Pleasanton’s Arroyo de la Laguna project included site preparation, invasive plant management, restoration planting and long-term maintenance. Mr. Johnson served as the project manager for construction (contractor) and worked alongside Sequoia (consultant).
Developed cost proposal and technical approach to restoration Coordinated with City and consulting biologist
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Performed project management and permit compliance
San Rafael Creek Restoration & Maintenance; San Rafael, CA 2021 - 2023
Sonoma Marin Area Rail Transit’s (SMART) San Rafael Creek project included site preparation, invasive plant management, restoration planting and long-term maintenance. Mr. Johnson served as the project manager for construction (contractor) and worked alongside Sequoia (consultant). Developed cost proposal and technical approach to restoration Coordinated with SMART and consulting biologist
Performed project management and permit compliance
McCosker Creek Restoration and Improvements; Orinda, CA 2022 - 2023
East Bay Regional Park District’s (EBRPD) McCosker Creek project included invasive plant management and long-term maintenance of native plants and site infrastructure. Mr. Johnson served as the project manager for maintenance (contractor) and worked alongside Sequoia (consultant). Oversaw crew logistics and scheduling
Coordinated with EBRPD and consulting biologist
Performed project management and permit compliance
Special-status species: nesting birds and raptors, Alameda whipsnake, California red-legged frog, and San Francisco dusky-footed woodrat
Bioregional Habitat Restoration; Sunol, CA
2017 - 2023
San Francisco Public Utilities Commission (SFPUC) manages watershed areas throughout Alameda County. The project included several years of invasive plant management in wildland areas. Treatments were targeted to support native plant establishment and achieve SFPUC’s mitigation and management objectives. Work occurred in and around areas with sensitive species. Mr. Johnson served as a project manager. Developed cost proposal and technical approach to restoration and maintenance Oversaw crew logistics and scheduling
Performed project management and coordination with consultants Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Resume
Will Johnson, MS
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NASA Ames Research Center Wetland Restoration & Mitigation; Santa Clara, CA 2018
As part of mitigation, NASA was required to investigate soils at a site at Moffett Field in Santa Clara County. Mr. Johnson led a construction team that provided native habitat and erosion control services to a consulting firm for the duration of the soil investigation across the several acre site. The project scope included brush and vegetation clearing ahead of drilling/soil sampling; silt/exclusion fence installation, maintenance and removal; harvesting and transplanting wetland and marsh plant species including pickleweed and saltgrass; hydroseeding and hand-broadcast seeding of native lowland, upland and transitional marsh species; hand-watering and non-chemical weed control to facilitate plant establishment.
Developed cost proposal and technical approach to construction and invasive plant work Oversaw crew logistics and scheduling
Performed project management and coordination with consultants On-Call Restoration & Maintenance; Various East Bay Regional Park properties, CA 2022 - 2023
Mr. Johnson supported East Bay Regional Park District (EBRPD) in implementing various stages of restoration and construction work at several different park units/locations. Work included invasive plant management, erosion control, site maintenance, irrigation troubleshooting and repair, and fence building. Mr. Johnson served as the project manager and lead contract point of contact for all on-call task orders. Developed cost proposal and technical approach to various restoration activities Oversaw crew logistics and scheduling
Performed project management and coordination with consultants Tilden Nature Area Restoration; Berkeley, CA
2018-2023
Mr. Johnson supported East Bay Regional Park District (EBRPD) in restoring pond features, installing native riparian vegetation, constructing trails, fencelines and park amphitheater. Work occurred in and around sensitive creek habitat.
Project included 5 years of follow-up maintenance and stewardship of the site. Mr. Johnson served as the project manager (contractor).
Developed cost proposal and technical approach to construction Oversaw crew logistics and scheduling
Performed project management and coordination with consultants Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Kelyn McGuire
Staff Biologist
AREAS OF EXPERTISE
Nesting bird surveys
Biological monitoring
Pre-construction surveys
EDUCATION
BA Environmental Studies
(Anthropology), University of
California, Santa Barbara
UC Education Abroad Program,
(Anthropology) University of
Edinburgh, Scotland
MEMBERSHIPS AND
PROFESSIONAL ASSOCIATIONS
The Wildlife Society
Golden Gate Audubon Society
Kelyn McGuire is an enthusiastic biologist with more than a year of experience.
Kelyn has experience conducting nesting bird surveys and special-status species surveys for California tiger salamander, California red-legged frog, Alameda whipsnake, western pond turtle, San Francisco dusky-footed woodrat. She has assisted in rare plant surveys under the supervision of a senior botanist. Kelyn also has performed California spotted owl surveys under the direction of experienced biologists. She has also assisted with bumble bee surveys under the guidance of a permitted biologist. Kelyn has experience performing pre-construction surveys, daily biological monitoring, and delivering environmental awareness trainings.
RELEVANT EXPERIENCE
Moraga Orinda Fire District, Tunnel East Bay Hills Fuel Break; Orinda, CA April 2023 – Ongoing
The Moraga-Orinda Fire District is conducting a fuels reduction project along key access roads in the cities of Moraga and Orinda, CA to minimize the impact of wildfires on local communities by developing fuel breaks and keep roads accessible for evacuation and emergency response. Sequoia is providing biological support on the project to ensure environmental compliance with the fuels reduction work. In support of this project, Kelyn’s role has included:
Conduct pre-construction surveys for special-status species: California tiger salamander, California red-legged frog, western pond turtle, Alameda whipsnake, San Francisco dusky-footed woodrat
Perform pre-treatment surveys prior to work being done Environmentally train fuel reduction crews regarding sensitive species in a high-risk work environment
Monitor and provide insight to work crews to preserve sensitive species habitat such as core-scrub for Alameda whipsnake and nesting birds
Carrying out rare plant surveys under the supervision of Senior Botanists
Providing active monitoring during all pile burning done by fire officials
Set up trail cameras to track animal activity and behaviors Place coverboards outside of the project area to provide refuge Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
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Kelyn McGuire
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Special-status species: Western pond turtle, California red-legged frog, California tiger salamander, Alameda whipsnake, San Francisco dusky-footed woodrat, Northern spotted owl Contra Costa County Fire Protection District (ConFire) - Lafayette/Walnut Creek Shaded Fuel Break, Contra Costa County, CA
May 2023 – Ongoing
This shaded fuel break project extends about 7 miles surrounding the community of Rossmoor and is expected to treat approx. 250 acres through the reduction of dense vegetation and removal of ladder fuels. Sequoia is providing reconnaissance and plant surveys ahead of vegetation removal, then daily monitoring during implementation. Kelyn’s responsibilities as lead biologist include:
Helped project kickoff by conducting environmental training for all working crew members Executed pre-treatment surveys of all project areas before commencement of any work Organized pre and post treatment
Managed project coordination and assisted project manager with scheduling, client communication and daily/weekly reporting
Accompanied Senior Biologist on bumble bee surveys targeting sensitive bumble bee species Maintained strong communication between client, crew and Sequoia staff Conduct daily pre-construction surveys for special status species ahead of days work Recording and mapping rare plant sensitive vegetation communities Performed reconnaissance surveys prior to implementation phase Special-status species: Alameda whipsnake, California red-legged frog, California tiger salamander, San Francisco dusky-footed woodrat, western pond turtle, Crotch’s bumble bee, California newt, sensitive bat species Marin Wildfire Prevention Authority (MWPA) –Environmental Services for Wildfire Prevention/Hazard Mitigation Projects, Marin County, CA
April 2023 – Ongoing
The Marin Wildfire Prevention Authority (MWPA) is working to permit a large number of fire prevention projects throughout Marin County. The projects use a wide variety of fuels reduction treatments to achieve their goals, from goat grazing to creating large fuel breaks using mechanical mastication. Sequoia is providing biological services during planning and implementation each of the 40-plus projects within the MWPA work plan. Sequoia’s biologists conduct literature reviews of biological resources and field assessments, prepare and present environmental trainings, and provide ongoing specialized expertise to assist the MWPA. Kelyn’s role included:
Performing pre-activity surveys for special-status wildlife and plants, as well as nesting birds Setting up acoustic monitors to record bird activity
Analyzing acoustic monitor data and providing concise data collection for the client Conducting nesting bird surveys
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
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Kelyn McGuire
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Special- status species: Northern spotted owl, California red-legged frog, foothill yellow-legged, Ridgway’s rail, black rail, burrowing owl, Western snowy plover, salt marsh harvest mouse, Western bumblebee, monarch butterfly, anadromous fish, various sensitive bat species Bourdet Ranch Conservation Banking; Santa Clara County, CA April 2024
Sequoia Ecological Consulting, Inc. is assisting the Bourdet Family to establish a conservation bank on their 3,354-acre property in Santa Clara County, CA. Sequoia is tasked with all necessary biological surveys to determine absence/presence of listed species within the property, including pond sampling for California tiger salamander and California red-legged frog and special-status bumble bees. Once biological resources are evaluated, Sequoia is conducting a bank feasibility analysis and designing the conservation bank. Sequoia is directly coordinating with the agencies on behalf of the Bourdet family and drafting all required documents for establishing a conservation bank including a draft prospectus, prospectus, and additional documents based on agency evaluation of resources on-site.
Kelyn supported this project by:
Field assistant for protocol level surveys for candidate bumble bee species (Crotch’s bumble bee) Safe handling, catch and release of crotch’s bumble bee and other bumble bee species Successfully identifying Crotch’s bumble bee and other bumble bee species Assisting in data and mapping management
California State Parks, Mt. Diablo State Park Vegetation Treatment, Pretreatment Biological Surveys and Monitoring; Contra Costa County, CA
April 2023 – May 2023
The Mt. Diablo State Park Vegetation Treatment project involves Cal State Parks identifying key areas in the park that are at risk for wildfires. Multiple different vegetation removal companies are subcontracted to reduce fuel debris that can pose a risk incidents of fire outbreaks. Sequoia biologists provide pretreatment surveys to identify rare plants, special status species, and nesting birds to ensure that fuel removal is within environmental compliance. Kelyn’s duties include:
Providing pre-construction surveys for special status species and nesting birds Identifying habitat that can be suitable for special status species such as California red-legged Frog, Western Pond Turtle and Alameda whipsnake
Providing biological monitoring and reporting
Mariposa Peak Ranch Long-Term Management; Merced and Santa Clara Counties, CA April – May 2024
Sequoia Ecological Consulting is working to establish a conservation easement for Caltrans and a residential development project on private land near Gilroy in order to offset impacts to California tiger salamander and California red-legged frog. Kelyn’s responsibilities on this project included:
Assisting permitted biologists with pond sampling surveys for California red-legged frogs and California tiger salamanders
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
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Kelyn McGuire
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Aiding in eDNA collection from each pond
Taking measurements and data collection of California red-legged frog and California tiger salamanders Conducting visual encounter surveys for western pond turtle, California red-legged frog, California tiger salamander and bullfrogs
Perform VES eye-shine surveys for bullfrogs
Use dip net and seine net for protocol level surveys for special-status species Anderson Dam Tunnel Water Quality Monitoring; Morgan Hill, CA October 2023 – Ongoing
This project includes environmental compliance and biological support for heavy civil construction in habitat suitable for several sensitive animal species. Under federal compliance orders, multiple regulatory agency permitting and technical recommendations, and under the Santa Clara Valley Habitat Conservation Plan/Natural Community Conservation Plan, Kelyn is responsible for:
Performing biological monitoring
Collecting water-quality data from Multi-Parameter Sondes located at different sites both upstream and downstream from the project location
Ensuring proper equipment maintenance and calibration to acquire high quality data Providing daily monitoring summaries to project managers Special-status species: California tiger salamander, California red-legged frog, western pond turtle, steelhead, coyote ceanothus, nesting birds, golden eagle, bald eagle, pallid bat California State Parks, Northgate Road Emergency Repair Project; Contra Costa County, CA June 2023 – October 2023
Mount Diablo State Park is conducting emergency repair work for culvert and road failures within the park. As a subconsultant to ECORP, Sequoia is providing biological and compliance support for project implementation, including pre-construction surveys for rare plants and biological monitoring during ground-disturbing activities. Species monitored during this project include Alameda whipsnake, California red-legged frog, California tiger salamander, Peregrine falcon and nesting birds. Kelyn supported this project by:
Providing biological monitoring and reporting to crews Providing environmental training for crews
Special-status species: California tiger salamander, California red-legged frog, Alameda whipsnake, Peregrine falcon, nesting birds, rare plants.
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Nicolas Anderson
Biologist / Assistant Project Manager
AREAS OF EXPERTISE
Biological surveys
Habitat restoration
Construction monitoring
Forestry management
EDUCATION
BS, Fisheries, Wildlife, and
Conservation Biology,
University of Minnesota –
Twin Cities
PERMITS/CERTIFICATIONS
Wildland Firefighter Type II
National Pollutant Discharge
Elimination System (NPDES)
Construction Stormwater
Inspector
Nicolas Anderson has 5 years of experience in wildlife and vegetation surveys, habitat restoration, construction monitoring, forestry management, and geographic information systems (GIS). His surveying experience includes pointcount, mark-recapture for small mammals and fish, electrofishing, mist netting, spotlight, dip netting, seining, hoop netting, telemetry, and herpetological surveys for wetland index of biological integrity (IBI) assessments.
Nic’s threatened and endangered (T&E) biological surveys conducted in the Midwest, Southeast U.S., and California include but are not limited to western pond turtle, California red-legged frog, Indiana bat, Henslow’s sparrow, loggerhead sea turtle, northern long-eared bat, greater prairie-chicken, loggerhead shrike, bald eagle, Karner blue butterfly, Dakota skipper, and southern bog lemming.
Additionally, his T&E vegetation surveys have included but are not limited to beaked spikerush, slender rush, sterile sedge, western prairie fringed orchid, whorled nutrush, and stream parsnip.
RELEVANT EXPERIENCE
Marin Wildfire Prevention Authority, Environmental Compliance Consulting Services for Wildfire Prevention/ Hazard Mitigation Projects; Marin County, CA
October 2022 – Ongoing
The Marin Wildfire Prevention Authority (MWPA) is working to permit numerous fire prevention projects throughout Marin County. The projects use a wide variety of fuels reduction treatments to achieve their goals, from goat grazing to creating large fuel breaks using mechanical mastication. Sequoia is providing biological services during the planning and implementation on upwards of 40 projects within the MWPA work plan. Sequoia’s biologists conduct literature reviews of biological resources and field assessments, prepare and present environmental trainings, and provide ongoing specialized expertise to assist the MWPA. Mr. Anderson’s role included:
Performing GIS services to provide detailed figures for project management and planning - GIS analyses include, but are not limited to, determining total impacts per vegetation community, proximity and impact analyses on T&E wildlife, plants, and critical habitats, impacts to aquatic habitats, summaries of soil characteristics within project Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
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Nicolas Anderson
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boundaries and surrounding areas, and depiction of on-the-ground environmental observations Managing and updating GIS databases
Special- status species: Northern spotted owl, California red-legged frog, foothill yellow-legged, Ridgway’s rail, black rail, burrowing owl, Western snowy plover, salt marsh harvest mouse, Western bumblebee, monarch butterfly, anadromous fish, various sensitive bat species Moraga-Orinda Fire District, Tunnel East Bay Hills Fuel Break Project; Orinda, CA October 2022 – Ongoing
The Moraga-Orinda Fire District (MOFD) is conducting a fuels reduction project within Contra Costa County to create large fuel breaks to reduce impacts from wildfire events. To assist with the implementation of this project, Nic is responsible for:
Performing GIS services to provide detailed figures for project management and planning. GIS analyses include, but are not limited to, determining total impacts per vegetation community, proximity and impact analyses on T&E wildlife, plants, and critical habitats, impacts to aquatic habitats, summaries of soil characteristics within project boundaries and surrounding areas, and depiction of on-the-ground environmental observations Managing and updating GIS databases
San Mateo County Parks, Edgewood Shaded Fuel Break; Redwood City, CA June 2022
In support of San Mateo County Parks in this fuel break project, Nic was responsible for:
Performing pre-construction surveys for special-status species and nesting birds Conducting biological monitoring during work activities for nesting birds Assisting with daily routine data collection and work activity summaries Special-status species: California tiger salamander, California red-legged frog, Western pond turtle, Alameda whipsnake, San Francisco dusky-footed woodrat
Anderson Dam Tunnel Water Quality Monitoring; San Jose, CA April 2023 – Ongoing
This project includes environmental compliance and biological support for heavy civil construction in habitat suitable for several sensitive animal species. Under federal compliance orders, multiple regulatory agency permitting and technical recommendations, and under the Santa Clara Valley Habitat Conservation Plan/Natural Community Conservation Plan, Nic is responsible for:
Performing pre-construction surveys for biological resources Collecting water-quality data from MultiParameter Sondes located at different sites both upstream and downstream from the project location
Ensuring proper equipment maintenance and calibration to acquire high quality data Performing biological monitoring of sensitive habitats and species during construction when required by permits Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
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Nicolas Anderson
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Providing daily monitoring summaries to project managers Creating master Excel sheets to process collected water quality data for compliance evaluation Writing soil sample reuse and monthly project update reports for client Special-status species: California tiger salamander, California red-legged frog, Western pond turtle, DPS steelhead, coyote ceanothus, nesting birds, golden eagle, bald eagle, pallid bat San Mateo County Parks Department, Sawyer Camp Trail Culvert Replacement; Burlingame, CA August 2022 – Ongoing
Supporting San Mateo County Parks for this culvert replacement project, Nic is responsible for:
Conducting pre-construction surveys for special-status species and nesting birds Monitoring construction activities to ensure minimal impacts to special-status species and their habitats Inspecting finalized work sites to ensure proper escape pathways for wildlife trapped in trenched areas Conducting biological monitoring during work activities for nesting birds and special-status species Completing daily routine data collection and work activity summaries Special-status species: western pond turtle, San Francisco dusky-footed woodrat, California red-legged frog, San Francisco garter snake
Valley Water, Cross Valley Pipeline Extension Project Fish Rescue; Coyote, CA August 2022
In support of this pipeline extension project, Nic was responsible for:
Performing electrofishing surveys within the project area to minimize construction activity impacts on fish populations
Identifying native fish species for relocation and invasive species for inventory Assisting with daily monitoring reports and data collection Special-status species: San Francisco dusky-footed woodrat, American badger, California red-legged frog, California tiger salamander, Western pond turtle, roosting bats City of San Jose, Storm Drain System Improvements; San Jose, CA July 2022
Contributing to improvements in this storm drain project, Nic was responsible for:
Conducting worker environmental awareness program (WEAP) training for incoming contractors to identify special-status species (specifically Western burrowing owls) within the prospective project area Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Resume
Nicolas Anderson
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Valley Water, Upper Llagas Creek Flood Protection Project Phase 2A; Morgan Hill, CA June 2022
Under contract with the Santa Clara Valley Water District, several contractors are conducting channel improvements on existing creek reaches and constructing new creek channels to reduce or prevent flooding during major storm events.
Sequoia has performed work for the contractor as well as owner to assist in meeting habitat preservation, restoration, and improvement goals as stipulated by the project plan. Nic’s responsibilities include:
Conducting pre-construction surveys and construction monitoring for nesting birds, and general special-status species under CDFW and USFWS permits
Identifying habitats and suitable breeding locations for federally and state special-status species Monitoring turbidity, dissolved oxygen, temperature, pH, and erosion within the watercourses Special-status species: California red-legged frog, California tiger salamander, Western pond turtle
TRAININGS/CERTIFICATIONS
Storm Water Best Management Practices, Sequoia Ecological Consulting, 2022 Nesting Bird Ecology and Survey Practices, Sequoia Ecological Consulting, 2022 Identification of Hydraulic Features, Sequoia Ecological Consulting, 2022 Alameda Whipsnake Ecology and Identification, Sequoia Ecological Consulting, 2022 Construction Stormwater Inspector, National Pollutant Discharge Elimination System, 2020 Rosgen Level 1 Principles of Fluvial Geomorphology, 5 Smooth Stones, LLC, 2019 RiverMorph, 5 Smooth Stones, LLC, 2019
AutoCAD Civil 3D for Stream Restoration, 5 Smooth Stones, LLC, 2019 Culvert Design for Stream Connectivity and Aquatic Organism Passage, University of Minnesota – Twin Cities, 2019 S-130 Firefighter Training, S-190 Introduction to Wildland Fire Behavior, L-180 Human Factors in the Wildland Fire Service, and IS-100 Introduction to Incident Command System, Wildland Firefighter Type II (FFT2), National Wildfire Coordinating Group, 2018
Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
Brian Nissen
Project Biologist
AREAS OF EXPERTISE
Field identification of
California flora and fauna
Ecological restoration project
oversight
Land management
Regulatory permitting
EDUCATION
BS, Natural Resources, Fisheries
and Wildlife Science, Oregon
State University
PERMITS/CERTIFICATIONS
10(a)(1)(A) Recovery Permit
(PER0011950), California tiger
salamander, California redlegged frog
CDFW Scientific Collection
Permit (SC-190180001)
Brian Nissen is a restoration ecologist and field biologist with more than 6 years of professional experience working with private industry consulting, federal and state agencies compliance, and volunteer research projects. Brian has experience providing permit oversight as well leading numerous ecological restoration projects biological surveys across the greater San Francisco Bay Area including special status species mitigation, riparian, oak woodland and savannah, and grassland habitats restoration.
Skilled background in restoration ecology, land management, and rangeland management/ecology. Areas of knowledge and expertise include restoration project design, implementation, and upkeep, invasive plant management, native plant propagation and establishment, grazing and mow regime management and establishment, and irrigation systems.
Mr. Nissen holds 10(a)(1)(A) permits for conducting presence/absence surveys for both California tiger salamander and California red-legged frog in Marin, Sonoma, Lake, Napa, Solano, Contra Costa, Alameda, Santa Clara and San Mateo counties.
Additionally, Brian has extensive experience conducting biological monitoring for these two species on construction projects across the greater Bay Area.
In addition to working with the California tiger salamander and California redlegged frog Mr. Nissen has experience conducting surveys and working with other special-status species including: nesting birds and raptors, burrowing owl, Swainson’s hawk, western pond turtle, San Francisco dusky-footed woodrat, fairy shrimp, giant garter snake, Alameda whipsnake, and San Joaquin kit fox.
Experience with rare plants includes Santa Cruz robust spineflower, Congdons tarplant, San Joaquin spearscale, and Santa Clara dudleya.
Mr. Nissen has 100+ hours of passerine banding experience using mist nets at the Coyote Creek Field Station with San Francisco Bay Bird Observatory (SFBBO).
RELEVANT EXPERIENCE
Santa Clara Valley Water District, Anderson Dam Tunnel Project; Morgan Hill, CA
February 2024 - Present
Sequoia is providing biological support for the Anderson Dam Tunnel Project.
Sequoia’s biologists are supporting environmental compliance for heavy civil construction in habitat suitable for California red-legged frog, California tiger salamander, western pond turtle, steelhead salmon Central California Coast Distinct Population Segment, coyote ceanothus, nesting birds, pallid bat, and bald eagle. This project is being conducted under Federal Energy Regulatory Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
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Brian Nissen
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Commission emergency compliance orders with technical recommendations from the US Fish and Wildlife Service (USFWS) and National Marine Fisheries Service, and permitting through the US Army Corps of Engineers, State Water Resources Control Board, California Department of Fish and Wildlife (CDFW), and Santa Clara Valley Habitat Conservation Plan/Natural Community Conservation Plan. Brian’s roles include:
Ensuring water quality permit measures were met using data collected while checking water quality monitoring sondes and equipment
Conducting soil sampling ensuring soil quality parameters are recorded and met Conducting nesting bird surveys ensuring the project is within compliance with the Migratory Bird Treaty Act and other environmental and legal constraints.
County of San Mateo, Half Moon Bay Landfill Stormwater Mgmt Emergency Repair; Half Moon Bay, CA February 2024 – March 2024
The stormwater drainpipe failure occurred on a coastal bluff next to the closed Half Moon Bay Landfill. An ephemeral, unnamed drainage flows through the drainpipe. The drainage was conveying water during a site visit on January 25, 2024. Rerouting the runoff may be anticipated; however, this is dependent on timing of the start of repair work. The failed drainpipe is currently not functioning, and the revetment is at risk of further collapse. The repairs are intended to address stormwater discharge and limit erosion caused by stormwater runoff as a result of the damage caused by previous excessive stormwater discharge. Work will be conducted in accordance with BMPs detailed in the County of San Mateo Routine Maintenance Program Manual. A biologist will be onsite to actively monitor all work. Project activities are anticipated to begin in February 2024. The full duration of the project is expected to be approximately 3 weeks. As a staff biologist on this effort, Brian’s roles include:
Provide biological monitoring for nesting birds and specials status species Fairview Residential Development; Hollister, CA
February 2020 – May 2022
Residential housing development located in Hollister, California. Performed preconstruction surveys and daily biological monitoring of construction activates to ensure protection of wildlife species. Administered environmental training to crew members and interfaced with construction crews on environmental issues. As a biological monitor Brian’s duties included:
Performing pre-construction surveys for nesting birds and other biological resources Preforming burrow excavations of potential CTS burrows prior to ground disturbance activities Performing biological monitoring of sensitive habitats and species during construction when required by permits Performing biological monitoring of permit conditions such as exclusionary fence and escape ramp installation.
West of Fairview Residential Development; Hollister, CA March 2022 – May 2022
Residential housing development located in Hollister, California. Performed preconstruction surveys and daily biological monitoring of construction and restoration activities to ensure protection of wildlife species and permit condition Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
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Brian Nissen
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compliance. Administered environmental training to crew members and interfaced with construction crews on environmental issues. As a biological monitor Brian’s duties included:
Performing pre-construction surveys for nesting birds and other biological resources Preforming burrow excavations of potential CTS burrows prior to ground disturbance activities Performing biological monitoring of sensitive habitats and species during construction when required by permits Performing biological monitoring of permit conditions such as exclusionary fence and escape ramp installation.
Communication Hill Residential Development; San Jose, CA June 2021
Large scale mix-use residential development. Site was formerly home to one of the largest populations of Santa Clara Valley dudleya (Dudleya setchellii), which is a low growing perennial succulent with pale yellow flowers that grows in rocky outcrops in serpentine grasslands. Santa Clara dudleya is found only in the Coyote Valley area of Santa Clara County, California, from San Jose south about 25 miles to Gilroy. As a biologist on this project Brian’s duties included:
Conducting rare plant surveys for Santa Clara Valley dudleya Contra Costa Water District – Rock Slough Fish Screen Vegetation Management; Oakley, CA June 2019 and June 2020
Aquatic vegetation management at the Contra Costa Water District Rock Slough Fish Screen. Biological monitors provided salvage and documentation for aquatic biological resources during annual aquatic vegetation removal at the Rock Slough Fish Screen facility. As a biological monitor Brian’s duties included:
Performing biological monitoring of sensitive habitats and species during maintenance activities Performing pre-construction surveys for nesting birds and other biological resources species, native plant cover, and restoration plant survivorship. As the land manager of the property and staff biologist Mr. Nissen’s duties included:
Assisting and leading annual CTS and CRLF surveys
Assisting and leading annual plant survivorship counts Annual long term resource management and monitoring, including invasive plant management, restoration planting management, pond maintenance, grazing management, and erosion prevention and mitigation Docusign Envelope ID: F2CFEC63-4FF8-4B23-A2D6-36853FBAC10F
ITEM NO. 6.
PREPARED BY: Clinton Tada
Support Services Captain
Reviewed by: Interim Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 10/15/2024
ITEM NO: 7
DATE: October 7, 2024
TO: Mayor and Town Council
FROM: Katy Nomura, Interim Town Manager
SUBJECT: Authorize an Expenditure Budget Adjustment in the Amount of $59,621 in Fiscal Year 2024/2025 from the Available General Fund Capital/Special Project Reserve to Recognize the Silicon Valley Animal Control Authority (SVACA) Joint Powers Authority Agreement One-Time Participating Agency Capital Costs
RECOMMENDATION:
Authorize an expenditure budget adjustment in the amount of $59,621 in Fiscal Year 2024/2025 from the available General Fund Capital/Special Project Reserve to recognize the Silicon Valley Animal Control Authority (SVACA) Joint Powers Authority Agreement one-time participating agency capital costs.
BACKGROUND:
On June 4, 2024, Town Council unanimously voted to execute an agreement for animal services with the Silicon Valley Animal Control Authority (SVACA) and to become a participating member agency of the SVACA Joint Powers Authority Board (JPA). As a participating member agency of the SVACA JPA, each participating agency is required to contribute one-time capital costs during their first year to offset any additional capital or equipment costs for the JPA. As defined in the executed SVACA JPA agreement, the Town of Los Gatos would incur a one-time cost of $100,000 during FY 2024/25 to cover the expenses of a new rescue vehicle. In addition, the Town of Los Gatos would incur annual services cost in the amount of $239,471 for FY 2024/25.
DISCUSSION:
On September 6, 2024, the SVACA JPA agreement was fully executed by all participating agencies to include the Town of Los Gatos as a participating agency. Staff advised the Town Council that any necessary budget adjustments for one-time costs included in the fully executed SVACA JPA agreement would be brought forward for future Town Council approval.
ITEM NO. 7.
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SUBJECT: Authorize an Expenditure Budget Adjustment in the Amount of $59,621 in Fiscal Year 2024/2025 to Recognize the Silicon Valley Animal Control Authority (SVACA) Joint Powers Authority Agreement One-Time Participating Agency Capital Costs DATE: September 4, 2024
The FY 2024/25 Operating Expenditures in Program 1201 (Non-Departmental) Account 63114 has a budgeted expenditure amount of $279,850 for animal services. SVACA annual operating services costs are $239,471, approximately $40,379 savings in the amount budgeted. In addition, a one-time new member contribution cost of $100,000 for the Town of Los Gatos will be paid to SVACA during FY 2024/2025. Staff recommends paying the $100,000 one-time costs using the savings ($40,379) in Program 1201 Account 63114 in addition to a transfer of $59,621 from the available General Fund Capital/Special Project Reserve to Program 1201 Account 63114 to pay the remaining balance.
FISCAL IMPACT:
SVACA JPA Agreement requires full payment of $100,000 one-time capital/equipment costs by the Town of Los Gatos. An expenditure budget adjustment in the amount of $59,621 from available Capital/Special Projects Reserve will be necessary to make payment in full for FY 2024/25 to SVACA in accordance with the JPA Agreement terms.
Animal Services – Non-Departmental
Program 1201 Account 63114
FY 24/25
Budgeted
FY 24/25
Actual
FY 24/25
Adjustment
FY 24/25 Animal Services Operating Costs $279,850 $239,471 +$40,379 FY 24/25 One-Time Capital Costs** $100,000 -$100,000
FY 24/25 TOTAL Animal Services Costs $279,850 $339,471 -$59,621 **One-Time Capital/Equipment costs for new SVACA JPA participating agency to off-set the costs of a new SVACA Rescue Response Vehicle to be paid in FY 24/25.
ENVIRONMENTAL ASSESSMENT:
This action is not a project defined under CEQA, and no further action is required.
Attachment:
1. SVACA Joint Exercise of Powers Authority Agreement – Revised Animal Services Agreement
ITEM NO. 7.
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PREPARED BY: Cheryl Parkman
Human Resources Director
Reviewed by: Interim Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 10/15/2024
ITEM NO: 8
DATE: October 10, 2024
TO: Mayor and Town Council
FROM: Katy Nomura, Interim Town Manager
SUBJECT: Approve and Authorize the Town Manager to Execute a Side Letter Agreement with the Los Gatos Police Officers’ Association to Increase Holiday in Lieu Compensation, Add Veterans Day as a Holiday, and Authorize an Expenditure Budget Adjustment in the Amount of $35,000 from the Available General Fund Capital/Special Projects Reserve
RECOMMENDATION:
Approve and authorize the Town Manager to execute a side letter agreement (Attachment 1) with the Los Gatos Police Officers’ Association (POA) to increase holiday in lieu compensation, add Veterans Day as a holiday, and authorize an expenditure budget adjustment in the amount of $35,000 from the available General Fund Capital/Special Projects Reserve.
BACKGROUND:
In April 2024, the Town and the POA agreed to a successor Memorandum of Understanding (MOU); however, at the time, the parties did not add Veterans Day as a Town holiday. There were two other bargaining units, TEA and AFSCME, who were still in the process of negotiating their respective MOUs. During the TEA and AFSCME negotiations, the Town and the bargaining units agreed to add Veterans Day as a Town recognized holiday for the employees represented in those unions. TEA represents several classifications within the Police Department including the Communication Dispatcher series and Police Records series.
The Los Gatos-Monte Sereno Police Department is a 24/7 operating law enforcement agency.
As such, the Police Department is not able to close operations on a holiday like the majority of the other Town departments. Holiday in lieu pay compensates employees who are unable to observe a holiday through additional pay throughout the year. In the TEA MOU, the inability to close for Veterans Day was recognized by an increase to the holiday in lieu pay to 5.0 percent, which was an increase from 4.6 percent.
ITEM NO. 8.
PAGE 2 OF 2
SUBJECT: Authorize the Town Manager to Execute a Side Letter Agreement with the Los Gatos Police Officers’ Association to Increase Holiday in Lieu Compensation, Add Veterans Day as a Holiday, and Authorize an Expenditure Budget Adjustment in the Amount of $35,000 from Available Funds
DATE: October 10, 2024
DISCUSSION:
On September 3, 2024, the Town Council approved adding Veterans Day to the list of official Town holidays in Town Code section 1.10.075. Although the POA MOU is closed through the term of April 1, 2024 – June 30, 2027, due to the addition of the official holiday, the Town proposed an increase to POA’s holiday in lieu pay from 4.4 percent to 5.0 percent, the same as TEA. If approved, this increase would be effective the pay period containing November 11, 2024 and would provide parity across the represented employee groups for this Town-recognized holiday.
CONCLUSION:
Staff has met its obligation to meet and confer with POA on the proposed side letter. The POA membership voted to approve the side letter. Therefore, it is recommended that the holiday in lieu side letter be approved, and the Town Manager be authorized to execute the side letter.
COORDINATION:
This memo has been coordinated with the Town Attorney’s Office and the Finance Director.
FISCAL IMPACT:
The increase of the holiday in lieu pay to 5.0 percent of base salary requires an expenditure budget adjustment of $35,000 from the General Fund Capital/Special Projects Reserve.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Los Gatos POA Side Letter – Holiday in Lieu
ITEM NO. 8.
ATTACHMENT 1
SIDE LETTER OF AGREEMENT
BETWEEN
THE TOWN OF LOS GATOS
AND
THE LOS GATOS POLICE OFFICERS’ ASSOCIATION
OCTOBER 2024
Having met and conferred in good faith, the Town of Los Gatos (Town) and the Police Officers’ Association (Association) agree to amend Section 26 of the Memorandum of Understanding between the Town and the Association (POA MOU) as follows:
1. Effective November 2024, the Town will observe Veterans Day. As such, Veterans Day, November 11, shall be added to the list of observed holidays in Section 26 of the POA MOU.
2. Due to the addition of Veterans Day to the list of the Town’s observed holidays, effective the pay period that includes November 11, 2024, compensation in-lieu of time off for uniform personnel assigned to shift work shall be increased to 5.0% of base salary per pay period.
FOR POA: TOWN OF LOS GATOS:
Richard Rondeau, President Katy Nomura, Interim Town Manager Riley Frizzell, Detective Cheryl Parkman, HR Director
Mike Birley, Detective Lisa S. Charbonneau, Liebert Cassidy Whitmore
Anthony Gotelli, Officer
Peter Hoffman, Rains Lucia Stern
St. Phalle & Silver, PC
APPROVED AS TO FORM:
Gabrielle Whelan, Town Attorney
ITEM NO. 8.
PREPARED BY: Nicolle Burnham
Director of Parks and Public Works
Reviewed by: Interim Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 10/15/2024
ITEM NO: 9
DATE: October 10, 2024
TO: Mayor and Town Council
FROM: Katy Nomura, Interim Town Manager
SUBJECT: Authorize the Town Manager to Execute a License Agreement with Flock Safety to Retain Privately Funded Cameras Installed in the Town of Los Gatos Right-of-Way
RECOMMENDATION:
Authorize the Town Manager to execute a License Agreement with Flock Safety to retain privately funded cameras installed in the Town of Los Gatos right-of-way (Attachment 1).
BACKGROUND:
In fall of 2023, it came to the attention of staff that Flock Safety (Flock) had contracted with private property owners to install security cameras in various locations within the Town of Los Gatos. Seven of these locations were identified to be on Town owned property along roadways (i.e., within the Town’s right-of-way).
The Parks and Public Works Department (PPW) does not allow work within Town owned property without a permit or license agreement. Encroachment permits are issued by PPW for any work in the Town right-of-way that is temporary in nature. For example, replacement of a water main by San José Water Company would require an encroachment permit.
License agreements are required for permanent installations on Town property, recognizing the long-term nature of the impact to the Town. License agreements are filed with the Santa Clara County Clerk’s Office as a record of encroachment.
ITEM NO. 9.
PAGE 2 OF 3
SUBJECT: License Agreement to Retain Privately Funded Flock Safety Cameras on Town Property in Seven Locations
DATE: October 10, 2024
DISCUSSION:
As previously noted, staff identified seven locations where Flock installed privately owned and funded cameras in the Town’s right-of-way. As staff became aware that certain installations were not publicly funded or for explicit use of Los Gatos Monte Sereno Police Department (LGMSPD), potential remedies were considered. The recommended approach was to allow the installations to remain but require Flock to enter a license agreement to retain the installations.
In accordance with the proposed agreement, the previously installed cameras will be allowed to remain in place until the property owner ceases funding them or for five years, whichever is shorter. Staff recommends this approach as a way for the private installations to remain on public property. Staff recognizes that in the event of a criminal investigation the data from these cameras may be useful, assuming Flock’s clients are willing to share the data, and staff expects they would be.
Staff has taken steps to prevent the issuance of encroachment permits for private Flock installations by requiring that all future Flock installations receive approval from the LGMSPD Chief of Police. The Chief will verify whether the installation is for law enforcement purposes or private use. No future installations of Flock cameras for private use will be allowed on Town property.
CONCLUSION:
Authorizing this license agreement will retroactively permit the placement of seven cameras in the Town right-of-way. If the license agreement is not executed, the cameras would need to be removed at the expense of the property owner(s) that paid for their installation.
COORDINATION:
This staff report has been coordinated with the Los Gatos Monte Sereno Police Department and the Town Attorney.
FISCAL IMPACT:
There is no fiscal impact associated with this action.
ENVIRONMENTAL ASSESSMENT:
The license agreements authorize minor alterations to existing public right of way and are therefore categorically exempt from CEQA. (CEQA Guidelines Section 15301.)
ITEM NO. 9.
PAGE 3 OF 3
SUBJECT: License Agreement to Retain Privately Funded Flock Safety Cameras on Town Property in Seven Locations
DATE: October 10, 2024
Attachments:
1. License Agreement between Flock Safety and the Town of Los Gatos
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PREPARED BY: Robert Gray
Building Official
Reviewed by: Interim Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 10/15/2024
ITEM NO: 10
DATE: October 10, 2024
TO: Mayor and Town Council
FROM: Katy Nomura, Interim Town Manager
SUBJECT: Receive a Report and Provide Direction to Staff on Potential Reach Code Modifications
RECOMMENDATION:
Receive a report and provide direction to staff on potential reach code modifications.
BACKGROUND:
On November 15, 2022, the Town Council adopted the 2022 California Building and Fire Codes as required by state law. As part of this adoption, the Town Council chose to address greenhouse gas emissions by approving specific amendments, known as Reach Codes, that created higher environmental standards in building construction, by requiring all new construction and qualifying major remodels to be fully electric. This Reach Code also requires additional Electric Vehicle (EV) charging requirements. These Codes became effective January 1, 2023.
The Reach Code applies to new construction and major remodels for residential and commercial buildings, with exemptions for commercial cooking, gas-dependent processes, emergency services, and if all-electric equipment was deemed cost-prohibitive.
The following table summarizes the key differences between the 2022 State Building Code and the Town’s Reach Code:
Appliance 2022 State Code* Los Gatos Reach Code
Water Heating Gas or Electric Electric Required (All Buildings) Space Heating Encourages Electric Electric Required (All Buildings) Cooking Gas or Electric Electric Required
Outdoor Gas or Electric Electric Required
ITEM NO. 10.
PAGE 2 OF 6
SUBJECT: Reach Code Amendments
DATE: October 10, 2024
Appliance 2022 State Code* Los Gatos Reach Code
Specialized Processes
(Industrial / Restaurants)
Gas or Electric Electric with Exemptions
*Installation of gas outlets serving water heaters, cooktops, and clothes dryers require the installation of electrical circuits for future conversion of fixtures.
Ninth Circuit Ruling on Berkeley’s Gas Ban and Electrification Reach Codes In April of 2023, a three-judge panel of the U.S. Court of Appeals for the Ninth Circuit held that the plain text and structure of the Energy Policy and Conservation Act (EPCA) preempts state and local building codes concerning the energy use of natural gas appliances, including Berkeley’s building code which prohibits natural gas piping into new buildings and thereby prevents those appliances from using natural gas. On January 2, 2024, the U.S. Court of Appeals for the Ninth Circuit denied Berkeley’s request for review by the full Ninth Circuit and the panel’s decision was reaffirmed.
On July 31, 2024, the Town received correspondence from the California Restaurant Association’s legal counsel regarding the ruling by the U.S. Court of Appeals for the Ninth Circuit. The letter requested that Town Council repeal or suspend enforcement of the Ordinance, make a public announcement of that decision, and direct relevant officials not to apply the Ordinance to building permit applications. It is important to note that the Town’s adopted Ordinance includes exceptions for tenant improvement projects, and non-residential cooking facilities; however, these were both found to be preempted by the EPCA language referenced by the letter.
Based on the Berkeley decision, the Town Attorney is recommending that the Town rescind portions of the Town’s existing Reach Code. This matter has been scheduled for the Town Council meeting of December 3rd. The purpose of this item is to discuss alternatives to the Town’s existing Reach Code so that staff can prepare for the December recission.
DISCUSSION:
The Town has a responsibility to establish codes and regulations which serve in the best interests of public health, safety, and welfare of the community. The Town Council has repeatedly shown leadership in relevant advancement of codes and regulations that provide clean energy, conservation, and public health to the community we serve. The following discussion presents options including alternative approaches that the Town Council may consider regarding modification of the Town’s existing Reach Code.
Option 1: Repeal Existing Reach Code and Without Adopting Alternative Requirements The Town Council may elect to repeal portions of the Town’s Reach Code as currently adopted that prohibit gas appliances without adopting any replacement regulations. The 2022 Building Code requires that, when gas connections are installed for water heaters, cooktops, and clothes
ITEM NO. 10.
PAGE 3 OF 6
SUBJECT: Reach Code Amendments
DATE: October 10, 2024
dryers, equivalent electrical circuits must be included for future conversion to electric fixtures (dual plumbed). Allowing gas appliances would satisfy the ruling of the Berkeley decision; however, it would not achieve the Town Council’s goal of reducing greenhouse gas emissions.
The Building Code requirement for dual plumbing may independently reduce the number of builders who choose to accommodate gas.
Option 2: Energy Performance Standards Approach
An alternative approach to a Reach Code is the implementation of more stringent energy efficiency criteria, leveraging Title 24, Part 6, of the California Building Standards Code. By setting high performance standards for energy use in new construction and major remodels, buildings are encouraged to adopt all-electric designs to meet the required benchmarks. This approach encourages electrification, reduces greenhouse gas emissions, and improves overall energy efficiency; however, it does not require electrification.
Energy Performance Standards can only apply to water heaters, and space heating, and/or space cooling systems, as those are already regulated by the California Energy Commission but cannot regulate other appliances (e.g. cooking). This approach mitigates legal risk by allowing the use of natural gas, if the overall efficiency of the building meets the compliance margin.
Energy performance standards also ensure that buildings are future proofed against rising energy costs and more stringent environmental regulations. This approach requires extensive energy efficiency analysis with each application and will make the building permit review process more complex, requiring additional energy efficiency calculations and reviews. In addition, this approach requires the preparation of a cost effectiveness study by the Town and review and approval by the California Energy Commission (CEC).
This approach has recently been adopted by the City of Cupertino.
In summary, under this approach Town Council would repeal the portion of existing Reach Code that requires all-electric construction, staff would prepare a cost effectiveness study for review and approval by the CEC, then return to Town Council with a more stringent energy efficiency Reach Code that strongly encourages all-electric design for water and space heating systems (but not cooking).
Option 3: Air Quality Approach
An alternative approach to requiring building electrification is to incorporate a ban on nitrogen oxide (NOx)-emitting equipment installed as part of a new construction or qualifying major remodel project. Zero NOx-emitting equipment is defined as any equipment or appliance that emits 0.0 nanograms of nitrogen oxides. Currently, there are no natural gas appliances that meet this standard.
ITEM NO. 10.
PAGE 4 OF 6
SUBJECT: Reach Code Amendments
DATE: October 10, 2024
As a group, natural gas building appliances are one of the largest emitters of nitrogen oxides and are known to contribute significantly to the formation of ground-level ozone and particulate matter (PM2.5) in buildings. Exposure to NOx has been linked to coughing, wheezing, difficulty breathing, asthma, and increased susceptibility to respiratory infections.
Exposure to particulate matter has been linked to asthma and other respiratory conditions, neurological disease, heart attack, stroke, lung cancer, and premature death.
By focusing on air quality improvements, the Town Council could mandate that all new construction and qualifying major remodels utilize only NOx-free appliances and heating systems, thereby eliminating a significant source of indoor air pollution. Zero NOx-emitting equipment can apply to all appliances (e.g. space heating, water heating, cooking, and clothes drying).
Air quality is regulated by the Clean Air Act (CAA), rather than the Energy Policy and Conservation Act (EPCA). This approach not only aligns with the CAA’s National Ambient Air Quality Standards (NAAQS), it also ensures a healthier living environment for residents and helps mitigate the adverse impacts of climate change.
Although each jurisdiction differs slightly, this approach has been taken by the City of Campbell, the City of Los Altos Hills, and the Bay Area Air Quality Management District (BAAQMD).
BAAQMD’s regulations state that only zero-emission, electric water heaters can be sold or installed in Bay Area homes or businesses starting in 2027, and furnaces starting in 2029. Large commercial water heaters will need to be zero-emissions by 2031. BAAQMD estimates that these amendments could prevent up to 85 premature deaths per year, avoid up to $890 million per year in health impacts, and decrease exposure to PM2.5.
Under this approach, the Town Council would repeal the portion of existing Reach Code that requires all-electric construction and adopt new requirements, mandating that all new construction and qualifying major remodels utilize only NOx-free appliances.
A summary of the options going forward, and the pros and cons of each, is summarized below for ease of reference and comparison.
Option Pros Cons
1. Repeal portions
of the existing
Reach Code and
allow natural gas
in new buildings
and major
remodels.
Avoids litigation based on
federal law preemption.
Allows for continued use of
natural gas, contributing to
greenhouse gas emissions and
poor air quality.
ITEM NO. 10.
PAGE 5 OF 6
SUBJECT: Reach Code Amendments
DATE: October 10, 2024
Option Pros Cons
2. Repeal portions
of the existing
Reach Code and
replace it with an
alternative Reach
Code using Energy
Performance
Standards.
Uses established processes
through Title 24 of the
California Building
Standards Code.
Legally sound – Only
increases compliance
margin.
Requires cost effectiveness
study and California Energy
Commission approval.
Requires additional resources
and adds complexity during
implementation.
Doesn’t address stoves, dryers,
fireplaces, pool heating, etc.
Only addresses space and
water heating.
Doesn’t prohibit new gas
infrastructure.
3. Repeal portions
of the existing
Reach Code and
set a Zero NOxemitting appliance
threshold that
regulates Air
Quality.
It is comprehensive and
can cover any appliance
that uses gas and emits
NOx.
Simple to enforce and
conforms with upcoming
BAAQMD regulations.
Does not require a cost
effectiveness study or
California Energy
Commission approval.
Hasn’t been legally tested.
CONCLUSION:
Staff Recommendation
In review of the options and considerations outlined in this report, the Air Quality approach (Option 3) most closely resembles Town Council’s prior direction. It provides a more holistic approach that better addresses the overall impacts of emissions, as it offers comprehensive benefits for both the environment and public health. By prohibiting NOx emissions in all new construction and qualifying major remodels, Town Council can directly mitigate these harmful pollutants. This approach reduces respiratory and cardiovascular issues linked to poor air quality, while also supporting broader climate action goals of reducing greenhouse gas emissions. Unlike the Energy Performance Standards approach, the Air Quality approach explicitly targets the elimination of NOx emissions, making it a more effective strategy for protecting both environmental and human health.
Staff recommends that the replacement standards retain the exemptions from the existing Reach Code that allow gas in certain specialized processes and restaurants. These provisions
ITEM NO. 10.
PAGE 6 OF 6
SUBJECT: Reach Code Amendments
DATE: October 10, 2024
acknowledge the technical or business needs of these industries and will act to minimize the Town’s potential legal risk should there be challenges from industry groups.
Based on direction provided by the Town Council on this item, Staff will return to the Town Council with a code amendment repealing and/or replacing portions of our current Reach Code.
COORDINATION:
The Community Development Department coordinated with the Town Attorney’s Office in the preparation of this report.
FISCAL IMPACT:
Option #1 and #3 have no fiscal impact, because each involve very minor edits to the Town’s existing ordinance.
Option #2 is the most expensive option, because it will require a study to be conducted by a consultant and a more detailed ordinance.
ENVIRONMENTAL ASSESSMENT:
Because the Town Council is providing direction only, and staff will return with a proposed ordinance, this action is not a project subject to the California Environmental Quality Act. (Public Resources Code Section 21065.)
ITEM NO. 10.
PREPARED BY: Nicolle Burnham
Parks and Public Works Director
Reviewed by: Interim Town Manager, Town Attorney, Chief of Police, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 10/15/2024
ITEM NO: 11
DATE: October 10, 2024
TO: Mayor and Town Council
FROM: Katy Nomura, Interim Town Manager
SUBJECT: Consider the Following Related to the Town’s Fleet and Equipment:
a. Receive a Report Entitled “Town of Los Gatos Fleet Management Analysis”; and
b. Adopt a Resolution to Modify Town Council Policy 4-05 “Town Vehicle and Equipment Acquisition and Replacement Policy”
RECOMMENDATION:
Consider the following related to the Town’s Fleet and Equipment:
a. Receive a report entitled “Town of Los Gatos Fleet Management Analysis” (Attachment 1); and
b. Adopt a resolution to modify Town Council Policy 4-05 “Town Vehicle and Equipment Acquisition and Replacement Policy” (Attachment 3).
BACKGROUND:
The Town of Los Gatos Fleet is operated by the Department of Parks and Public Works. The operation supports the purchase, fit-up, maintenance and management of 122 Town owned vehicles and pieces of equipment. Parks and Public Works conducted a detailed assessment of the Fleet operation through the spring of 2024 (Attachment 1). The estimated replacement value of the vehicle and fleet assets is approximately $7.9 million as of Fiscal Year 2023/2024.
The assessment included an evaluation of all vehicle and equipment assets owned by the Town; reconciliation and verification of the assets that are on the Town’s equipment replacement list versus the asset management system; an assessment of funding for vehicle replacement; an assessment of staffing levels for the fleet operation; and consideration of the State of California’s Zero Emission Vehicle requirements that have been placed on municipal fleets.
ITEM NO. 11.
PAGE 2 OF 6
SUBJECT: Receive a Report on Fleet Operations and Adopt a Resolution to Amend Town Council Policy 4-05
DATE: October 10, 2024
DISCUSSION:
Three recommendations were made from the report: 1) Update the vehicle and equipment acquisition and replacement policy; 2) Comply with the State of California Clean Air Board regulations regarding Zero Emission Vehicles; and 3) evaluate staffing levels for mechanics and the fleet operation.
Update Town Council Policy 4-05
Town Council Policy 4-05 addresses the requirements and standards associated with how the Town’s fleet is managed for all Departments. This policy has not been modified since 1998.
Modifications are proposed to this Policy (Attachment 2 - Redline Policy and Attachment 3 – Resolution with Exhibit A - Updated Policy) to address the following:
1. Type of Assets on Replacement Schedule: The current policy includes an unnecessarily long list of specific assets when they could be grouped more effectively. The proposed changes streamline the list of assets and their respective replacement schedules to reflect more closely the Town’s actual needs.
2. Life of Assets: Vehicle technology and manufacturing have changed since 1998, and staff recognizes that vehicles can serve a longer life than in the past. Staff has proposed changes that extend the life of vehicles before replacement is considered. Six years is proposed because that is when most vehicles are removed from warranty and the Town would need to start paying more for repairs. Police patrol vehicle life is increased from three years to five years with this proposed change. Police vehicles are proposed for faster replacement as a reflection of the extensive wear and tear these vehicles experience. Mileage limits were not changed because most Town vehicles do not have high mileage. It is also important to note that age and mileage provide a benchmark at which replacement would be considered but are not the primary considerations of whether an asset is replaced. Actual replacement recommendations are made based on the performance of the asset, its use, maintenance costs, available funding, etc.
3. Hybrids and Zero Emissions Vehicles: The current Policy is silent on the issue of hybrid and zero emission vehicles. Staff highly recommends that the Town consider converting to lower emission vehicles for all vehicle uses and classes whenever possible and the revised policy includes added language to reflect this. The State of California has mandated that all municipal fleets meet certain milestones regarding Zero Emission Vehicles. While this does not apply to all vehicles the Town owns, a stated preference for all Town vehicles to generate lower emission demonstrates the Town’s commitment to reducing greenhouse gas emissions overall.
ITEM NO. 11.
PAGE 3 OF 6
SUBJECT: Receive a Report on Fleet Operations and Adopt a Resolution to Amend Town Council Policy 4-05
DATE: October 10, 2024
4. Addition of Equipment and Vehicles: In general, vehicles and equipment are replaced on a one for one basis, with the older asset being sold at auction after the new one is in service. On occasion, new assets are secured through donation or grant. At present there is no policy that defines whether these assets are added to the Town’s replacement list. With this update, staff proposes to clarify that any new asset that is intended to be added to the equipment replacement list must be approved by Town Council so the long-term capital, material costs, and maintenance related staffing costs of the vehicle can be considered before the item is added. In addition, this update clarifies that assets procured through grant or donation will be maintained by the Town but will not be added to the replacement list unless directed by Council. The intent is to manage the number and costs of assets, preventing unintended increases to the asset inventory.
Compliance with California Advanced Clean Fleet Regulations The State of California Clean Fleet Regulations is an unfunded mandate that requires medium and heavy-duty vehicles to be replaced with zero emission vehicles (ZEV) starting in 2024. The regulation does not require that all vehicles be replaced, but it does require that as new vehicles are purchased, they meet ZEV requirements. Parks and Public Works staff is working diligently to identify paths to compliance with this complex regulation with resources we have available.
Conversion to ZEVs is requiring extra time and attention from the Supervising Mechanic.
Specifically, researching available vehicle options that meet the Town’s performance needs is a considerable effort. Converting to ZEVs may also require operational changes. For example, during a public works emergency such as winter storms or a potential earthquake, vehicles may be required for 24-hour use. ZEVs won’t be able to meet that usage standard so staff may need to consider adding a small number of new medium and heavy-duty vehicles to have in reserve so they can be rotated during an emergency.
Staff is currently working with Pacific Gas and Electric (PG&E) and Silicon Valley Clean Energy to assess the costs associated with installing the charging infrastructure required to operate these vehicles. Costs associated with this will be discussed in the context of other capital needs during development of the Capital Improvement Program.
Evaluate Staffing Levels of Fleet Operations
Parks and Public Works (PPW) maintains all vehicles and equipment for all Town Departments, with PPW and the Los Gatos-Monte Sereno Police Department (LGMSPD) being the largest users of Town Fleet assets. The evaluation in Attachment 1 discusses in detail this program and associated staffing, along with benchmarking against industry standards and nearby
ITEM NO. 11.
PAGE 4 OF 6
SUBJECT: Receive a Report on Fleet Operations and Adopt a Resolution to Amend Town Council Policy 4-05
DATE: October 10, 2024
communities. This benchmarking is presented below in Table 1. Based on this work, it appears the Town of Los Gatos Fleet program is understaffed when compared to other jurisdictions.
Table 1. Comparison of Asset to Staff Ratios
Jurisdiction All Assets Staffing Model Asset to Staff Ratio Los Gatos 122 1.5 81:1
Campbell 80 2 40:1
Pacifica 117 2 59:1
Napa1 400 3 133:1
Hayward 450 8 56:1
Mountain View 582 9.5 61:1
Notes:
1. Napa reported that a consultant study recommended they should have five mechanics, one supervisor and two administrative personnel to meet the demand of 400 assets. This would provide a ratio of 50:1.
Based on the results of the staffing analysis, staff reviewed past staffing in the fleet program as shown in Table 2. The number of vehicle and equipment assets owned by the Town has been relatively stable over this period, ranging from 128 to 145.
Table 2. Staffing History of Fleet Program (Years when Staffing Changes Occurred) Fiscal Year Staffing Summary (in FTE)
2008/2009 2.0 Equipment Mechanic; 0.2 Public Works Specialist 2009/2010 1.0 Equipment Mechanic; 0.2 Administrative Secretary; 1.0 Apprentice Mechanic
2010/2011 1.0 Equipment Mechanic; 0.2 Administrative Secretary 2023/2024 1.0 Equipment Mechanic; 0.2 Administrative Assistant; 960 Hours Part-time unbenefited mechanic
The Fleet program performs a broad spectrum of tasks. For new vehicles this includes selecting vehicles for purchase, completing purchasing paperwork, coordinating delivery and fit up of new vehicles, and completing registration and insurance related paperwork. For some vehicles, such as those used for inspectors, the purchase and fit up of vehicles is somewhat similar to that of the personal vehicles that many people own. These vehicles experience normal use and relatively low mileage. As such, their maintenance requirements are generally consistent with private vehicles.
For police vehicles, whether marked or unmarked, the procurement process and maintenance burden is far more complicated. Of the 83 vehicles owned by the Town, 48 are assigned to
ITEM NO. 11.
PAGE 5 OF 6
SUBJECT: Receive a Report on Fleet Operations and Adopt a Resolution to Amend Town Council Policy 4-05
DATE: October 10, 2024
LGMSPD. Procurement of new police vehicles (whether marked or unmarked) requires extensive coordination with the LGMSPD, careful consideration of how emergency response equipment will be stored and used so it is accessible, installation of specialty lights and communication equipment, and special registration requirements. Police vehicles also require more extensive maintenance because they are driven more than most other vehicles and are subject to more intense operating conditions.
The Supervising Mechanic provides coordination and support for maintenance of all vehicles.
They also provide perform other tasks such as maintenance and repair of permanently affixed generators, the Town’s fuel filling station, and data entry to the asset management system. The majority of non-warranty maintenance related work is performed in-house by the Supervising Mechanic with support of the part-time unbenefited mechanic. Staff is working to optimize the processes used to procure and maintain the Town’s assets. This includes setting up processes related to procurement of vehicles and how vehicles are selected and enhancing use of our asset management system to make monitoring of the fleet more effective and to streamline budgeting for future fleet replacements. Despite the efficiencies that may be gained, the fleet operation will remain under-resourced unless operational changes are made. This may include leasing non-police vehicles or adding staff to the fleet team. Staff has discussed the potential addition of a full-time mechanic or of keeping the Supervising Mechanic and creating a Fleet Manager job classification. The Fleet Manager position would provide much needed strategic guidance regarding fleet procurement and compliance with the Clean Fleet regulations.
CONCLUSION:
The Town’s Fleet Operation plays a critical role in the Town’s operation. Without this critical service, Police Department operations would cease, as would roadway and park maintenance and code compliance services. The regulatory landscape of fleet management is becoming increasingly complex. The intent of this staff report is to raise awareness of this and to begin the work of modernizing the operation by updating Town Policy 4-05.
COORDINATION:
This report was coordinated with Los Gatos-Monte Sereno Police Department, the Finance Department and the Town Manager’s Office.
The changes to Town Council Policy 4-05 were considered and recommended by the Policy Committee at its meeting of August 26, 2024.
FISCAL IMPACT:
There is no fiscal impact associated with the recommendations in this report.
ITEM NO. 11.
PAGE 6 OF 6
SUBJECT: Receive a Report on Fleet Operations and Adopt a Resolution to Amend Town Council Policy 4-05
DATE: October 10, 2024
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Fleet Evaluation Report
2. Attachment 2 – Policy 4-05 Redline
3. Attachment 3 – Resolution to Change Policy 4-05 with Updated Policy as Exhibit A
ITEM NO. 11.
TOWN OF LOS GATOS
FLEET MANAGEMENT
ANALYSIS
Prepared by:
Julianna Callahan
Parks and Public Works Intern
For:
Los Gatos
Parks and Public Works
June 2024
ATTACHMENT 1 Page 227
ITEM NO. 11.
TABLE OF CONTENTS
1.0 Introduction........................................................................................1
2.0 Overview of Fleet Assets.....................................................................1
3.0 Fleet Replacement and Funding..........................................................5
4.0 Fleet Operations and Maintenance.....................................................7
5.0 The Future of Fleet............................................................................12
6.0 Recommendations............................................................................17 Appendices
Appendix A Fleet Inventory
Appendix B Vehicle and Equipment Replacement Policy
Appendix C Preventive Maintenance Cycles
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 1
1.0 Introduction
This is a report on the Town of Los Gatos fleet and mechanic department. The purpose of this report is to inform the Town Council, the Town Manager, and the community on the state of the fleet and make recommendations that will enhance the efficiency of the operation. This report also addresses the opportunities and challenges regarding alternative fuel vehicle requirements set by the State of California.
Replacement of fleet assets are funded through the Equipment Replacement Fund (Fund 631). This fund plans for ongoing replacement needs by tracking costs and the schedule for the replacement of assets over $10,000 in value. Maintenance of these assets, regardless of user department, is completed by Parks and Public Works.
This report is divided into the following major sections: Overview of Fleet Assets, Fleet Replacement Cycles and Funding, Fleet Operations and Maintenance, Future of the Fleet, and Recommendations.
2.0 Overview of Fleet Assets
The Town’s fleet is comprised of 132 active assets in the fiscal year 2023/2024, including vehicles, bicycles, fueling systems, generators, other equipment, and trailers. Equipment like generators, trailers, and other equipment (such as chain saws and other small mechanical devices) are included in this analysis because they are owned and operated by the Town and worked on by the Town Supervising Mechanic. Of the 132 assets currently owned by the Town, 122 are items actively used and serviced by Town staff; 83 are vehicles.
The data regarding the fleet throughout this report was collected from Cartegraph, a software that the Town uses to manage work requests and assets. Regarding the fleet, Cartegraph holds and allows for tracking of a wide variety of information, including asset data like the manufacturer and model, operating department, year, classification, and other identifying information. It also allows staff to track maintenance and repair work, costs, vehicle usage, fuel use, and predicts future maintenance according to the assets associated maintenance schedule.
A full list of fleet and equipment assets is in Appendix A. This list includes information on active assets including asset ID description, user department, classification, usage, year, and replacement year, in addition to other information.
Table 1 lists all assets including both equipment and vehicles, while the rest of the report will focus primarily on vehicles and construction equipment as they make up a majority of the fleet and demand the most management and labor costs. The electric vehicle classification contains only fully electric vehicles. Hybrid vehicles are mixed throughout the internal combustion-powered vehicles in the light-duty, police detective, and police patrol classes.
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 2
This report will give further information on all alternative fuel vehicles (AFVs) in the fleet and efforts to increase the number of these vehicles in the future below.
Table 1: Asset Classification and Department.
Asset Classification Parks and Public
Works
Police
Department
Community
Development Total
Bicycle 2 0 0 2
Electric Vehicle 1 2 0 3
Heavy Truck 4 0 0 4
Light Duty 24 1 7 32
Medium Duty 5 0 0 5
Police Detective 0 14 0 14
Police Motorcycle 0 6 0 6
Police Patrol 0 18 0 18
ATV 2 0 0 2
Construction
Equipment
8 0 0 8
Fueling System 4 0 0 4
Generator 3 0 0 3
Shop Equipment 3 0 0 3
Small Equipment 6 0 0 6
Trailor - no motor 9 7 0 16
Trailor - with motor 2 0 0 2
Total 73 48 7 128
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 3
Below is a breakdown of what types of vehicles are included in each classification:
Table 2 shows the average year age and usage as of February of 2024 for each classification. The usage is based on the lifetime usage of the asset. There are multiple assets classes in which the usage is not tracked.
Vehicle Classification Description
Electric Vehicles Motorcycle, Burden carrier, Parking Enforcement Car Heavy Trucks Vac-Con, Street Sweeper, Dump Truck, 10-Wheel Dump Truck Light Duty Pick-up Trucks (ex. Ford F250). SUVs, Vans Up to 1 Ton Medium Duty F550 Pick-up Trucks, F450 Flatbed Truck, Crew Cab Dump Truck, Ram 5500 Altec Boom
Police Detective SUVs, Pick-up Trucks, Sedans, Van
Police Motorcycles Motorcycle, ATV's
Police Patrol SUVs, Go-4 (Three-Wheel Parking Enforcer) ATV ATV, Utility Task Vehicle
Equipment Classification Description
Construction Equipment Loader's, Loader Scraper, Paving Box, Brush Chipper, Backhoe, Roller, Forklift Fueling System Gas Fuel Dispenser, Diesel Fuel Dispenser, Compressed Natural Gas Station, Fuel Compressor
Generators Honda Generators, Portable Generator
Shop Equipment Lube Equipment, Shop Press, Air Compressor Small Equipment Hot Water Pressure Cleaner, Sidewalk Grinder, Concrete Saw, Cobra Combi Hammer, Air Compressor, Vibratory Plate
Miscellaneous Class Description
Bicycle Large Battery Assisted Bicycle, Small Battery Assisted Bicycle Trailer with No Motor
Speed Control Displays, Digital Message Boards, Maintenance Utility Toilets, Hydraulic Trailer, Tilt Trailer, Box Trailers, Barrier Trailers, Blazer Trailer, Beavertail trailer
Trailer with Motor Emulsion Oiler Unit, 300-Gallon Herbicide Sprayer
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 4
Table 2: Average Age (as of Spring 2024) and Usage by Classification Notes:
1. There is data collected regarding the usage of construction equipment, but the average is not included due to a major outlier which would heavily skew the data.
2. Does not include three ATVs owned by DART (Asset #’s 4192, 8701, 8702). Town stores these at PPW Yard but does not maintain them.
The usage of an asset in mileage or hours plays an important role in understanding the life stage of that asset. The mileage of a car indicates the next preventative services it requires and when. Mileage also plays a factor in when an asset will need to be replaced. The current replacement policy provides a general guideline as to when vehicles and equipment should be replaced based on years and usage. The replacement policy provides other deciding factors in addition to the replacement cycle which is explained in the associated section below.
Table 2 shows that on average, the equipment tends to be older than the vehicles in the fleet. Many factors play into this occurrence, including the fact that some equipment tends to last longer than vehicles, most equipment is used less, and the vehicles have shorter replacement cycles. In general, it is positive that the equipment lasts this long, though it does bring up the questions of whether newer models may be more efficient or whether some pieces of equipment are being used enough to justify their position in the fleet.
Asset Classification Average Year Average Age Average Usage Bicycle 2018 6 years old N/A
Construction Equipment 2005 19 years old N/A1
Electric Vehicles 2017 7 years old N/A
Fueling System 1999 25 years old N/A
Generators 2002 22 years old N/A
Heavy Truck 2012 12 years old 28,002 Miles
Light Duty 2013 11 years old 30,759 Miles
Medium Duty 2017 7 years old 17,875 Miles
Police Detective 2016 9 years old 48,459 Miles
Police Motorcycle2 2020 4 years old 6596 Miles
Police Patrol 2019 5 years old 36,225 Miles
ATV 2007 18 years old 1,056 Hours
Shop Equipment 1992 32 years old N/A
Small Equipment 2009 15 years old N/A
Trailers - No Motor 2006 18 years old N/A
Trailers - With Motor 1993 32 years old N/A
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 5
As shown in the chart, the police vehicles have the highest average usage. Many of these vehicles are used for multiple shifts a day, leading to higher mileage.
3.0 Fleet Replacement and Funding
3.1 Town Policy 4-05
The Town Vehicle and Equipment Acquisition and Replacement Policy (Town Council Policy 4-05) (Attachment B) was put into place to set specific procedures for both the acquisition and disposal of vehicles and motorized equipment that is used by the Town of Los Gatos. This policy is broken up into sections including a replacement guideline, Cooperative Purchasing Program, Specifications, Vehicle and Equipment Disposal, and Responsibility. This policy was last revised on May 26, 1998.
Policy 4-05 recommends replacement cycles for different vehicle and equipment types. Most cycles include years and/or usage and provides for the following other factors to be considered when deciding whether to replace equipment:
1. Overall conditions of vehicle or equipment.
2. Repair records.
3. Vehicle efficiency and safety.
4. Service life related to extended use in other departments.
Policy 4-05 calls for Parks and Public Works Department to review all specifications for vehicles and equipment, and determine the replacement priorities based on user need, operating costs, safety factors, life expectancy, new technology, availability, and cost.
In some regards, this policy is outdated and does not reflect the fact that modern vehicles can last longer than those of the late 20
th century, when operated in normal conditions.
3.2 Fleet and Equipment Replacement Process
As the budget is being built each fiscal year, decisions are made regarding which vehicles and pieces of equipment will be replaced. While an asset may be identified as being ready for replacement by the replacement cycle, this does not necessarily mean it will be replaced in the next fiscal year. These decisions are made based on need, condition, usage (miles/hours), and/or maintenance history. During this evaluation it may be decided that assets need to be replaced sooner than anticipated, or the replacement can be delayed. Assets with low usage and in good condition may be less of a priority to replace.
Fleet assets are procured through either a bidding process or more often, statewide contracts. Statewide contracts allow the Town to purchase vehicles from a variety of dealers that have a contract with the State of California to sell vehicles and/or equipment at a set price. This means Los Gatos, and other jurisdictions can purchase vehicles without having to collect repetitive bids, which saves staff time and effort.
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 6
3.3 Challenges with Fleet Procurement
There are multiple challenges with fleet procurement. Since the pandemic, there have been increased computer chip shortages and supply chain issues that make getting vehicles more difficult. For example, a purchase order for a Ford police interceptor was reassigned by Ford from 2022 to 2023, then later to 2024. This was due to lack of chip availability and demand from larger jurisdictions. These reassignments, combined with the added time it takes to install all the required specialty equipment for emergency vehicles dramatically delayed the time it took for the vehicle to be in the Town’s possession and ready to be actively used.
Another challenge regarding fleet procurement comes from the manufacturer ordering periods. Due to the issues listed above there may be a limited supply, particularly in the police vehicles the Town tries to order. The limited production of these vehicles has influenced how long the ordering window for a vehicle is open. Once the ordering window closes, the next opportunity to order that vehicle may not be for another year.
The ordering window for that year may not coincide with the fiscal year in which the vehicle is to be replaced. This means that on certain occasions the purchase of a vehicle must be expedited to receive the vehicle within the fiscal year it was intended to be replaced. To expedite this purchase, the Parks and Public Works Department must seek authorization from Town Council outside of the budget process.
This recently occurred in February of 2024 when the purchasing window for a Ford police interceptor opened. Because this type of vehicle was up for replacement in Fiscal Year 2024/25, the purchase was expedited to avoid missing the ordering window and pushing back the replacement of the vehicle.
3.4 The Future of Fleet Replacement
The Clean Fleets Regulation, which is explained later in the report, will heavily affect future replacements of medium and heavy-duty trucks. Beginning in 2024, 50% of the replacement of these trucks, when purchased by the Town, must be zero-emission vehicles (ZEVs), increasing to 100% by 2027. This will affect the replacement of vehicles in the future because these vehicles are more expensive than internal combustion vehicles. This will need to be considered during the budget process to ensure there is adequate funding. The replacement of internal combustion vehicles for ZEVs will also be affected by the availability of ZEVs. There are fewer options to choose from, though these options are expected to increase as demand increases. With limited options, and this regulation being enforced across California, it will likely be more difficult to replace these vehicles.
3.5 Funding
As mentioned above, the replacement of vehicles and equipment is funded through the Vehicle and Equipment Replacement Fund (Fund 631), which tracks costs and the
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 7
schedule for ongoing replacement needs. The source of this fund is internal service charges from the Departments that utilize vehicles and equipment.
The annual budgeted amount is determined based on the projected replacement schedule for the current and future fiscal years. Finance and PPW work together to maintain a master inventory of the various fleet items and their projected replacement date which is what is used to project the demands on this fund.
When predicting replacement costs, the original purchase price of the asset becomes the baseline cost with a standard annual inflation factor incorporated to determine the estimated replacement cost in future years. This fund is intended to avoid single year spikes in funding or years in which funding is unable to accommodate the needs. The fund also considers escalation in prices in vehicles themselves due to procurement challenges, as well as the increased costs due to special equipment requirements for police vehicles.
Since Fund 631 is intended to support the procurement of any equipment valued in excess of $10,000 certain other equipment, such as large generators and certain safety related equipment, are sometimes funded from this account.
4.0 Fleet Operations and Maintenance
As noted earlier, the Parks and Public Works Department performs maintenance on all fleet assets including vehicles and equipment. Funding for staff salaries and associated staff costs for equipment is via the Town’s General Fund (Fund 5406). Charges associated with maintenance (parts, materials, off-site labor if needed) are Paid through internal service charges to the user departments.
Most of the mechanic work is done in-house including preventative maintenance and repairs. Appendix C provides the Town’s preventative maintenance schedule and the associated asset classification.
Most outsourced work includes the up fitting of police vehicles. This up-fitting includes the installation of lights, sirens, push bumper, interior cage, wiring, radio console, MDC (mobile digital computer), and camera equipment. The work for fit up is coordinated by the Town’s mechanic.
Other outsourced work is less common but may occur in a situation when it would be less efficient to do it in-house. For example, transmission replacement is such a timeconsuming task, especially considering the limited in-house staffing, that if this were needed it would be outsourced.
4.1 Routine Maintenance
Staff uses the Cartegraph asset management system to manage, schedule and track routine maintenance tasks. The maintenance schedule varies by vehicle and the asset
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 8
management system accounts for that variation. Additionally, the State of California requires that vehicles regulated under the Basic Inspection of Terminals (BIT) Program be inspected at least every 90 days. These vehicles include trucks with three or more axles that are more than 10,000 pounds Gross Vehicle Weight Rating, truck tractors, dollies, and trailers that are used in combination with the applicable trucks. The Town currently owns 12 assets that fit these criteria including four heavy trucks, five medium duty trucks, and three trailers.
In the fiscal year 2022/2023, there were 353 routine preventative maintenance work orders completed.
4.2 Non-Routine Maintenance
In addition to the routine preventative maintenance work noted above, in Fiscal Year 2022/23 PPW mechanics completed:
• 64 Repair Work Orders
• 10 Miscellaneous Work Orders
There were seven repair work orders performed on vehicles that have since retired, including one Parks and Public Works truck, and three police vehicles. The miscellaneous work orders include wiper blade installations, other installations such as a light bar or safety marker indications, and preparing a vehicle for retirement.
4.3 Costs
The costs associated with each work order are recorded in Cartegraph. These costs include materials, labor, and other costs. Other costs are defined as costs that come from parts or materials that are either not in the Cartegraph system, or not in the inventory and need to be manually entered.
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 9
Table 3: Cost of Maintenance by Vehicle Classification
Table 3 shows the material, labor, and other costs associated with each classification of asset for the fiscal year 2022/2023. As shown in this table, the light-duty vehicles have the highest total costs for the represented fiscal year. This is because there are more light-duty vehicles than any other class, making up 25% of the fleet.
The second highest costs come from the police patrol vehicles. Police vehicles have shorter maintenance cycles than other passenger vehicles in the fleet. They are also modified with equipment that increases their weight, which increases wear and tear.
Police vehicles are often used for multiple shifts in a day and spend time idling which can have a negative effect on the vehicle, especially when done in excess.
4.4 Fleet Staffing
Most of the preventative maintenance and repairs are completed by the Town’s one fulltime mechanic with the support of one part-time unbenefited mechanic.
The mechanics keep track of how many hours of labor it takes to complete each work order, but there are many tasks that need to be done that do not include preventative maintenance and repairs. Hours spent working directly on an asset are tracked and input to Cartegraph. In this manner staff can determine the cost to maintain and operate each vehicle.
Asset Classification Material Costs
FY 22/23
Labor Costs FY
22/23
Other Costs FY
22/23
Total Costs FY
22/23
Bicycle $0 $0 $0 $0
Electric Vehicles $0 $0 $0 $0
Heavy Truck $1,168.97 $12,559.24 $3,058.07 $16,786.28
Light Duty $2,026.98 $30,326.17 $5,043.80 $37,396.95
Medium Duty $391.99 $8,331.97 $2,540.76 $11,264.72
Police Detective $603.41 $14,826.13 $4,050.45 $19,479.99 Police Motorcycle $17.99 $2,695.66 $1,106.43 $3,820.08
Police Patrol $1,824.09 $23,280.70 $4,292.11 $29,396.90 ATV $11.87 $1,347.83 $394.41 $1,754.11
Construction Equipment $727.22 $11,272.76 $722.76 $12,722.74 Fueling System $0 $0 $0 $0
Generators $35.85 $490.12 $43.84 $569.81
Shop Equipment $0 $0 $0 $0
Small Equipment $0 $0 $0 $0
Trailers - No Motor $0 $12,436.74 $0 $12,436.74
Trailers - With Motor $0 $1,470.36 $0 $1,470.36
Total $6,808 $119,038 $21,253 $147,099
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 10
The management of the Town’s Fleet requires a significant amount administrative time that is not tracked in Cartegraph. Examples of these administrative duties include:
- Entering work into Cartegraph
- Ordering parts and keeping an inventory
- Researching vehicle specifications
- Getting quotes for vehicle repair and replacement
- Coordinating vehicle registrations with Department of Motor Vehicles - Coordinating insurance for all vehicles
- Emission testing of vehicles
- Council memos for procurement of vehicles or other fleet assets - Meetings (ex. vehicle and equipment replacement meetings) - Handling permits (ex. underground storage tank permits, hazmat permits) There are also other tasks that are not entered into Cartegraph for several reasons. This may be because it is not a planned task, or it is not expected to be very time-consuming to complete. There are also instances in which there is no task option to enter them under. These tasks include:
- Working on assets that are not included in Cartegraph (ex. weed whackers, lawn mower, generators, etc.)
- Drive-up repairs (light bulb out, tire pressure check, loose parts on vehicle) - Driving to pick up parts for drive up or other repairs - Picking up and dropping off vehicles (ex. to get police vehicle upfitted with specialty equipment)
- Troubleshooting issues with other equipment (ex. Fuelmaster chip key system) - Maintenance of the fuel island
Asset to Mechanic Ratio
The Town of Los Gatos owns 122 assets that require regular maintenance. This includes 83 vehicles, eight pieces of construction equipment, plus various trailers, generators, and miscellaneous equipment. Small equipment such as blowers, chainsaws, weed whackers, etc. are not included in this count. With one full-time and one part-time mechanic, the Town’s asset to mechanic ratio is 73/1. The administrative work is performed by the full-time mechanic.
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 11
Table 4. Comparison of Staffing Models and Asset:Staff Ratios Jurisdiction Assets Staffing Model Asset:Staff Ratio
Los Gatos – all assets 122 1.5 81:1
Los Gatos – vehicles
and construction
equipment only
91 1.5 61:1
Campbell 80 2 40:1
Pacifica 117 2 59:1
Napa1 400 3 133:1
Hayward 450 8 56:1
Mountain View 582 9.5 61:1
Notes:
1. Napa reported that a consultant study recommended they should have five mechanics, one supervisor and two administrative personnel to meet the demand of 400 vehicles. This would provide a ratio of 50:1.
Data from this variety of jurisdictions shows a wide range of asset-to-mechanic ratios, though there is a main common factor. Except for Los Gatos and Napa, most jurisdictions have administrative staff that support the fleet program and/or Fleet Managers that can handle the administrative burden of this work, allowing their mechanics to provide more direct labor on vehicles.
4.5 Fuel Usage and Efficiency
Fuel is procured through a bidding process, with three bids secured and the lowest cost provider supplying fuel to the Underground Storage Tanks located in the Parks and Public Works yard.
The Fuel MasterTM system electronically tracks the usage of each asset. Most assets have a transponder that allows the system to automatically track fuel use and upload the data to Cartegraph. Other assets have a chip key that requires manual entry of the mileage or hour usage data as well as filling. Fuel usage data for the Fiscal Year 2022/2023 is shown in Table 5.
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 12
Table 5: Average Fuel Consumption
Notes:
1. Does not include one unleaded asset that used 45.6 gallons and one asset that uses liquid propane.
2. This includes one asset that consumed zero gallons of fuel.
3. Does not include one diesel vehicle that used 52.1 gallons.
4. Does not include one diesel vehicle that used 226.9 gallons.
5. Does not include one diesel vehicles that used 32.3 gallons.
Table 6 shows the average fuel consumption for the fiscal year 2022/2023 by asset classification. The average fuel consumption for the heavy truck classification is so high largely due to the street sweeper which is used heavily throughout the year and consumed a total of 3,489 gallons of diesel fuel in the fiscal year, the most out of any asset. The next highest fuel consumption average comes from the police patrol vehicles due to their high usage each year. The table does not include an average for ATVs because there is only data for one of the two vehicles.
Total Fuel Consumption
The Los Gatos Town Fleet used a total of 39,131.6 gallons of fuel during the fiscal year 2022/2023. This includes 6,161.3 gallons of diesel fuel and 32,970.3 gallons of unleaded fuel. The average cost of diesel was $4.76 per gallon and unleaded was $4.20 per gallon.
5.0 The Future of Fleet
5.1 Alternative Fuel Vehicles
There are currently 19 hybrid vehicles, two electric cars, and one electric motorcycle in the Town of Los Gatos Fleet. This means that out of the 83 vehicles, AFV’s make up 26% of the vehicles in the fleet.
Asset Classification
Average Fuel Consumption
FY 22/23
Construction Equipment1 105.38 gallons of diesel2
Heavy Trucks 1161.23 gallons of diesel
Light Duty3 262.91 gallons of unleaded
Medium Duty4 501.73 gallons of unleaded
Police Detective5 372.22 gallons of unleaded
Police Motorcycle 12.02 gallons of unleaded
Police Patrol 1015.34 gallons of unleaded
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 13
Table 6: Alternative Fuel Vehicles by Department
Table 6 shows the breakdown of how many hybrid and electric vehicles belong to each department. Out of the 11 hybrid vehicles in the Police Department, six are police patrol and five are police detective vehicles. There is one electric parking enforcement car and one electric motorcycle in the Police Department. The electric car in the Parks and Public Works Department is a burden carrier. None of the hybrid vehicles in the current fleet are plug-in hybrids.
Lack of charging infrastructure combined with limited market inventory does limit the amount of electric vehicles that the Town can own. Staff is working with Silicon Valley Clean Energy to assess the cost of adding charging ports and to identify potential grants to offset this capital expense.
5.2 Advanced Clean Fleets Regulation
The Advanced Clean Fleets Regulation was set by the California Air Resources Board (CARB) and affects several fleet operations including local governments. This regulation is intended to play a part in the overall approach to transition to zero-emission medium and heavy-duty vehicles (ZEV). This regulation went into effect on January 1st, 2024.
This regulation affects all medium and heavy-duty on-road vehicles with a gross vehicle weight rating (GVWR) greater than 8,500 pounds, off-road yard tractors, and light-duty mail and package delivery vehicles. An annual compliance report must be submitted each year by April 1st until the year 2045.
This regulation requires that 50 percent of vehicle purchases of medium and heavy-duty vehicles are zero emissions beginning in 2024, and 100 percent of these purchases are zero emissions by 2027. Until the year 2035, near-zero emission vehicles will qualify as ZEVs for this regulation. A near-zero emissions vehicle is a vehicle that combines a conventional gasoline, diesel, or natural gas-powered engine with a battery that can be recharged from the electrical grid and can operate like a ZEV for a minimum number of miles. The Town can continue to use the internal combustion engine vehicles that are already present in the fleet for as long as necessary as there is no forced retirement of older vehicles.
The Advanced Clean Fleets Regulation currently applies to 26 vehicles in the Town of Los Gatos Fleet, which is almost 30% of all vehicles according to the current makeup of the fleet. This means that Los Gatos needs to plan on ensuring there is adequate infrastructure to accommodate these vehicles to be replaced by ZEVs over time, plus the light-duty passenger vehicles that will eventually be converted to ZEVs. The Town may Department Hybrid Electric
Police Department 11 2
Community Development 6 0
Parks and Public Works 2 1
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 14
also need to accommodate for the growing number of ZEVs driven by the public which will require increased public charging availability.
The Town may choose to opt into an alternative compliance pathway called the Milestones Option. This option allows the owner of the fleet to phase in ZEVs to the fleet based on the type of vehicle. The Milestones Option requires that a certain percentage of the fleet needs to be made up of ZEVs rather than purchases. There are three groups that have different percentage requirements depending on the year. This option requires that 100% of the fleet’s medium and heavy-duty vehicles are ZEVs by 2042.
While the Town can opt into this pathway any time before January 1st, 2030, once the Milestones Option is chosen, the Town is unable to switch back to the original option.
Exemptions and Extensions
While there are many options of ZEVs available to purchase, some specific models may not be available yet. There will be a list of vehicles that are not available as ZEVs or near ZEVs on the California Air Resources Board’s website no later than January 1st, 2025. If the town needs an exemption before the list is available, or if an exemption is needed for a vehicle not on the list the Town can apply for an exemption. This exemption is only needed if the fleet cannot otherwise meet the ZEV targets.
There are other exemptions including daily use, backup vehicle, and mutual aid assistance exemptions, though these do not closely align with the Town’s needs.
There are also two types of ZEV infrastructure delay exemptions. These exemptions can be granted due to either a construction delay that is out of the Town’s control, or if the electric utility provider is unable to provide the requested power to the intended charging site. Both these extension applications require supplemental information, including a construction permit or documentation from the utility that is dated a year before the compliance date. The application for either of these extensions must also be submitted at least 45 days before the next applicable compliance deadline for CARB to consider the request.
Compliance
To comply with the regulation, the Town was required to upload detailed information regarding the fleet to a CARB database. The reporting deadline for this was February 1, 2024. Because the Town is not opting into the Milestones Option, it must ensure that 50% of medium and heavy-duty vehicles purchased are ZEVs or Near ZEVs each calendar year, with this percentage increasing to 100% by 2027. There are currently three different vehicles that meet these requirements that are up for replacement in 2025.
This means that two of these purchases must be ZEVs or near ZEVs, if a ZEV option is available for that vehicle.
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 15
Charging Infrastructure
To comply with this regulation, the Town needs to ensure that there is adequate ZEV infrastructure to support an expanded ZEV fleet. There is an additional regulation called the Light-Duty Zero Emission Vehicle Sales Requirement that will eventually increase the need for this infrastructure as well. This regulation requires that all in-state sales of new light-duty passenger vehicles in California must be ZEVs by 2035. Both regulations were a part of Governor Gavin Newsom’s Executive Order N-79-20 which puts the state on a path to carbon neutrality by 2045.
There are several factors that the Town must consider when planning for this EV Infrastructure. One factor is the site selected and its electrical/grid capacity, and available space. This planning could also include long-term thinking to accommodate for future requirements that may increase the vehicles the site will need to accommodate.
The Town must also understand how many vehicles there are, what type they are, and how much they will be used. This information can help the Town decide what type of fueling is necessary. The town may need a hydrogen fueling station or electric charging.
When it comes to electric charging, there are multiple levels of options that have different requirements and work at different speeds. The town should also pay attention to any grants or incentives that may be available to help fund the infrastructure project.
Advantages
There are many advantages to incorporating ZEVs into the Town fleet. One advantage is the reduction of greenhouse gas emissions, which is the main component of the Governor’s executive order. In California, the transportation sector is responsible for more than half the state’s greenhouse gas emissions, posing a major risk towards the environment and public health. These regulations gradually phase in ZEVs to address these issues without requiring vehicle owners to give up the vehicles they already own.
Another advantage to ZEVs is that they tend to require less maintenance than vehicles with internal combustion engines. This is because they have far fewer moving parts and fewer fluids, like engine oil, that require regular maintenance. Additionally, the regenerative braking system has the potential to prolong the life of the brakes while extending the vehicle’s driving range. This is because the ZEV regenerative braking system captures the kinetic energy of light braking and stores it in the battery, not only providing a slight increase in charge, but also producing less wear and tear on the friction brake system.
Not only can the implementation of ZEVs save money by requiring less maintenance, but they also can save money from lower fueling costs. This means that in the long run, ZEVs tend to cost less than internal combustion engine vehicles.
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 16
Challenges and Disadvantages
There are also many challenges when it comes to implementing ZEVs into the fleet.
Some of these issues come from the vehicles themselves, and others come from the wide preparation and planning effort they require.
The first disadvantage of ZEV cars themselves is that there are fewer choices at this point in time. While this is bound to change, in part due to these regulations, the lack of options can be a disadvantage, especially when considering that medium and heavyduty vehicles in the fleet are used for specific duties and may require specific modifications.
These vehicles also tend to be more expensive to purchase than internal combustion engine vehicles. There is a higher upfront cost, though the savings on maintenance and fuel are thought to make up for this cost in the long run.
Another challenge is that ZEVs tend to have a shorter range than an internal combustion engine car, though this is another factor that will likely improve as more models are manufactured and the batteries advance. This shorter range becomes a further inconvenience when paired with the significant increase in refueling time. While an internal combustion engine car can refuel in a couple of minutes, ZEV refueling time heavily depends on what type of charger is being used.
For example, when charging a 2023 Ford F150 Lightning the fastest option is the level 3 DC Fast Charger which takes the battery from 15% to 80% in less than an hour. The next option available, which is less expensive, is the level 2 charging station, which get the vehicle to fully charged in approximately 10 hours. This is a significant difference when comparing ZEV’s refueling time to other vehicles, requiring significant planning regarding how many chargers will be needed and which type of chargers will be installed. The Town will need to pay attention to how much each vehicle is used, when they can be charged, and how long that will take depending on the vehicle and type of charger available.
The required charging infrastructure can also be very expensive to install and take significant time to plan and construct. There are a variety of grants and incentives available to help fund this infrastructure project. The Funding Finder tool can be used by fleet owners to search for funding for ZEV and infrastructure projects.
While the decreased maintenance of ZEVs is seen as an advantage, there may be challenges when it comes to required maintenance and repairs. This is because of the different parts that ZEVs use compared to internal combustion engine vehicles. These parts may require specialty skills and equipment that many current mechanics do not possess. The mechanics may need to be trained to safely complete this specialty maintenance and repairs.
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 17
5.3 Leasing
Some agencies, including Campbell, California have decided to lease fleet vehicles. A benefit of leasing vehicles includes the ability to normalize spending through consistent payments rather than buying vehicles outright. Leasing also allows for the fleet to receive newer vehicles that may be more efficient and cost less to maintenance than aging vehicles. In addition, newer vehicles are more likely to be under warranty when repairs are needed, freeing up some time for the Town mechanics.
On the other hand, owning a vehicle allows the Town to maximize its life usage rather than consistently replacing it. Owning the vehicles also means that any modifications can be made, which may not be possible with a leased vehicle. This may be important when considering the different specifications that are required for some of the Town’s vehicles.
6.0 Recommendations
6.1 Update Vehicle and Equipment Acquisition and Replacement Policy The current asset replacement policy is outdated and should be revised and updated to better represent the current and expected makeup of the fleet. The replacement cycles of assets should be re-evaluated to ensure that they accurately represent the life cycle of current, newer assets. Any assets the Town no longer will own, or plan to own should be removed from the replacement cycle. The disposal section of the policy should be revised to include the main method of disposal of auctioning off assets and take out any methods that are no longer being used. The new policy should also mention the future ZEV vehicle replacements that are required.
6.2 Evaluate Mechanic Staffing Level
The Town should evaluate the mechanic staffing level to ensure the staff can adequately meet the needs of the fleet. While there is a range in asset to mechanic ratios from other jurisdictions in the staffing section, when comparing the Town to areas with fleets that are similar in size, it is shown that additional help is needed. This could be in the form of an additional full-time mechanic, or a position to take over the administrative duties, similar to the other organizations represented. This staffing need will be exacerbated with the need to comply with the CARB regulation, which will require significant effort.
6.3 Keep Track of Clean Fleets Regulation
The Town should continue to keep track of what vehicles are included in this regulation as they are replaced to ensure the Town complies. The Town should also pay attention to which vehicles have exceptions each year with the original list provided by CARB by
ITEM NO. 11.
Town of Los Gatos
Fleet Management Analysis
June 2024 Page 18
January 1, 2025. It may also be beneficial to look at whether it is possible to downsize any vehicles that the regulation covers before it is replaced. Leasing vehicles may be one path to compliance with this regulation since the lease agency would provide advice regarding compliance.
ITEM NO. 11.
Fleet and Equipment Inventory List 2024
Town of Los Gatos
Appendix A
Town Fleet
ID
Model
Year Manufacturer Model Description Department Type Equipment Classification Projected
Potential
Replacement
Year
4048 1982 N/A SHOP LUBE EQUIPMENT Vehicle Maintenance EQUIPMENT Shop Equipment 5095 1982 ZIEMAN 2325 TILT TRAILER PPW General TRAILER Trailers ‐ No Motor8401 1984 MAGLINE HYDR MAGLINE HYDR TRAILER Parks TRAILER Trailers ‐ No Motor8405 1984 N/A SHOP PRESS Vehicle Maintenance EQUIPMENT Shop Equipment 4106 1985 DIAMOND BILT PM230T‐D EMULSION (OILER) UNIT PPW General EQUIPMENT Trailers ‐ With Motor 8701 1987 YAMAHA YFM350ERT MOTO‐4 (DART) Police Department MOTORCYCLE Police Motorcycles 8702 1987 YAMAHA YFM350ERT MOTO‐4 (DART) Police Department MOTORCYCLE Police Motorcycles 4192 1991 YAMAHA YFM350XB WARRIOR ATV(DART) Police Department MOTORCYCLE Police Motorcycles 4195 1994 LAYTON D550 PAVING BOX PPW General EQUIPMENT Construction Equipment 6159 1995 BOMAG BW137AD ROLLER PPW General EQUIPMENT Construction Equipment 4209 1997 FERMEC 640 4WD LOADER SCRAPER Parks EQUIPMENT Construction Equipment 9701 1997 HONDA EM2500 GENERATOR PPW General EQUIPMENT Generators9802 1998 FUELMAKER FM‐4 FUEL COMPRESSOR Vehicle Maintenance EQUIPMENT Fueling System 4218 1999 MECO M35ST CONCRETE SAW PPW General EQUIPMENT Small Equipment 4219 1999 HUSKY HAULER ED'S HEAD MAINT. UTIL. TOILET Parks TRAILER Trailers ‐ No Motor 5903 1999 CHEVROLET 2500 SUBURBAN SUV (DART) Police Department SUV Light Duty 9901 1999 WACKER WP1550 VIBRATORY PLATE PPW General EQUIPMENT Small Equipment 1 2000 N/A GAS DISPENSER ON FUEL Vehicle Maintenance EQUIPMENT Fueling System 2 2000 N/A DIESEL DISPENSER ON FUEL Vehicle Maintenance EQUIPMENT Fueling System 4224 2000 J. BEAN DM10E300S 300 GAL HERBICIDE SPRAYER Parks EQUIPMENT Trailers ‐ With Motor 5874 2000 FORD F350 PICKUP TRUCK Vehicle Maintenance TRUCK Light Duty 4231 2001 VERMEER BC1250A BRUSH CHIPPER Parks EQUIPMENT Construction Equipment 2025 4235 2001 ZIEMAN 1155 Tilt TAGALONG TILT TRAILER PPW General TRAILER Trailers ‐ No Motor 4242 2001 HUSKYHAUL ED'S HEAD MAINT. UTIL. TOILET PPW General TRAILER Trailers ‐ No Motor 4243 2001 YAMAHA YFM600FNE ATV Parks MOTORCYCLE ATV5882 2001 FORD F350 PRESSURE WASHER PPW General TRUCK Light Duty 2026 5884 2001 STERLING LT9500 10 WHEEL DUMP PPW General TRUCK Heavy Trucks 2026 5889 2001 FORD F350 STENCIL (PAINT) TRUCK PPW General TRUCK Light Duty 2025 201 2002 HONDA EU3000 GENERATOR PPW General EQUIPMENT Generators 5896 2002 JOHN DEERE 310SG BACKHOE PPW General EQUIPMENT Construction Equipment 2026 5917 2003 FORD RANGER PICKUP TRUCK Engineering TRUCK Light Duty 5925 2004 CHEVROLET SILVERADO PICKUP TRUCK ‐ UTILITY Facilities TRUCK Light Duty 5926 2004 CHEVROLET SILVERADO PICKUP TRUCK ‐ UTILITY Parks TRUCK Light Duty4290 2006 ISUZU DCA70SSIC‐70KVA/56KW GENERATOR ‐ PORTABLE Facilities EQUIPMENT Generators 5933 2007 FORD ESCAPE XLS 2WD SUV Community Development SUV Light Duty 5942 2007 FORD F250 PICKUP TRUCK Parks TRUCK Light Duty 5943 2007 DODGE 2500 SPRINTER 2500 VAN Police Department VAN Police Detective 2024 702 2008 BLAZER ORBL714TA2 BLAZER TRAILER PPW General TRAILER Trailers ‐ No Motor
List Effective Date: June 15, 2024
ITEM NO. 11.
Fleet and Equipment Inventory List 2024
Town of Los Gatos
Appendix A
Town Fleet
ID
Model
Year Manufacturer Model Description Department Type Equipment Classification Projected
Potential
Replacement
Year
5948 2008 FORD ESCAPE XLS HYBRID SUV Community Development HYBRID Light Duty 5949 2008 FORD F250 PICKUP TRUCK ‐ UTILITY Parks TRUCK Light Duty 2025 5954 2008 FORD F550 PICKUP TRUCK ‐ DUMP PPW General TRUCK Medium Duty 2025 5956 2009 TOYOTA CAMRY HYBRID SEDAN Police Department HYBRID Police Detective 20245959 2009 FORD ESCAPE HYBRID SUV Police Department HYBRID Police Detective 2025 VM01 2009 INGERSOLL‐RAND 2545 AIR COMPRESSOR Vehicle Maintenance EQUIPMENT Shop Equipment 9314 2010 FORD ESCAPE XLS HYBRID SUV Engineering HYBRID Light Duty 5548 2011 FORD RANGER XLT PICKUP TRUCK Police Department TRUCK Police Detective 5958 2011 TAYLOR‐DUNN B2‐48‐48AC BURDEN CARRIER Parks ELECTRIC CAR Electric Trucks 20276516 2011 CHEVROLET Tahoe TAHOE/SUV, V8, 5.3L Police Department SUV Police Patrol 3182 2012 JOHN DEERE XUV 625i ATV GATOR Parks MOTORCYCLE ATV 20264555 2012 ATLASCOP COBRAMK1 COBRA COMBI HAMMER Street Maintenance EQUIPMENT Small Equipment 5162 2012 FORD FUSION HYBRID SEDAN Police Department HYBRID Police Detective4939 2013 TYMCO 600 BAH/4300SBA STREET SWEEPER PPW General SWEEPER Heavy Trucks 2024‐? 2994 2014 PETERBILT 348 Conventional VAC‐CON PPW General EQUIPMENT Heavy Trucks 2034 7723 2014 FORD F450 FLATBED TRUCK PPW General TRUCK Medium Duty 2026 170 2015 HONDA ST1300PAF MOTORCYCLE Police Department MOTORCYCLE Police Motorcycles 5186 2015 WANCO WVTM‐07 Digital Message Board Traffic TRAILER Trailers ‐ No Motor 5187 2015 WANCO WVTM‐07 Digital Message Board Traffic TRAILER Trailers ‐ No Motor 487 2016 CHEVROLET TAHOE SUV Police Department SUV Police Patrol 3597 2016 FORD ESCAPE SE SUV PPW General SUV Light Duty 2027 3598 2016 FORD ESCAPE SE SUV PPW General SUV Light Duty 2027 4334 2016 GO‐4 INTERCEPTOR III 3 WHEEL PARK. ENFORCER Police Department GO‐4 Police Patrol 2024 5742 2016 DODGE CHARGER SEDAN Police Department SEDAN Police Detective 2025 6950 2016 CHEVROLET TAHOE SUV Police Department SUV Police Patrol9767 2016 FORD F250 PICKUP TRUCK ‐ UTILITY Parks TRUCK Light Duty 2026 9768 2016 FORD F250 PICKUP TRUCK ‐ UTILITY Parks TRUCK Light Duty 2026 9801 2016 FORD ESCAPE SUV Engineering SUV Light Duty 2027 329 2017 FORD EXPLORER SUV Police Department SUV Police Detective 2024 3404 2017 CATERPILLAR 930M LOADER Street Maintenance EQUIPMENT Construction Equipment 2027 3422 2017 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 2025 6864 2017 DODGE CHARGER SEDAN Police Department SEDAN Police Detective 2025 886R 2017 HYSTER H70FT FORK LIFT ( LIFT W/LP TANK AND F/P) Street Maintenance EQUIPMENT Construction Equipment 2034 1040 2018 TOYOTA RAV 4 HYBRID SUV Community Development HYBRID Light Duty 2026 2591 2018 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 2663 2018 FORD F150 PICKUP TRUCK Street Maintenance TRUCK Light Duty 2026 5261 2018 CATERPILLAR 279D LOADER Street Maintenance EQUIPMENT Construction Equipment 2033 6133 2018 ATLASCOP 185CFN Air Compressor Street Maintenance EQUIPMENT Small Equipment 6352 2018 CHEVROLET TAHOE SUV Police Department SUV Police Detective 20257214 2018 TOYOTA RAV 4 HYBRID SUV Engineering HYBRID Light Duty 2027
List Effective Date: June 15, 2024
ITEM NO. 11.
Fleet and Equipment Inventory List 2024
Town of Los Gatos
Appendix A
Town Fleet
ID
Model
Year Manufacturer Model Description Department Type Equipment Classification Projected
Potential
Replacement
Year
7510 2018 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 2026 9306 2018 TOYOTA RAV 4 HYBRID SUV Community Development HYBRID Light Duty 2027 9310 2018 TOYOTA RAV 4 HYBRID SUV Community Development HYBRID Light Duty 2027 9322 2018 TOYOTA RAV 4 HYBRID SUV Community Development HYBRID Light Duty 2027 9351 2018 TOYOTA RAV 4 HYBRIS SUV Community Development HYBRID Light Duty 2027 9869 2018 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 2024 077N 2018 SPECIALIZED LEVO Battery Assisted Bicycle‐Large PPW General Bicycle822N 2018 SPECIALIZED COMO 2.0 Battery Assisted Bicycle‐Small PPW General Bicycle 103 2019 LANDA PGHW5‐35324E HOT WATER PRESSURE CLEANER PPW General EQUIPMENT Small Equipment 2027 450 2019 FORD T150 MEDIUM ROOF 10‐PASSENGER VAN PPW General VAN Light Duty 2027 525 2019 FELLING FT‐40 TRAILER BEAVERTAIL 22' Street Maintenance TRAILER Trailers ‐ No Motor 2034 2499 2019 ZERO Zero DSRP Zero Electric Motorcycle Police Department MOTORCYCLE Electric Cars 2027 2518 2019 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 2024 2872 2019 FORD F150 2019 FORD F150 CREW CAB 4X2 145" WB Police Department TRUCK Police Detective 2026 5141 2019 PETERBILT PB348 PB348 DUMP TRUCK Street Maintenance EQUIPMENT Heavy Trucks 2027 7004 2019 FORD TRANSIT T‐350 VAN Facilities VAN Light Duty 2027 7216 2019 FORD F350 F350 WITH UTILITY BODY / LIFT GATE Vehicle Maintenance TRUCK Light Duty 2027 8886 2019 ISUZU NPRHD CREW CAB DUMP TRUCK Parks TRUCK Medium Duty 2028 9060 2019 FORD F150 F150 Crew Cab Pickup 4X2 Grey Police Department TRUCK Police Detective 2027 9635 2019 FORD F‐350 4x2 REGULAR CAB SRW Parks TRUCK Light Duty 2027 9637 2019 FORD F‐350 4x2 REGULAR CAB SRW WITH DIAMOND SE Facilities TRUCK Light Duty 2027 743 2020 FORD F550 PICKUP TRUCK ‐ UTILITY BODY Street Maintenance TRUCK Medium Duty 2028 3206 2020 MP5000‐16 Barrier Trailer 16' Barrier Trailer Police Department TRAILER Trailers ‐ No Motor 3207 2020 MP5000‐16 Barrier Trailer 16' Barrier Trailer Police Department TRAILER Trailers ‐ No Motor 4141 2020 FORD F350 4X2 REGULAR CAB UTILITF350 4X2 REGULAR CAB UTILITY BODY DIAMParks TRUCK Light Duty 2028 4142 2020 FORD F350 4X4 REGULAR CAB UTILITF350 4X4 REGULAR CAB UTILITY BODY DIAMStreet Maintenance TRUCK Light Duty 2028 5885 2020 TOYOTA SIENNA Detective Minivan Police Department VAN Police Detective 2026 6971 2020 FORD PURSUIT UTILITY Police Interceptor Utility Police Department HYBRID Police Patrol 2026 6972 2020 FORD PURSUIT UTILITY Police Interceptor Utility Police Department SUV Police Patrol 2026 9719 2021 FORD PURSUIT UTILITY Police Interceptor Utility ‐ Admin Package Police Department HYBRID Police Detective9732 2021 FORD PURSUIT UTILITY Police Interceptor Utility Police Department HYBRID Police Patrol 2026 9733 2021 FORD PURSUIT UTILITY Police Interceptor Utility Police Department HYBRID Police Patrol 2026 606 2022 HONDA ACCORD HONDA ACCORD HYBRID Police Department HYBRID Police Detective 2027 4213 2022 FORD RANGER XL PICKUP TRUCK Parks TRUCK Light Duty 2030 5649 2022 BMW R1250RT‐P R1250RT‐P police motor Police Department MOTORCYCLE Police Motorcycles 2026 5763 2022 BMW R1250RT‐P R1250RT‐P POLICE MOTOR Police Department MOTORCYCLE Police Motorcycles 2026 5923 2022 RAM 5500 Altec Boom ATG40 Altec Boom Street Maintenance TRUCK Medium Duty 2030 6375 2022 CHEVROLET Bolt EV Bolt EV Parking Enforcement Police Department ELECTRIC CAR Electric Cars 2028 8853 2022 FORD PURSUIT UTILITY Police Interceptor Utility ‐ Hybrid Police Department HYBRID Police Patrol 2026
List Effective Date: June 15, 2024
ITEM NO. 11.
Fleet and Equipment Inventory List 2024
Town of Los Gatos
Appendix A
Town Fleet
ID
Model
Year Manufacturer Model Description Department Type Equipment Classification Projected
Potential
Replacement
Year
8872 2022 FORD PURSUIT UTILITY Police Interceptor Utility ‐ Hybrid Police Department HYBRID Police Patrol 2026 9015 2022 FORD PURSUIT UTILITY Police Interceptor Utility ‐ Hybrid Police Department HYBRID Police Patrol 2026 5984 2023 CHEVROLET TAHOE CHEVROLET TAHOE PURSUIT SUV Police Department SUV Police Patrol 2026 6741 2023 CHEVROLET TAHOE CHEVROLET TAHOE PURSUIT SUV Police Department SUV Police Patrol 2026 401 WELLS CARGO UTILITY TRAILER Police Department TRAILER Trailers ‐ No Motor701 EDCO 8" Scarifier/Planer CPM8‐9H SIDEWALK GRINDER PPW General EQUIPMENT Small Equipment 2057 RU2 SYSTEMS FAST 870 RADAR SPEED DISPLAY TRAILER Police Department TRAILER Trailers ‐ No Motor 2025 2058 RU2 SYSTEMS FAST 870 RADAR SPEED DISPLAY TRAILER Police Department TRAILER Trailers ‐ No Motor 2025 4226 INGERSOLL‐RAND 140AH4‐C1DEP1RX CNG STATION Vehicle Maintenance EQUIPMENT Fueling System 4249 PACE AMER. CS714TA2 14 FT. BOX TRAILER (CSI) Police Department TRAILER Trailers ‐ No Motor 5953 BOX TRAILER TRAILER Police Department TRAILER Trailers ‐ No Motor 0DSL MISCELLANEOUS SMALL EQUIPMENT ‐ DIESPPW General EQUIPMENT Small Equipment 0GAS MISCELLANEOUS SMALL EQUIPMENT ‐ GAS PPW General EQUIPMENT Small Equipment Notes:1. Green coloration denotes a vehicle over 8,500 GVW whose replacement is subject to the Clean Fleet Regulation
List Effective Date: June 15, 2024
ITEM NO. 11.
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
ITEM NO. 11.
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.
ITEM NO. 11.
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 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.
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
ITEM NO. 11.
APPENDIX B
Classification Maintenance Type Schedule
Construction Equipment PM Type A-Visual & Safety Inspection Every 4 Months PM Type B-Oil Change Every 500 Hours of Usage or 6 Months PM Type C-Transmission Service Every 1,000 Hours of Usage or 8 Months PM Type D-Differential Service Every 2,000 Hours of Usage or 1 Year PM Type H-Hydraulic Activity Every 2,000 Hours of Usage or 1 Year Heavy Trucks PM Type A-Visual & Safety Inspection Every 90 Days PM Type B-Oil Change Every 10,000 Miles or 6 Months
PM Type C-Transmission Service Every 150,000 Miles or 48 Months PM Type D-Differential Service Every 180,000 Miles or 3 Years Opacity Test Every 1 Year
Light Duty PM Type A-Visual & Safety Inspection Every 7,500 Miles or 6 Months PM Type B-Oil Change Every 7,500 Miles or 6 Months
PM Type C-Transmission Service Every 60,000 Miles
PM Type D-Differential Service Every 100,000 Miles
Medium Duty PM Type A-Visual & Safety Inspection Every 90 Days PM Type B-Oil Change Every 7,500 Miles or 6 Months
PM Type C-Transmission Service Every 60,000 Miles
PM Type D-Differential Service Every 100,000 Miles
Opacity Test Every 1 Year
Police Detective PM Type A-Visual & Safety Inspection Every 7,500 Miles or 6 Months PM Type B-Oil Change Every 7,500 Miles or 6 Months
PM Type C-Transmission Service Every 60,000 Miles
PM Type D-Differential Service Every 100,000 Miles
Police Motorcycles PM Type A-Visual & Safety Inspection Every 6,000 Miles or 6 Months PM Type B-Oil Change Every 6,000 Miles or 1 Year
Police Patrol PM Type A-Visual & Safety Inspection Every 3,000 Miles or 6 Months PM Type B-Oil Change Every 3,000 Miles or 6 Months
PM Type C-Transmission Service Every 30,000 Miles
PM Type D-Differential Service Every 60,000 Miles
Trailers - No Motor PM Type A-Visual & Safety Inspection Every 90 Days Trailers - With Motors PM Type A-Visual & Safety Inspection Every 90 Days PM Type B-Oil Change Every 1 Year
Preventative Maintenance Schedule
ITEM NO. 11.
ITEM NO. 11.
TITLE: Town Vehicle and Equipment Acquisition and
Replacement Policy
PAGE:
2 of 4
POLICY NUMBER:
4-05
Motor cCycles / UTV 46 years and/or 8542,000
miles and/or 5000 hours
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
Vehicle/Equipment Type Replacement Cycle
Sedans (used 1 to 2 years old) 6 years and/or 85,000 miles Passenger Vehicles 6 years and/or 85,000 milesPickups (gas) 8 years and/or 72,000 miles
Trucks 12 years and/or 100,000 miles
Construction Equipment 12 years and/or 100,000 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 replacement cycle is equipment/replacement list will be used as a general guideline for whenin the replacement should begin to be considered. of vehicles and equipment. Other factors that will be used in the replacement evaluation process include:
1. Overall conditions of vehicles and equipment
2. Repair records.
ITEM NO. 11.
TITLE: Town Vehicle and Equipment Acquisition and
Replacement Policy
PAGE:
3 of 4
POLICY NUMBER:
4-05
3. Vehicle efficiency and safety.
3.4. Lead time for vehicle procurement and fit-up
5. Service life related to extended use in other departments.
6. Funding available for replacement
4. The Director of Parks and Public Works, or their designee, shall make the final determination and recommendation about the timing of the vehicle and equipment replacement based on the overall needs of the Town and availability of funding. Preference will be given to the least expensive and most fuel-efficient vehicle that meets the requirements of the proposed use.
B. COOPERATIVE PURCHASING PROGRAM:
When purchasing vehicles and equipment, the Ttown 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.
C. PREFERENCE FOR HYBRID AND ZERO EMISSION VEHICLES
C.
The Town of Los Gatos is committed and reducing greenhouse gas emissions. In selecting new vehicles, preference will be given to hybrid and zero emission vehicles whenever possible.
D. SPECIFICATIONS:
The Department of Parks and Public Works will develop review all specifications for vehicles and motorized equipment to be purchased by the Town of Los Gatos with input from the user Department where appropriate. Specifications will be prepared based on user needs, operating costs, fuel efficiency, reduction of air emissions, regulatory requirements governing municipal fleet operations safety factors, vehicle safety and performance, life expectancy, new technology, availability, and cost. When applicable, performance standards will be included in the specification writing process.
E. ADDITION OF EQUIPMENT AND VEHICLES
The addition of new items to the vehicle and equipment inventory shall require Town Council approval. Such approval considers both the capital cost and operation costs associated and vehicle maintenance. Vehicles and equipment funded through grants or private donations are treated and serviced as part of the Town’s fleet and are exempt from Town funding for replacement unless directed otherwise by Council approval.
ITEM NO. 11.
ITEM NO. 11.
1 of 2
Draft Resolution Adoption Date
ATTACHMENT 3
DRAFT RESOLUTION
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
AMENDING THE TOWN VEHICLE AND EQUIPMENT ACQUISITION AND REPLACEMENT POLICY (POLICY NUMBER 4-05)
WHEREAS, on April 6, 1994, the Town of Los Gatos adopted an Administrative Policy titled “Vehicle and Equipment Acquisition and Replacement Policy”; and WHEREAS, on April 18, 1994, the Policy was amended; and WHEREAS, on May 26, 1998, the Policy was revised and adopted as a Town Council Policy; and
WHEREAS, the Policy is being revised to reflect changes in vehicle lifespan and modern practices regarding vehicle usage.
NOW, THEREFORE, BE IT RESOLVED, by the Town Council of the Town of Los Gatos that:
1. The Town Vehicle and Equipment Acquisition and Replacement Policy attached as Exhibit A to this Resolution is hereby adopted and the previous Vehicle and Equipment Acquisition and Replacement Policy is rescinded.
2. Adoption of this updated Policy is not a project subject to CEQA because it can be seen with certainty that it will not have a significant impact on the environment. (CEQA Guidelines Section 15378.)
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 15th day of October, 2024, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
_______________________________
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ITEM NO. 11.
2 of 2
Draft Resolution Adoption Date
ATTACHMENT 3
ATTEST:
___________________________________
TOWN CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ITEM NO. 11.
EXHIBIT A TO ATTACHMENT 3
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; X/X/2024
APPROVED:
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 CONSIDERATIONS
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
Marked Police Vehicles 5 years and/or 85,000 miles
Unmarked Police 6 years and/or 85,000 miles
Motor cycles / UTV 6 years and/or 85,000 miles and/or 5000 hours Passenger Vehicles 6 years and/or 85,000 miles
Trucks 12 years and/or 100,000 miles
Construction Equipment 12 years and/or 100,000 miles
Small Town Service Community Stewardship Future Focus
ITEM NO. 11.
TITLE: Town Vehicle and Equipment Acquisition and
Replacement Policy
PAGE:
2 of 3
POLICY NUMBER:
4-05
The replacement cycle is a general guideline for when replacement should begin to be considered. Other factors used in the replacement evaluation process include:
1. Overall condition of vehicles and equipment
2. Repair records
3. Vehicle efficiency and safety
4. Lead time for vehicle procurement and fit-up
5. Service life related to extended use in other departments
6. Funding available for replacement
The Director of Parks and Public Works, or their designee, shall make the final determination and recommendation about the timing of the vehicle and equipment replacement based on the overall needs of the Town and availability of funding. Preference will be given to the least expensive and most fuel-efficient vehicle that meets the requirements of the proposed use.
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.
C. PREFERENCE FOR HYBRID AND ZERO EMISSION VEHICLES
The Town of Los Gatos is committed and reducing greenhouse gas emissions. In selecting new vehicles, preference will be given to hybrid and zero emission vehicles whenever possible.
D. SPECIFICATIONS:
The Department of Parks and Public Works will develop specifications for vehicles and motorized equipment to be purchased by the Town of Los Gatos with input from the user Department where appropriate. Specifications will be prepared based on user needs, operating costs, fuel efficiency, reduction of air emissions, regulatory requirements governing municipal fleet operations, vehicle safety and performance, new technology, availability, and cost. When applicable, performance standards will be included in the specification writing process.
E. ADDITION OF EQUIPMENT AND VEHICLES
The addition of new items to the vehicle and equipment inventory shall require Town Council approval. Such approval considers both the capital cost and operation costs associated and vehicle maintenance. Vehicles and equipment funded through grants or
ITEM NO. 11.
TITLE: Town Vehicle and Equipment Acquisition and
Replacement Policy
PAGE:
3 of 3
POLICY NUMBER:
4-05
private donations are treated and serviced as part of the Town’s fleet and are exempt from Town funding for replacement unless directed otherwise by Council approval.
F. VEHICLE AND EQUIPMENT DISPOSAL:
Disposal may take place by sending the item to a public auction house after removing all useful after-market accessories (e.g. mobile radios, emergency light bars). 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 or another use is warranted.
G. 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 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.
3. The Parks and Public Works Department will prepare vehicle specifications for all Town Departments except the Police Department. Specifications for Police Patrol vehicles will be developed jointly by the Parks and Public Works Department and 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:
________
Gabrielle Whelan, Town Attorney
ITEM NO. 11.