Operational Audit of Town of Los Gatos Fleet

The Town of Los Gatos is seeking to conduct a performance audit of its fleet operations.  This is not a financial audit, but instead will focus on how vehicles are used, assigned and maintained.

Parks and Public Works manages the Town’s fleet procurement and maintenance. The Town owns 91 vehicles and equipment assets that are managed under this program.  This includes construction equipment, work trucks, police interceptors, police administration and undercover vehicles, trailers, off road UTV’s, radar trailers. Staff performed an initial assessment of the fleet in 2024 and a copy of that assessment is attached.

Project Details

• Reference ID: 27-001
• Department: Parks and Public Works
• Department Head: Nicolle Burnham (Parks and Public Works Director)

Important Dates

• Questions Due: 2026-07-22T21:00:00.000Z

Evaluation Criteria

• Responsiveness and Responsibleness (10 pts) —

  When determining Responsiveness of the Proposal, the Town may consider any of the following but not limited to:

  • Proposal received on time and completed per instructions.
  • Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.
  • Proposal is compliant with specifications and industry standards.

  When determining Responsibleness of the Proposer, the Town may consider any of the following but not limited to:

  • Possession of industry standard licensing and/or certifications.
  • Financial capacity of the Proposer.
  • Experience or past performance of the Proposer.
  • Use of Subcontractors / Subconsultants.
  • Past, Present and Pending Legal Actions.
  • Exceptions with Town's standard terms and conditions.
  • Anticipated adherence with Project delivery schedule.
  • Ability to respond to Town’s inquiries for Proposal clarification.

  If the Evaluation Committee determines, at its sole discretion, that the Proposer passes Phase 1, the Evaluation Committee shall advance the Proposal to Phase 2.

• Cover letter (15 pts)
• Project approach (24 pts)
• Qualifications of the project personnel (30 pts)
• Sample Projects (15 pts)
• Rate Sheet (15 pts)

Submission Requirements

• Formation date of company (required) —

  Please enter Month and Year.

• Number of years providing the specified services (required)
• Please list names and titles of all officers and directors. If an individual or partnership, please list names and addresses of all partners, indicating whether they are general or limited partners. (required)
• Indicate whether Consultant has ever failed to complete any Agreement awarded to it. If so, note when, where, and why. Attach additional sheets, if necessary. (required)
• Indicate whether Consultant has been or is the subject of a bankruptcy or insolvency proceeding or subject to assignment for the benefit of creditors. (required)
• Required Documents (required) —

  Please upload in a single PDF the documents and information requested in Section 3.1 of this Request for Qualifications

• List of Subconsultants (required) —

  Please download the below documents, complete, and upload.

• Affirmations and Certification (required) —

  RESERVATION

  It is understood that the Town reserves the right to reject these Qualifications, but that this Statement of Qualifications shall not be withdrawn for a period of 60 days from the date prescribed for its opening.

  DISCLOSURE

  The undersigned declares that this Qualification package is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation; that the Qualification package is genuine and not collusive or sham; that the undersigned has not directly or indirectly induced or solicited any other Consultant to put in a false or sham Qualification package and has not directly or indirectly colluded or agreed with any Consultant or anyone else to put in a sham Qualification package 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 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.

  CERTIFICATION

  The Consultant certifies that the Statements of Qualifications 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 Statements of Qualifications 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 proposed work.

  By confirming below, the submission of a Statement of Qualifications shall be deemed a representation and certification by the Consultant that they have investigated all aspects of the RFQ, that they are aware of the applicable facts pertaining to the RFQ process, its procedures and requirements, and they have read and understand the RFQ. No request for modification of the Statement of Qualifications shall be considered after its submission on the grounds that the Consultant was not fully informed as to any fact or condition.

• Will there be a Pre-proposal Conference and Site Tour? (required)
• Is the attendance at Pre-Proposal Conference and Site Tour Mandatory? (required)
• Does the RFQ require specific and/or special qualifications? (required)
• Please list the qualification requirements here (required)
• Options to renew the Agreement for up to how many additional one-year terms? (required)
• Is this project funded by Federal Grant? (required)
• If the town decides to interview a submitter, please state date, day, time & location where the interview will be conducted. (required) —

  Please type in following format:

  Day, day, time at Location