Operational Audit of Town of Los Gatos Fleet

The Town of Los Gatos is requesting qualifications for an operational audit of its fleet operations under an RFQ process, with proposals due July 29, 2026. This is a professional-services engagement focused on performance assessment rather than financial audit, examining vehicle utilization, assignment procedures, and maintenance practices across the Town's 91 vehicles and equipment assets managed by Parks and Public Works.

The fleet inventory includes construction equipment, work trucks, police interceptors, police administration and undercover vehicles, trailers, off-road UTVs, and radar trailers. The audit scope builds on a June 2024 fleet assessment completed by Town staff, which identified an asset-to-mechanic ratio of 81:1 with 1.5 full-time equivalent maintenance personnel, higher than comparable jurisdictions. The 2024 assessment also documented fleet maintenance costs of $147,099 in fiscal year 2022–2023 and noted that the Town's fleet composition includes approximately 19 hybrid vehicles and 3 electric vehicles (26 percent of the fleet). The audit will likely address compliance with California's Advanced Clean Fleets Regulation, which requires 50 percent of medium and heavy-duty vehicle purchases to be zero-emission vehicles beginning in 2024, scaling to 100 percent by 2027.

The Town selected an RFQ methodology with qualifications as the primary selection criterion and hourly rates as a secondary factor, to be followed by scope and fee negotiations with the top-ranked vendor. The Town Attorney approved this approach under the Town's Purchasing Policy Section 2.50.141 for services exceeding $50,000, determining that qualifications-based selection was appropriate for professional services requiring specialized fleet planning expertise not available internally. No incumbent contractor is identified, and no specific contract value, contract term, or award date is stated in the available materials.