HomeMy WebLinkAboutItem 5g - Authorize the Disposal of Wrecked Fleet Asset 1712 Item 5g
Department: Public Works
Cost Center: 5008
For Agenda of: 6/3/2025
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Greg Cruce, Deputy Director – Maintenance Operations
SUBJECT: AUTHORIZE THE DISPOSAL OF WRECKED FLEET ASSET 1712
RECOMMENDATION
Authorize the Disposal of a Wrecked Fleet Asset No. 1712 in Accordance with Section 405-L of
the City’s Financial Management Manual.
POLICY CONTEXT
Section 405 (Attachment A) of the City Financial Management Manual provides guidance
related to Fleet Management. Section 405 -L of this Fleet Management Policy provides
guidance that vehicles that have been replaced or permanently removed from service
shall be done in accordance with Section 480 (Attachment B) of the Financial
Management Manual.
Section 480 of the Financial Management Manual Administrative Policy A states: “The
Director of Finance & Information Technology (IT) is authorized to declare as surplus
those items of personal property and consumable supplies estimated to be less than
$1,000 in value; Council approval is required to declare personal and consumable
supplies as surplus with a value of $1,000.”
DISCUSSION
Background
In January 2025, a City owned 2017 Toyota Rav 4 Hybrid (Fleet Asset No. 1712) was
involved in a minor traffic accident. At that time, the vehicle appeared to be mechanically
functional and continued to be operated without Fleet Services being notified. Shortly
thereafter, the vehicles check engine light came on which led to a service request for the
Fleet Maintenance Program to evaluate, diagnose and repair. Fleet staff inspected the
vehicle and discovered the accident created a coolant leak that drained all cooling fluids.
Hybrid vehicles use the vehicles’ cooling system to cool and protect the hybrid battery.
The vehicle’s hybrid battery shows signs of swelling, which could be an indication of a
damaged battery.
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Item 5g
The vehicle was sent to a collision shop for an estimate to repair the radiator and body
damage, which totaled $10,158, and does not include any work to the battery.
Unfortunately, there is no way to test the condition of the battery without repairing the
vehicle. The current cost of the repairs exceeds 60% of the vehicles value, a nd if the
battery is found to be damaged, the total repair cost will exceed the value of the vehicle.
Therefore, staff is recommending sending the vehicle to auction in its current state in
accordance with Section 405 of the Financial Management Manual and not replacing this
vehicle as transportation needs can be addressed within the City’s current fleet assets.
Public Engagement
This is an administrative item, so no public engagement was completed. The item is a
consent item for the June 3, 2025, City Council meeting and will follow all required
postings and notifications. The public will have an opportunity to comment on this item
at or before the meeting.
CONCURRENCE
The Community Development Department concurs with the report and action.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommendation action
in this report, because the action does not constitute a “Project” under CEQA Guidelines
Sec. 15378.
FISCAL IMPACT
N/A
Budgeted: No Budget Year: 2025-26
Funding Identified: No
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund -N/A - - -
State - - - -
Federal - - - -
Fees - - - -
Other: - - - -
Total -N/A - - -
All proceeds from the sale of the vehicle will be deposited into the CIP – Fleet fund
Page 90 of 243
Item 5g
balance.
ALTERNATIVES
Council could choose not to approve this action. Council could direct staff to repair
this vehicle or use this vehicle’s non-damaged parts for future repairs. This action could
reduce future materials and supplies cost if a repair was warranted on a similar vehicle
but would likely increase labor cost to find, remove and rehabilitate the part p rior to
installation of that part on a different vehicle.
ATTACHMENTS
A – Financial Management Manual, Section 405
B – Financial Management Manual, Section 480
C – Vehicle Repair Quote
D – Repair Photos
Page 91 of 243
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Section 405
FLEET MANAGEMENT
TABLE OF CONTENTS
OVERVIEW
A. Purpose and Objectives 2
B. Responsibilities 3
POLICIES
C. Maintaining Proper Fleet Size 6
D. Buying New Versus Used 7
E. Environmental Stewardship 8
F. Fleet Use Target Guidelines Before Replacement 9
G. Equipping and Marking Newly-Acquired Units 11
PROCEDURES
Budgeting
H. Budgeting for Fleet Additions and Replacements 12
Budgeting for Fleet Additions
Budgeting for Fleet Replacements
Off-Cycle Fleet Additions and Replacements
Replacing Damaged Fleet Units
Purchasing
I. Buying New Units: Cooperative Purchasing Contract 14
J. Buying New Units: Invitation for Bids 16
K. Buying Used Vehicles 17
Surplus Units
L. Disposing of Surplus Units 18
Originally adopted by the Council on October 2, 1990 (Resolution No. 6876), most recent update on February 17,
2009 (Resolution No. 10057).
Revised by the City Manager November 2014.
405-1 Page 93 of 243
SECTION 405-A: OVERVIEW
PURPOSE AND OBJECTIVES
1. Purpose
The City’s fleet represents a significant investment in the tools needed to deliver day-to-
day services. This section of the Financial Management Manual outlines responsibilities,
policies, and procedures for managing the City’s fleet according to established objectives.
2. Objectives
a. Minimize fleet life-cycle costs. Typically, it makes sense to get as much service
life as possible out of a fleet unit. On the other hand, as fleet units get older and
accumulate more miles, operation and maintenance costs eventually become
excessive. Also, surplus value declines sharply after a certain point. Striking a
sensible balance among these fleet management principles can maximize utility
and minimize overall costs.
b. Avoid unnecessary capital outlays for fleet expansion and replacement.
Expanding the fleet or replacing an existing unit may not make sense if the unit is
used only sparingly.
c. Preserve and improve fleet safety, utility, reliability, and economy. Regular and
competent inspection and maintenance can prevent safety problems, maximize
reliability, and minimize long-term costs. Newer vehicles usually incorporate
more advanced technology such as airbags, anti-lock braking systems, and
engines that burn cleaner, last longer, and use less fuel. New construction
equipment usually incorporates technology that improves the productivity and
safety of equipment operators. Also, newer units are more reliable.
d. Maintain a positive image for the City. Routinely cleaning, maintaining, and
repairing fleet units can demonstrate a commitment to good stewardship over City
assets. Operating older vehicles and equipment can convey a positive impression
of cost-consciousness. Stylish features with marginal utility may project an
inappropriate image of luxury or extravagance.
e. Set a progressive example of environmental stewardship. Buying and operating
alternative and fuel-efficient units, where functionally and fiscally practical, can
demonstrate the practicality of such units in reducing conventional-fuel use and
enhancing air quality. It can also encourage the initial supply of innovative
products until widespread demand makes them more feasible to produce.
f. Encourage responsible use of City vehicles and equipment. Conscientious use of
City vehicles and equipment can improve safety and reduce liability.
405-2 Page 94 of 243
405-B: Overview
RESPONSIBILITIES
1. City Manager
a. Oversee the acquisition, operation, and disposal of all City-owned and leased
Fleet vehicles and equipment.
b. Authorize replacement of fleet units damaged beyond repair when the cost or
method of replacement exceeds Department Head purchasing authority and is
within the City Manager’s purchasing authority.
c. Amend fleet management policies and procedures as required to accomplish
adopted fleet management objectives.
2. Department Head
a. Ensure staff follows fleet management policies and procedures.
b. Budget for fleet additions and replacements not funded through the Fleet
Replacement Fund.
c. Authorize replacement of fleet units damaged beyond repair when the cost or
method of replacement is within the Department Head’s purchasing authority.
Replacement units shall be economical and efficient; avoid luxury units.
Consultation with the Public Works Director including justification for
replacement is required.
d. Ensure that all department employees who operate fleet units have appropriate
and valid operator licenses.
e. Ensure discussion between management staff occurs to identify and consider
incremental changes when Transit contracts renew or key fleet staff positions
vacate. Potential opportunities include combining business activities, integration
of fleet asset management and reporting, establishing equipment standards and
using master contracts for outsourced service providers.
3. General Fleet Coordinator
a. Manage the acquisition, disposal and replacement of all units not assigned to the
Fire or Transit Fleet.
b. Service and repair all vehicles and other related fleet equipment including
portable and fixed emergency generators not assigned to the Fire or Transit Fleet.
c. Manage inventories of fuel, oil, tires, and replacement parts needed for all units
not assigned to the Fire or Transit Fleet.
d. Document maintenance history and cost, fuel use, and accumulated mileage (or
hours) for each unit not assigned to the Fire or Transit Fleet.
e. Identify units to be disposed.
4. Fire Fleet Coordinator
The City has established a separate Fire Fleet to address the specific needs of this
specialized equipment. Fire equipment has a special roll and demands that require special
certification and record keeping in maintaining unique equipment. A Fire Vehicle
405-3 Page 95 of 243
Mechanic position and Fire equipment maintenance facilities based at Fire Station One
has been a long standing and successful norm for managing the Fire Fleet. This practice
will continue indefinitely, however, when Fire maintenance staff positions vacate, the
Public Works and Fire departments should take the opportunity to identify and consider
potential opportunities that could be beneficial for consolidating some or all elements of
the Fire and General Fleet.
a. Manage the acquisition, disposal and replacement of all units assigned to the Fire
Fleet. This includes all vehicles and related fleet equipment – including portable
and fixed emergency generators – assigned to the Fire Department.
b. Service and repair all units assigned to the Fire Fleet.
c. Manage inventories of the fuel, oil, tires, and replacement parts needed for all
units assigned to the Fire Fleet.
d. Document the maintenance history and cost, the fuel use, and the accumulated
mileage (or hours) for each unit assigned to the Fire Fleet.
e. Identify units to be disposed.
5. Transit Fleet Coordinator
The City has established a separate Transit Fleet to address the specific needs of this
specialized equipment. Transit equipment has a special roll and demands that require
special certification and record keeping in maintaining unique equipment. A Transit
Management position, comprehensive Service Contract, and Transit equipment
maintenance facilities based at 29 Prado Road has been a long standing and successful
norm for managing the Transit Fleet. This practice will to continue indefinitely, however,
when Transit contracts are up for renewal or key Transit management staff positions
vacate, Public Works should take the opportunity to identify and consider potential
opportunities for consolidating some or all elements of the Transit and General Fleet.
a. Manage the acquisition, disposal and replacement of all units assigned to the
Transit Fleet. The Transit Fleet includes buses and service vehicles owned by the
City and used by the City’s transit service contractor. Because such contractors
prefer to service and repair the vehicles they operate, the Transit Fleet is kept
separate from other City units.
b. Oversee the maintenance and operation activities of the Transit Fleet that are
performed by the transit service contractor.
c. Identify units to be disposed.
6. Vehicle and Equipment Operator Responsibilities
a. Exercise good judgment.
b. Consult a supervisor or the fleet coordinator if any operator responsibilities are
not clear.
c. Use City units only for conducting City business unless 1) a vehicle is part of a
compensation package or 2) it is a standby vehicle used for de minimus use (see
City Standby Vehicle Policy for more details).
d. Arrange for emergency repairs whenever consulting with the fleet coordinator
would be impractical. Pay for emergency repairs by either using a City credit card
or paying for the repair and submitting receipts for reimbursement.
405-4 Page 96 of 243
e. Wash and vacuum units periodically to maintain appearance and prevent
premature deterioration of surfaces and materials. Use City-owned washing
facilities if available. If City-owned washing facilities are not available, use a
commercial car wash. Use commercial waxing and detailing services only with
prior approval of the Fleet Coordinator.
f. Pay for any parking fees and tolls required while on City business. Submit
receipts for reimbursement.
g. Pay any traffic and parking fines incurred. These payments are not reimbursable.
h. Carry a valid California driver license.
i. Obey all traffic laws.
j. Except for emergency response, strictly observe speed limits and avoid rapid
acceleration in order to minimize fuel use.
k. In order to minimize fuel use, avoid vehicle idling except when required for
safety, emergency response, vehicle maintenance, equipment activity, or
recommended warm-up.
l. Drive defensively.
m. Use turn signals.
n. Use seat belts and ensure all occupants the use seat belts.
o. In case of accident, follow instructions included in the accident folder.
p. Observe no smoking in City vehicles policy requirements in accordance with City
policies pursuant to City Municipal Code Title 8, Health and Safety, 8.16.030
paragraph C.
q. Observe cell phone use policy requirements during operation of City vehicles.
7. Finance Division Responsibilities
a. Dispose of surplus vehicles in accordance with City policy in section 480 or the
Finance Management Manual.
405-5 Page 97 of 243
Section 405-C: Policies
MAINTAINING PROPER FLEET SIZE
1. Minimum Fleet Size. The number of units in the fleet should not exceed the minimum
number of units needed to effectively conduct City business.
2. Reviewing Vehicle Use. When budgeting for fleet replacements, calculate average
annual mileage or hours for each unit to be replaced. If average annual use appears to be
much lower than the average annual use within the same vehicle or equipment category,
the following options should be considered instead of replacement:
a. Using a vehicle assigned to a convenient vehicle pool.
b. Occasionally borrowing from, or establishing on-going shared equipment with
another operating program.
c. Renting or leasing a vehicle or equipment item for a limited period of time in
accordance with Financial Management Manual requirements and Finance
Director approval where required.
d. Reimbursing employees for use of privately-owned personal vehicles where it is a
practical or necessary alternative to City vehicle use, particularly if such use may
result in reduction in fleet size and does not conflict with trip reduction efforts.
3. Reimbursement for Business Use of Personal Vehicles. When use of a privately owned
personal vehicle is authorized for City business, reimbursement will be made at the
current Internal Revenue Service rate allowed for business use of vehicles. Consistent
with the IRS calculation of this rate, the per mile reimbursement rate will reflect all costs
associated with operating a vehicle, including, but not limited to, depreciation, lease
payments, maintenance, repairs, fuel, oil, insurance, and vehicle registration fees.
4. Timely Disposal of Replacement Units. Replacement of units shall not be a strategy to
expand the fleet either temporarily or permanently. When a unit is replaced, it will
expeditiously be declared surplus and be disposed, except that the Department Head in
consultation with the Public Works Director may approve a one-time temporary retention
and use not to exceed 180 days.
a. The General Fleet Coordinator may retain one surplus general purpose sedan or
pickup truck for a loaner vehicle to be used by departments when their vehicles
are being serviced.
b. The General Fleet Coordinator may retain one surplus backhoe/loader for light-
duty use at the Corporation Yard.
NOTE: Retention of surplus units for use in alternative programs may be viable pursuant
to pending Grey Fleet policy.
5. Authority to Dispose of Surplus Units. The Director of Finance & Information
Technology is authorized to:
a. Dispose of surplus units by sale, auction, trade-in, or other disposal method
according to City policies and procedures.
405-6 Page 98 of 243
Section 405-D: Policies
BUYING NEW VERSUS USED
1. Based on past experience with purchase of used general fleet equipment, and to ensure
reliability and value, the City’s primary practice should be purchasing new vehicles and
equipment when replacements are needed. Buying new fleet equipment takes advantage
of design advancements and improvements in fuel usage at reasonable cost from
competitive bidding through state and local cooperative purchase opportunities. This does
not preclude the option to buy used on a case-by-case basis if there are specific reasons
why used vehicles or specialize equipment is a more practical and cost effective
alternative to buying new.
2. Exception. One standing exception to this policy is that the City will purchase used
general-purpose police sedans. The Police Department needs general-purpose sedans that:
a. Are not typical government fleet vehicles with modest exterior trim levels so the
sedans do not stand out as stripped-down government vehicles. This is important
because these cars are often pressed into service for detective or undercover work.
b. Have large interior capacities with plenty of seat width and legroom in the rear.
This is important because these cars must occasionally respond to emergencies
carrying four fully equipped patrol officers.
To meet these two criteria and keep replacement budgets reasonable, the City should buy
used vehicles to replace general-purpose police sedans. This procedure is common
practice in California cities when replacing similar police vehicles.
405-7 Page 99 of 243
Section 405-E: Policies
ENVIRONMENTAL STEWARDSHIP
1. The City should incorporate “green” vehicles into its General, Fire, and Transit Fleets
when such units:
a. Will produce significantly less air pollution, use less fossil fuel or have higher
miles-per-gallon ratings than comparable conventional units.
b. Will not compromise fleet safety, utility, and reliability.
c. Can be fueled or recharged locally.
d. Can be serviced economically and locally.
e. Have a projected life cycle cost that is no more than 20% higher than the
projected life cycle cost of comparable conventional-fuel units. The impact of
environmental externalities, such as secondary pollution or market impacts from
bio fuel production and distribution, should be considered with potential decisions
in procuring alternative fuel vehicles.
2. Each new and replacement unit should have the best fuel-efficiency and the lowest
emissions available while performing its primary program use. Incidental or occasional
program uses should not compromise good fuel-efficiency and low emissions. For
example, if the primary use is local transportation for one or two people, then a small or
ultra-small vehicle is preferred. If the program occasionally needs a larger unit to
transport three or four people to an out-of-town conference, such a unit should be rented
or borrowed from another program area.
405-8 Page 100 of 243
Section 405-F: Policies
FLEET USE TARGET GUIDELINES BEFORE REPLACEMENT
1. The following table shows the age and mileage expected from City units in front-line
operation before replacement or assignment to backup service:
Suggested Fleet Replacement Criteria
Vehicle or Equipment Category Age
(Years) Mileage Years Allowed in
Backup Service* Hours
Public Safety Vehicles
Police Patrol Vehicles --- 80,000 --- ---
Police Patrol Motorcycles --- 35,000 --- ---
Fire Pumper Trucks 16 --- 4 ---
Fire Aerial Ladder Trucks 20 --- 4 ---
Other Fire Trucks 10 --- --- ---
Other Public Safety Vehicles** --- 80,000 --- ---
General Purpose Vehicles
Police Sedans 8 90,000 ---
Sedans 11 90,000 ---
Station Wagons 11 90,000 ---
Passenger Vans 11 90,000 ---
Utility Vehicles 11 90,000 ---
Pickup Trucks (under 1 ton) 11 90,000 ---
Special Purpose Service Units
Light Trucks (under 1 ton) 12 100,000 ---
Medium Trucks (1 to 2 tons) 12 60,000 ---
Heavy Trucks (over 2 tons) 12 60,000 ---
Utility Scooters 6 30,000 5,000
Street Sweepers 8 60,000 6,000
Vacuum Flusher Trucks 12 60,000 ---
Trailers 18 --- ---
Construction Equipment 12 --- 5,000
Buses 12 --- ---
Mowers 7 --- 5,000
Boats 21 --- ---
Other Portable Equipment 15 --- ---
* Backup service defined as setting aside a unit from front line or regular service for the sole purpose of
being available during down time of the front line unit.
** Includes any 24/7 scheduled units that are primarily assigned as a front-line, first responder emergency-
call vehicle. As of November 2008, this includes the Police CSI Truck, Police Sergeant SUV and Fire
Battalion Chief SUV.
2. For units purchased used, the age and mileage targets apply to age and mileage since
new, rather than age and mileage since acquired by the City.
405-9 Page 101 of 243
3. Age/mileage/hours standards will be periodically reviewed and may be adjusted because
of improvements in technology or maintenance practices.
4. In order to maintain the high level of reliability required for emergency response
vehicles, replace police patrol units when they reach their mileage targets. For the same
reason, fire safety units should be replaced when they reach their age targets.
5. For non-safety units, the age/mileage/hours targets are only guidelines. Units in
exceptional condition with low-cost repair histories may continue in service beyond
expected age/mileage/hours targets at the discretion of the fleet coordinator. On the other
hand, units may be recommended for replacement before expected age/mileage/hours
targets are reached if there are problems with irreparable damage, high maintenance cost,
unreliability, unsafe components, or technological obsolescence.
405-10 Page 102 of 243
Section 405-G: Policies
EQUIPPING AND MARKING NEWLY-ACQUIRED UNITS
1. The Fleet Coordinator will equip each unit with the following articles:
a. Vehicle registration forms
b. Proof of insurance
c. An accident folder that includes an incident report form, an information exchange
card, and witness information cards
2. General-purpose sedans, station wagons, and passenger vans do not require any special
markings. However, these vehicles must be identified as belonging to the City of San
Luis Obispo through such means as a license plate holder or window decal.
3. Utility vehicles, pickup trucks, and special purpose units will be marked with logos and
colors listed in the City Style Guide, including the City fleet identification number.
4. Police patrol vehicles and patrol motorcycles will be marked so that they will be
immediately recognizable as City public safety vehicles. The City Manager will approve
marking schemes for patrol vehicles.
5. Emergency response units in the Fire Fleet will be marked so that they will be
immediately recognizable as City public safety vehicles. The City Manager will approve
marking schemes for emergency response units. General-purpose sedans in the Fire
Fleet will be marked as described in #2 above.
6. Transit Fleet vehicles will be marked with a distinctive scheme that includes the term
“SLO Transit.” Any changes to Transit Fleet markings will be considered by the Mass
Transportation Committee and approved by Council.
7. The City Manager must approve any deviations from the provisions of paragraphs 2
through 5 and any additional special markings on any units. Any significant change to
established vehicle markings may, at the discretion of the City Manager, require Council
approval.
405-11 Page 103 of 243
Section 405-H: Procedures
BUDGETING FOR FLEET ADDITIONS AND REPLACEMENTS
Budgeting for additions and replacements will be pursuant to the City’s budget policies and the
budget instructions issued for each Financial Plan cycle. Except as noted below, all fleet
additions and replacements are approved by the Council through the budget process.
1. Budgeting for Fleet Additions
a. Prepare a Capital Improvement Plan (CIP) request for each proposed unit via the
Fleet Supervisor.
b. Group similar units within one operating program into a single request.
c. Departments shall rank each request in priority order.
2. Budgeting for Fleet Replacements
a. Examine units that are near or beyond age and mileage targets. Recommend
replacement if justified by maintenance history, overall condition, value, and
obsolescence.
b. Prepare a CIP request including the following for each unit being replaced:
• City identification number (e.g., 0405)
• Model year (e.g., 2010), make (e.g., Ford), and model (e.g., F-350)
• Description (e.g., one-ton truck)
• Assigned department (e.g., Public Works)
• Assigned program (e.g., Signal and Light Maintenance)
• Acquisition year (e.g., 2010-11)
• Acquisition price
• Recommended replacement year
• Estimated total replacement price (including the price of additional equipment
such as radios and installation for new or transferred equipment)
• Itemization of total replacement price (including base price, price of special
equipment, price of special equipment installation, and five percent price
contingency)
• Estimated surplus value
• Basis of estimated surplus value (e.g., blue book, previous auction proceeds)
• Current odometer or hourmeter reading
• Projected odometer or hourmeter reading at replacement
• Maintenance cost since acquisition
• Maintenance cost in the last full fiscal year
• Justification for replacement before age or mileage targets
• Justification for replacement with other than a like unit
• An explanation of how the replacement unit conforms to the policies of
Section 405-E regarding environmental stewardship
405-12 Page 104 of 243
3. Off-Cycle Additions and Replacements
Request fleet additions or replacements at times other than the normal budget cycle
(Financial Plans, Mid-Year Budget Reviews and Financial Plan Supplements) when
necessary due to exceptional circumstances.
4. Replacing Fleet Units Damaged Beyond Repair
Authorize replacement of fleet units damaged beyond repair when the cost or method of
replacement is within the Department Head’s purchasing authority.1 Consultation with
the Public Works Director including justification for replacement is required.
Request Department Head approval to replace fleet units damaged beyond repair, subject
to all of the following conditions:
a. The Fleet Coordinator has evaluated cost options and recommended replacement
rather than repair as the most cost effective solution.
b. The cost and method of replacement are within the Department Head’s
purchasing authority.
c. Replacement units shall be economical and efficient; avoid luxury units.
d. Adequate resources are available for the purchase within existing budget
appropriations.
e. Submit (1) information about the unit being replaced (per paragraph 2b of this
section) and (2) a full description of the circumstances resulting in the damage to
the Public Works Director for review and approval.
1 Request City Manager and/or Council approval if replacement cost exceeds Department Head authority.
405-13
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Section 405-I: Procedures
BUYING NEW UNITS: COOPERATIVE PURCHASING CONTRACT
Note: All Fleet purchases such as Police patrol vehicles, general-purpose fire trucks, sedans,
station wagons, passenger vans, light to heavy trucks, utility vehicles, and construction
equipment should generally be acquired new through State of California Multiple Award
Schedule (CMAS) contracts. Specialized units not generally available through CMAS should
generally be acquired new through “piggyback” purchases, where other local agencies have
conducted competitive procurements and made those contracts available to the City.
1. Obtain a copy of the purchasing contract that extends contract prices to other government
agencies.
2. Ensure that the specified unit along with options is appropriate for the intended use.
3. Contact any local dealers that might have been potential bidders to ensure that the
cooperative contract price is a good value and prudent alternative to advertising for bids.
a. Use local dealer within the city limits if they can provide the same brand, model and
configuration of item(s) identified in cooperative purchase agreement(s) at or below
the cooperative purchasing net cost within the same terms and conditions.
4. Include only those options needed to meet work requirements and typical comfort needs.
Avoid options like fancy wheels or leather upholstery that might be perceived as
luxurious, even if there is no difference in price compared to ordinary options.
5. Specify the exterior paint color to be white. Specify another base color (preferably solid
and non-metallic) if authorized or if it will demonstrably improve safety, enhance utility,
or reduce cost.
6. Submit the following to the Finance Director for approval when using cooperative
purchasing agreement:
a. Purchase order to dealer
b. Dealer invoice that references cooperative purchasing agreement contract number
c. Copy of the cooperative purchasing agreement
d. Statement confirming dealer pricing agrees with cooperative purchasing agreement
bid
7. Submit the following to the Finance Director for approval when using local dealer:
a. Purchase order to dealer
b. Dealer invoice
c. Documentation of cooperative purchasing agreement pricing for comparison
d. Statement confirming local dealer pricing is better than cooperative purchasing
agreement bid.
If unit cost exceeds Finance Director’s purchasing authority, submit a City Manager or
Council Agenda Report requesting approval.
8. Receive the unit and examine it for defects and conformance to specifications. If
satisfactory, mark the dealer’s invoice “okay to pay,” initial it, and forward it to the
405-14 Page 106 of 243
Finance Department with a copy of the purchase order. Note: CMAS contracts often
include substantial cash discounts for payment within a stated period of time. For this
reason, invoices should be processed promptly to earn such discounts.
9. Forward any title documents to the Finance Department.
10. Pay any State of California CMAS invoices and charge the appropriate project account.
The State assesses a nominal service charge – typically one percent of the base price – for
CMAS procurements. Invoices for these service charges usually arrive two or three
months after the procurement.
405-15 Page 107 of 243
Section 405-J: Procedures
BUYING NEW UNITS: INVITATION FOR BIDS
Note: Where appropriate vehicles and equipment are not available through cooperative
purchasing contracts, they should be acquired new through invitations for bids.
1. Use the standard invitation for bids (IFB) template to create the specification.
2. In Section A (Description of Work), list the dimensions, capacities, ratings, and options
that will adequately describe the unit needed for the intended use. Avoid describing a unit
available from only one manufacturer.
3. Include only those options needed to meet work requirements and typical comfort needs.
Avoid options like fancy wheels or leather upholstery that might be perceived as
luxurious, even if there is no difference in price compared to ordinary options.
4. Specify the exterior paint color to be white. Specify another base color (preferably solid
and non-metallic) if it will demonstrably improve safety, enhance utility, or reduce cost.
5. If the unit will be picked up at the dealer or delivered by common carrier, eliminate
insurance requirements from Section B (General Terms and Conditions) and eliminate
Section E (Insurance Requirements) from the specification.
6. Eliminate the contract requirements from Section B (General Terms and Conditions).
Eliminate Section D (Form of Agreement) from the specification.
7. In Section C (Special Terms and Conditions), change language about awarding a contract
to language about issuing a purchase order.
8. Along with the bid form, include a specification conformance form on which the bidder
affirmatively indicates that its product meets the description included in Section A of the
Invitation for Bid.
9. Request authorization from Finance Director to invite bids. If unit cost exceeds Finance
Director’s purchasing authority, submit a City Manager or Council Agenda Report
requesting authorization to invite bids and award contract via Finance Director.
10. Advertise for bids.
11. Open bids.
12. Prepare a purchase order to the successful bidder and submit it to the Finance Director for
approval.
13. Receive the unit and examine it for defects and conformance to specifications. If
satisfactory, mark the dealer’s invoice “okay to pay,” initial it, record the date unit was
accepted, and forward it to the Finance Department with a copy of the purchase order.
14. Forward any title documents to the Finance Department.
405-16 Page 108 of 243
Section 405-K: Procedures
BUYING USED VEHICLES
Note: The City should use local vendors to find suitable vehicles at auction. This approach
avoids high dealer markups and allows purchases of vehicles from leased corporate fleets.
1. Request Department Head approval to purchase a used vehicle when the cost or method
of replacement is within the Department Head’s purchasing authority.2 Consultation with
the Public Works Director including justification for purchase is required.
2. The Fleet Coordinator will initiate a search for a vehicle through vendors who buy and
sell vehicles.
3. Identify a late model, low mileage vehicle that is acceptable for program requirements.
Consider only vehicles with options needed to meet work requirements and typical
comfort needs. Avoid luxury vehicles.
4. Perform a technical inspection to confirm the vehicle is in excellent condition.
5. Negotiate a purchase price, including an extended warranty as appropriate, to be included
in a written buyers order from the dealer.
6. Prepare a purchase order and submit it to the Finance Department.
7. Receive the vehicle and examine it for defects and conformance to the buyers order.
8. Forward any title documents to the Finance Department.
2 Request City Manager and/or Council approval if unit cost exceeds Department Head authority.
405-17
Page 109 of 243
Section 405-L: Procedures
DISPOSING OF SURPLUS UNITS
1. When a unit is replaced or otherwise permanently removed from service, report to the
Finance Department that it is surplus and available for sale.
2. Include in each such report the following information for each unit reported:
• City identification number (e.g., 9901)
• Vehicle identification number (VIN)
• License number
• Model year (e.g., 2005), make (e.g., Ford), and model (e.g., F-350)
• Description (e.g., one-ton truck)
• Assigned department (e.g., Public Works)
• Assigned program (e.g., Signal and Light Maintenance)
• Acquisition year (e.g., 2004-05)
• Estimated surplus value
• Basis of estimated surplus value (e.g., blue book, previous auction proceeds)
• Current odometer or hourmeter reading
• Justification for replacement
• Current location
• Authorization to surplus (e.g., budget document that authorized replacement or
other Council authorization to replace or dispose of the unit)
3. Finance Division will dispose of surplus vehicles in accordance with Section 480 of the
Financial Management Manual.
405-18 Page 110 of 243
Section 480-A
SURPLUS PERSONAL AND UNCLAIMED PROPERTY POLICY
OVERVIEW
This policy addresses the procedures for the disposal of surplus personal property, unclaimed
property, consumable supplies, and junk. The policies and procedures for the disposal or sale of
surplus real property, abandoned property and resale inventory are provided in other policy
documents.
In preparing this policy, not all issues or exceptions could be anticipated. Accordingly, the
guidance given in this policy does not relieve Staff from exercising good judgment in their
stewardship of the City's property resources. Whenever there is a question or doubt between the
guidance provided in this policy and the good judgment expected of a prudent person, good
judgment should always be the prevailing standard, with this policy as a minimum standard.
LEGISLATIVE POLICY
A. Surplus Property
Section 906 of the City Charter provides that the Council must approve the sale of surplus
property (real or personal) with an estimated value greater than $1,000.
B. Unclaimed Property
1. Chapter 3.32 of the City Municipal Code provides for the disposal of unclaimed
property by the Chief of Police. This property must be held for a minimum of
four months and notice of sale must be given at least five days prior to sale by
publication in a newspaper of general circulation. Property not sold may be
destroyed by the Police Department after public auction.
2. Sections 2080.4 and 2080.6 of the Civil Code requires any person finding
property valued at $10.00 or more to turn the property over to the Police
Department within a reasonable time, stating when and where the property was
found and providing a description of the property. If the property was saved, a
statement is required from the "finder" describing:
a. From what and how it was saved.
b. Whether the owner of the property is known to the "finder".
c. That the property has not been secreted, withheld, or partially disposed.
480-1 Page 111 of 243
Surplus Personal and Unclaimed Property Policy
ADMINISTRATIVE POLICY
A. The Director of Finance & Information Technology (IT) is authorized to declare as
surplus those items of personal property and consumable supplies estimated to be less
than $1,000 in value; Council approval is required to declare personal and consumable
supplies as surplus with a value of $1,000.
B. Department Heads are authorized to approve the disposal of property that is essentially
without value due to technical obsolescence or its unrepairable (or economically
unrepairable) condition. Department Heads may dispose of such junk property in the
manner they deem most appropriate, consistent with other rules, regulations, and the
City's ethics policy.
C. Generally, estimating the value of surplus property is made by the Department Head or
designated representative. In unique and unusual cases, Finance will assist Departments
in estimating the value of property by using the City's auction firm to provide a
professional estimate. However, in all cases, the Department Head must approve in
writing the estimated value of the property to be sold or otherwise disposed.
D. The Director of Finance & IT is authorized to sell, transfer, trade, or otherwise dispose of
surplus personal property, consumable supplies, or unclaimed property in the most cost
effective manner. Normally the sale of this property will be at auction with a firm
contracted to provide the following services:
1. Sell and dispose of personal property, consumable supplies and unclaimed
property at auction.
2. Provide professional estimates as to the value of personal property and
consumable supplies when required.
3. Assist in the sale of unique or special property and consumable supplies that
requires the use of a "specialty house" to sell or dispose of the property.
4. Dispose of unsaleable property, supplies and equipment at an approved disposal
site.
E. The Director of Finance & IT may dispose of surplus property and supplies by transfer to
another local government agency or non-profit organization based on the
recommendation of a Department Head. Although there may be circumstances where it is
appropriate to make such transfer without compensation, cash or in-kind services should
generally be received in an amount equal to or greater than the estimated value provided
by the City's auction firm or the Department Head. In the case of vehicles, "low blue
book value" may also be considered.
F. When it is a normal business practice, trade value should be obtained to determine the
most cost effective method of disposal and as a standard by which to evaluate the services
480-2 Page 112 of 243
Surplus Personal and Unclaimed Property Policy
of the City's auction firm. There may be circumstances when trade value of property may
exceed auction value, in which case the Director of Finance & IT may authorize the trade
of surplus property versus sale at auction based on the recommendation of the appropriate
Department head.
G. Advertising the sale of the City's property and unclaimed property will be made by the
City's auction firm in accordance with these procedures, the Auction Services Agreement,
and legislative policy. Accordingly, the advertising must disclose that the property for
sale at auction is either the surplus property of the City of San Luis Obispo or is
unclaimed property in the possession of the City and it must state the date and time of
sale. Property sold at auction will be advertised at least five days in a newspaper of
general circulation in the City of San Luis Obispo.
H. Property determined to be unclaimed by the Chief of Police may be sold at public auction
in accordance with these policies and procedures under the following conditions:
1. It is a thing which is commonly the subject of sale.
2. The owner cannot (with reasonable diligence) be found.
3. The owner, if identified, refuses to pay the reasonable charges incurred by the City
for storing and safeguarding of the property.
PROCEDURES
A. Surplus Personal Property and Consumable Supplies
1. Department Heads will identify personal property and supplies that are surplus to
their needs and notify the Director of Finance & IT by Memorandum to sell or
dispose of property identified, in accordance with City policy and procedures.
The property to be declared surplus will be listed and include the City Asset
Number (if applicable), a descriptive name of the property, quantity, pickup
location, estimated value, and name of the contract person with their extension
number. Separate memorandums must be prepared for property estimated to
exceed $1,000 in value and for property estimated to be less than $1,000 in value.
The memorandum (or listing) must indicate why the property is no longer
required.
2. Department Heads may request that Finance assist them in estimating the value of
personal property and consumable supplies. In such instances, Finance may
request the services of the City's auction firm in estimating these values.
However, these services are limited and should not be used except for unique and
unusual property.
3. Special handling will be required for the disposal of toxic and hazardous
materials, and should be coordinated with the City's Fire Department.
480-3 Page 113 of 243
Surplus Personal and Unclaimed Property Policy
4. After receipt of a request to dispose of personal property and consumable supplies
from a Department Head, Finance will circulate the list of property to other City
Departments as an advisory memorandum. The property listed may be claimed by
other Departments on a first come first serve basis. After 10 days from the date of
the advisory memorandum, this listing will be forwarded to the Housing
Authority, San Luis Coastal Unified School District, and United Way for their
information. If none of these agencies expresses interest in the remaining
property items within 10 days of receiving the listing, then the property will be
consigned to the City's auction firm for sale or other method of disposal as
determined by the Director of Finance & IT. Except in unusual circumstances,
surplus property will generally remain on site pending its final disposition. This
means that it is the responsibility of the interested party to make arrangements
with the disposing department to view the property, discuss its condition, and
coordinate any terms of transfer such as price, timing, and transportation.
5. For property with a value of $1,000 or more, the Director of Finance & IT will
prepare an Agenda Report for Council approval to declare the property as surplus
after review by the operating departments as described above and prior to the
consignment of property to the City's auction firm.
B. Evidence
The provisions of this policy do not address the disposal of property which is classified as
evidence. Evidence is governed by the provisions of the penal code and must be dealt
with accordingly. For example, evidence may be returned to the owner, subjected to lien,
or classed as contraband and accordingly destroyed. However, evidence may also be
determined by the Chief of Police to be unclaimed property and, in that event, will be
processed in accordance with the policies and procedures provided below.
C. Unclaimed Property
Unclaimed property received by the City will be processed as follows:
1. The Police Department is required to receive, hold, and safekeep all property
valued at more than $10 that is found within the City limits and turned in to the
Police Department for safekeeping. The owner will be notified as to where the
property may be claimed if the owner's identity can reasonably be determined.
2. If the owner appears within 120 days after receipt of the property by the Police
Department, proves ownership, and pays all reasonable charges, the Police
Department will return the property to the owner.
3. If the reported value of the property is fifty dollars or more (and no owner appears
and proves ownership within 120 days), the Police Department will publish a
notice, at least once, in a newspaper of general circulation. After seven days
480-4 Page 114 of 243
Surplus Personal and Unclaimed Property Policy
following the first published notice the following actions will be taken if no owner
appears and proves ownership of the property;
a. If the property was found in the course of employment by a City employee,
the property shall be sold at public auction.
b. The title shall vest in the person who found the property if he or she is
willing to pay the cost of the publication.
c. If the reported value of the property is less than $50 and no owner appears
and proves ownership of the property within 120 days, the title shall vest
in the person who found the property, unless the property was found in the
course of employment by a City employee, in which case the property shall
be sold at public auction.
d. Generally, the sale of unclaimed property will be made by the City's
auction firm; however, in unique circumstances, the Chief of Police may
request that Police Department staff conduct the auction. When the City's
auction firm is used, the firm must be notified in writing with a list of
property to be sold. This list does not require a statement of estimated
values. The letter will give the name of the contact person and extension
number, a short title property description, a pickup location, and a pickup
time.
e. Prior to sale, a listing of unclaimed property shall be provided to the
Director of Finance & IT, who will circulate this list as an advisory
memorandum to other City Departments. The property listed may be
claimed by other Departments on a first come first serve basis. After a 15
day period from the date of the advisory memorandum, the unclaimed
property will be available for sale at public auction according to policy.
f. The unclaimed property to be sold by the City's auction firm will be
transferred on consignment in accordance with the surplus property
policies.
g. Any property remaining unsold after being offered at public auction may
be destroyed or otherwise disposed of by the City's auction firm.
Approved by the City Manager on March 1, 1990; revised on January 14, 1994.
480-5 Page 115 of 243
Section 480-B
AUCTION FIRM SERVICES
OVERVIEW
To reduce staff time in the sale and disposal of property, to reduce the amount of space being
used to store surplus and unclaimed property, to improve the process of estimating the value of
surplus property, and to maximize the value of return on surplus property, the Department of
Finance & IT is authorized to contract with an auction firm to assist staff in the sale and disposal
of personal property, consumable supplies and unclaimed property on an "as available basis"
after authorization is given by the Council or the Director of Finance & IT to sell or dispose of
City property.
The policies and procedures provided below in conjunction with the City's auction firm will
provide the staff with the opportunity to systematize the sale and disposal of this property.
AUCTION FIRM RESPONSIBILITIES
The following responsibilities will normally be assigned to the City's auction firm by Agreement
between the City and the firm selected:
A. The auction firm will be required to pickup any and all "marketable" surplus property by
consignment and deliver this property to their premises where it shall be inventoried,
sorted, identified, and catalogued. An auction will be conducted within 30 days of receipt
of property and supplies.
B. The auction firm will make the necessary arrangements for offering the property for sale
by auction to the most qualified buyers to obtain the highest return possible. The auction
firm will advertise the auction in a manner that will obtain the maximum participation by
the public in at least one newspaper of general circulation in the City of San Luis Obispo
for a minimum of five days prior to a scheduled auction.
C. The property consigned to the auction firm will remain the property of the City until sold
or disposed in accordance with these procedures.
D. Property not sold at auction will be disposed by on of the following methods:
1. Consignment to a sub-contractor specializing in unique or special equipment and
material for which there is no local market.
2. Direct sale to a buyer of unique or special equipment and material for which there
is no local market.
3. By sale as salvage to a local dealer or any recycling firm.
4. By destruction at an appropriate landfill site and certification thereto.
5. Returned to the City.
480-10 Page 116 of 243
Auction Firm Services
E. The material and equipment not sold at auction will be disposed of by one of the methods
described above within 15 days from the date offered at auction. For the purpose of these
instructions, the City will give approval as to the disposal method based on the
recommendation of the auction firm and the method that is in the best interests of the
City.
F. The auction firm will provide the Department of Finance & IT with a list of consigned
property with a check for the net proceeds from the auction or specialty sale within 60
days of receipt of consigned material and equipment providing the following information:
1. City Asset number (if available)
2. Short title description of the property
3. Date of sale or disposal
4. Purchaser or the disposal site
5. Total purchase price
6. Auction fee
7. Net to City
8. Method of disposal (sale at auction, transfer to a specialty house for sale, direct
sale as salvage, transfer to an appropriate landfill or disposal site, return to City)
480-11 Page 117 of 243
Page 118 of 243
Enhanced Certified Collision Center Workfile ID:
PartsShare:
Federal ID:
State EPA:
BAR:
a1259eab
86-2629711
CAL000465110
ARD00301299
Scottwodin@ECCCSLO.com
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Preliminary Estimate
RO Number: 2700
Written By: Jordyn Zimmermann
Insured: City Of SLO Policy #: Claim #:
Type of Loss: Date of Loss: Days to Repair:0
Point of Impact:
Owner: Inspection Location: Insurance Company:
City Of SLO Enhanced Certified Collision Center
(805) 550-7921 Business 3577 S Higuera St
San Luis Obispo, CA 93401
Repair Facility
(805) 549-0841 Business
VEHICLE
2016 TOYO RAV4 Hybrid XLE AWD 4D UTV 4-2.5L Hybrid Sequential MPI
VIN: JTMRJREV7GD051429 Interior Color: Mileage In: Vehicle Out:
License: Exterior Color: Mileage Out:
State: CA Production Date: Condition: Job #:
TRANSMISSION Air Conditioning Auxiliary Audio Connection Cloth Seats
Automatic Transmission Intermittent Wipers Satellite Radio Bucket Seats
4 Wheel Drive Tilt Wheel SAFETY Reclining/Lounge Seats
POWER Cruise Control Drivers Side Air Bag WHEELS
Power Steering Rear Defogger Passenger Air Bag Aluminum/Alloy Wheels
Power Brakes Keyless Entry Anti-Lock Brakes (4)PAINT
Power Windows Steering Wheel Touch Controls 4 Wheel Disc Brakes Clear Coat Paint
Power Locks Rear Window Wiper Traction Control OTHER
Power Mirrors Telescopic Wheel Stability Control Fog Lamps
Heated Mirrors Climate Control Front Side Impact Air Bags Rear Spoiler
DECOR Backup Camera Head/Curtain Air Bags Signal Integrated Mirrors
Dual Mirrors RADIO Hands Free Device California Emissions
Privacy Glass AM Radio Positraction TRUCK
Console/Storage FM Radio ROOF Power Trunk/Liftgate
Overhead Console Stereo Electric Glass Sunroof
CONVENIENCE Search/Seek SEATS
2/6/2025 11:20:23 AM 441521 Page 1
8m3h37
Page 119 of 243
Preliminary Estimate
RO Number: 2700
2016 TOYO RAV4 Hybrid XLE AWD 4D UTV 4-2.5L Hybrid Sequential MPI
Line Oper Description Part Number Qty Extended
Price $
Labor Paint
1 FRONT BUMPER & GRILLE
2 O/H front bumper 2.6
3 *<> Repl Bumper cover w/o park sensors
Japan built
521190R914 1 249.30 Incl. 2.6
4 Add for Clear Coat 1.0
5 Repl Prep unprimed bumper 1 0.7
6 *Repl Seal 533950R060 1 42.90 Incl.
7 Repl Center reinf Japan built 5208542050 1 42.11 Incl.
8 *Repl Lower panel XLE, Limited 524110R070 1 183.94 Incl. 0.0
9 *Repl Lower molding Japan built XLE,
Limited
527110R050B2 1 166.95 Incl.
10 *Repl License mount w/o SE 521140R090 1 35.16 0.2
11 *Repl RT Tow eye cap w/o SE 532850R080 1 15.79 Incl.
12 *Repl LT Tow eye cap w/o SE 532860R080 1 15.42 Incl.
13 *Repl Absorber Japan built 526140R070 1 57.90 Incl.
14 *Repl Impact bar Japan built 5202142150 1 214.94 0.5
15 *Repl RT Side retainer 525350R080 1 67.97 0.1
16 *Repl LT Side retainer 525360R060 1 68.73 0.1
17 Repl RT Lower panel fastener 9046705114 1 5.14
18 Repl LT Lower panel fastener 9046705114 1 5.14
19 Repl RT Bumper cover fastener 538790R010 1 8.36
20 Repl LT Bumper cover fastener 538790R010 1 8.36
21 *Repl Grille w/strip Japan built 531010R120 1 205.96 Incl.
22 Repl RT Grille clip 5216102020 1 3.51
23 Repl LT Grille clip 5216102020 1 3.51
24 *Repl Center grille slots, w/o pre crash
Japan built
531120R060 1 43.72 Incl.
25 *Repl Lower grille slots Japan built 531130R060 1 86.17 Incl.
26 FRONT LAMPS
27 *Repl RT Headlamp 8113042640 1 327.63 0.3
28 Aim headlamps 0.5
29 *Repl LT Headlamp 8117042640 1 324.12 0.3
30 R&I RT Fog lamp assy 0.2
31 R&I LT Fog lamp assy 0.2
32 RADIATOR SUPPORT
33 Refinish Components 1.6
34 Add for Clear Coat 0.3
35 *Repl Radiator support 5320542110 1 500.85 s 7.3 Incl.
36 Evacuate & recharge m 1.4
37 Refrigerant recovery m 0.4
38 *Repl Sight shield 166810V040 1 79.64 Incl.
39 Repl RT Air guide w/hybrid 1669136081 1 60.65 0.1
40 Repl LT Air guide w/hybrid 1669536081 1 59.36 0.1
2/6/2025 11:20:23 AM 441521 Page 2
Page 120 of 243
Preliminary Estimate
RO Number: 2700
2016 TOYO RAV4 Hybrid XLE AWD 4D UTV 4-2.5L Hybrid Sequential MPI
41 *Repl RT Support bracket 532020R030 1 65.84 s 1.0 Incl.
42 Repl Sight shield clip 90467A0051 7 15.47
43 Repl LT Support bracket 5320342040 1 70.84 s 1.0 0.4
44 Add for Clear Coat 0.1
45 COOLING
46 ** Repl Non OEM Radiator assy 1640036090 1 216.45 m Incl.
47 Repl Cooling shroud 1671136180 1 235.03 m 0.7
48 Repl RT Cooling shroud lower insulator 165350V010 1 27.64
49 Repl LT Cooling shroud lower insulator 165350V010 1 27.64
50 Repl RT Cooling shroud support
bracket
1653326070 1 35.69
51 Repl LT Cooling shroud support
bracket
1653326070 1 35.69
52 Repl RT Cooling shroud upper insulator 1652328030 1 13.88
53 Repl LT Cooling shroud upper insulator 1652328030 1 13.88
54 Repl RT Motor 1636336190 1 356.10 m Incl.
55 Repl LT Motor 1636336180 1 356.10 m Incl.
56 Repl Aux pump G904048010 1 325.62
57 Repl Aux pump bracket G914148030 1 33.24
58 Repl Coolant hose G922942010 1 46.60
59 Repl Inverter cooler cushion 1671637010 2 9.08
60 AIR CONDITIONER & HEATER
61 Repl Liquid line Japan built w/hybrid 8870642810 1 230.19 m 1.0
62 FENDER
63 R&I RT Upper seal Japan built 0.1
64 R&I LT Upper seal Japan built 0.1
65 R&I RT R&I fender assy 1.4
66 R&I LT R&I fender assy 1.4
67 R&I RT Fender liner Japan built 0.4
68 R&I LT Fender liner Japan built 0.4
69 ELECTRICAL
70 R&I Low note horn m Incl.
71 R&I High note horn m Incl.
72 PILLARS, ROCKER & FLOOR
73 R&I Under cover rear 0.2
74 R&I LT Under cover front, Japan built
w/hybrid
0.3
75 VEHICLE DIAGNOSTICS
76 #Pre-repair Scan 1 0.5 M
77 #Post-repair Scan 1 0.5 M
78 MISCELLANEOUS OPERATIONS
79 #D&R/ Isolate Battery 1 0.2 M
80 #Subl Hazardous waste removal 1 10.00 X
81 #Cover Car 1 10.00 X 0.2
82 #Cover Car for Primer 1 10.00 X 0.2
83 #Mask jams/openings 1 10.00 X 0.3
2/6/2025 11:20:23 AM 441521 Page 3
Page 121 of 243
Preliminary Estimate
RO Number: 2700
2016 TOYO RAV4 Hybrid XLE AWD 4D UTV 4-2.5L Hybrid Sequential MPI
84 #Repl Corrosion protection primer 1 20.00 T 0.3
85 #Repl Cavity wax 1 15.00 T
86 #Rpr Setup & measure 2.0 F
87 #Rpr Unibody Structural Pull 2.5 F
88 #Rpr Damage from unibody clamps 1.0 1.0
89 #Subl Four wheel alignment 1 160.00 X
90 ** Repl Non OEM Coolant 1 40.00 T
91 ** Repl Non OEM Coolant ( Hybrid
System)
1 40.00 T
SUBTOTALS 5,313.21 30.0 7.7
ESTIMATE TOTALS
Category Basis Rate Cost $
Parts 4,998.21
Body Labor 24.3 hrs @ $ 95.00 /hr 2,308.50
Paint Labor 7.7 hrs @ $ 95.00 /hr 731.50
Mechanical Labor 1.2 hrs @ $ 185.00 /hr 222.00
Frame Labor 4.5 hrs @ $ 150.00 /hr 675.00
Paint Supplies 7.7 hrs @ $ 55.00 /hr 423.50
Miscellaneous 315.00
Subtotal 9,673.71
Sales Tax $ 5,536.71 @ 8.7500 % 484.46
Grand Total 10,158.17
Deductible 0.00
CUSTOMER PAY 0.00
INSURANCE PAY 10,158.17
2/6/2025 11:20:23 AM 441521 Page 4
Page 122 of 243
Preliminary Estimate
RO Number: 2700
2016 TOYO RAV4 Hybrid XLE AWD 4D UTV 4-2.5L Hybrid Sequential MPI
FOR YOUR PROTECTION CALIFORNIA LAW REQUIRES THE FOLLOWING TO
APPEAR ON THIS FORM. ANY PERSON WHO KNOWINGLY PRESENTS FALSE
OR FRAUDULENT INFORMATION TO OBTAIN OR AMEND INSURANCE
COVERAGE OR TO MAKE A CLAIM FOR THE PAYMENT OF A LOSS IS
GUILTY OF A CRIME AND MAY BE SUBJECT TO FINES AND CONFINEMENT
IN STATE PRISON.
THE FOLLOWING IS A LIST OF ABBREVIATIONS OR SYMBOLS THAT MAY
BE USED TO DESCRIBE WORK TO BE DONE OR PARTS TO BE REPAIRED OR
REPLACED:
MOTOR ABBREVIATIONS/SYMBOLS: D=DISCONTINUED PART,
A=APPROXIMATE PRICE. LABOR TYPES: B=BODY LABOR, D=DIAGNOSTIC,
E=ELECTRICAL, F=FRAME, G=GLASS, M=MECHANICAL, P=PAINT LABOR,
S=STRUCTURAL, T=TAXED MISCELLANEOUS, X=NON TAXED
MISCELLANEOUS. CCC ONE: ADJ=ADJACENT, ALGN=ALIGN,
A/M=AFTERMARKET, BLND=BLEND, CAPA=CERTIFIED AUTOMOTIVE
PARTS ASSOCIATION, D&R=DISCONNECT AND RECONNECT,
EST=ESTIMATE, EXT. PRICE=UNIT PRICE MULTIPLIED BY THE QUANTITY,
INCL=INCLUDED, MISC=MISCELLANEOUS, NAGS=NATIONAL AUTO GLASS
SPECIFICATIONS, NON-ADJ=NON ADJACENT, O/H=OVERHAUL,
OP=OPERATION, NO=LINE NUMBER, QTY=QUANTITY,
RECOND=RECONDITION, REFN=REFINISH, REPL=REPLACE, R&I=REMOVE
AND INSTALL, R&R=REMOVE AND REPLACE, RPR=REPAIR, RT=RIGHT,
SECT=SECTION, SUBL=SUBLET, LT=LEFT, W/O=WITHOUT, W/_=WITH/_
SYMBOLS: #=MANUAL LINE ENTRY, *=OTHER [IE..MOTORS DATABASE
INFORMATION WAS CHANGED], **=DATABASE LINE WITH AFTERMARKET,
N=NOTES ATTACHED TO LINE. OPT OEM=ORIGINAL EQUIPMENT
MANUFACTURER PARTS EITHER OPTIONALLY SOURCED OR OTHERWISE
PROVIDED WITH SOME UNIQUE PRICING OR DISCOUNT.
""CURE TIME"" MEANS THE LENGTH OF TIME THAT, PER THE ADHESIVE
MANUFACTURER, THE WINDSHIELD ADHESIVE NEEDS TO CURE UNTIL THE
WINDSHIELD CAN PROPERLY FUNCTION AS A SAFETY DEVICE PURSUANT
TO THE FEDERAL MOTOR VEHICLE SAFETY STANDARDS AND THE
VEHICLE MANUFACTURER'S SPECIFICATIONS.
THIS ESTIMATE HAS BEEN PREPARED BASED ON THE USE OF CRASH PARTS SUPPLIED BY A SOURCE OTHER THAN
THE MANUFACTURER OF YOUR MOTOR VEHICLE. ANY WARRANTIES APPLICABLE TO THESE REPLACEMENT PARTS
ARE PROVIDED BY THE MANUFACTURER OR DISTRIBUTOR OF THE PARTS, RATHER THAN BY THE ORIGINAL
MANUFACTURER OF YOUR VEHICLE.
2/6/2025 11:20:23 AM 441521 Page 5
Page 123 of 243
Preliminary Estimate
RO Number: 2700
2016 TOYO RAV4 Hybrid XLE AWD 4D UTV 4-2.5L Hybrid Sequential MPI
Estimate based on MOTOR CRASH ESTIMATING GUIDE and potentially other third party sources of data. Unless
otherwise noted, (a) all items are derived from the Guide ARM8451, CCC Data Date 02/03/2025, and potentially other
third party sources of data; and (b) the parts presented are OEM-parts. OEM parts are manufactured by or for the
vehicle's Original Equipment Manufacturer (OEM) according to OEM's specifications for U.S. distribution. OEM parts
are available at OE/Vehicle dealerships or the specified supplier. OPT OEM (Optional OEM) or ALT OEM (Alternative
OEM) parts are OEM parts that may be provided by or through alternate sources other than the OEM vehicle
dealerships with discounted pricing. Asterisk (*) or Double Asterisk (**) indicates that the parts and/or labor data
provided by third party sources of data may have been modified or may have come from an alternate data source.
Tilde sign (~) items indicate MOTOR Not-Included Labor operations. The symbol (<>) indicates the refinish
operation WILL NOT be performed as a separate procedure from the other panels in the estimate. Non-Original
Equipment Manufacturer aftermarket parts are described as Non OEM, A/M or NAGS. Used parts are described as
LKQ, RCY, or USED. Reconditioned parts are described as Recond. Recored parts are described as Recore. NAGS
Part Numbers and Benchmark Prices are provided by National Auto Glass Specifications. Labor operation times listed
on the line with the NAGS information are MOTOR suggested labor operation times. NAGS labor operation times are
not included. Pound sign (#) items indicate manual entries.
Some 2024 vehicles contain minor changes from the previous year. For those vehicles, prior to receiving updated
data from the vehicle manufacturer, labor and parts data from the previous year may be used. The CCC ONE
estimator has a list of applicable vehicles. Parts numbers and prices should be confirmed with the local dealership.
The following is a list of additional abbreviations or symbols that may be used to describe work to be done or parts to
be repaired or replaced:
SYMBOLS FOLLOWING PART PRICE:
m=MOTOR Mechanical component. s=MOTOR Structural component. T=Miscellaneous Taxed charge category.
X=Miscellaneous Non-Taxed charge category.
SYMBOLS FOLLOWING LABOR:
D=Diagnostic labor category. E=Electrical labor category. F=Frame labor category. G=Glass labor category.
M=Mechanical labor category. S=Structural labor category. (numbers) 1 through 4=User Defined Labor Categories.
OTHER SYMBOLS AND ABBREVIATIONS:
Adj.=Adjacent. Algn.=Align. ALU=Aluminum. A/M=Aftermarket part. Blnd=Blend. BOR=Boron steel.
CAPA=Certified Automotive Parts Association. CFC=Carbon Fiber.
D&R=Disconnect and Reconnect. HSS=High Strength Steel. HYD=Hydroformed Steel. Incl.=Included. LKQ=Like
Kind and Quality. LT=Left. MAG=Magnesium. Non-Adj.=Non Adjacent. NSF=NSF International Certified Part.
O/H=Overhaul. Qty=Quantity. Refn=Refinish. Repl=Replace. R&I=Remove and Install. R&R=Remove and
Replace. Rpr=Repair. RT=Right. SAS=Sandwiched Steel. Sect=Section. STS=Stainless Steel. Subl=Sublet.
UHS=Ultra High Strength Steel. N=Note(s) associated with the estimate line.
CCC ONE Estimating - A product of CCC Intelligent Solutions Inc.
The following is a list of abbreviations that may be used in CCC ONE Estimating that are not part of the MOTOR
CRASH ESTIMATING GUIDE:
BAR=Bureau of Automotive Repair. EPA=Environmental Protection Agency. NHTSA= National Highway
Transportation and Safety Administration. PDR=Paintless Dent Repair. VIN=Vehicle Identification Number.
2/6/2025 11:20:23 AM 441521 Page 6
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Preliminary Estimate
RO Number: 2700
2016 TOYO RAV4 Hybrid XLE AWD 4D UTV 4-2.5L Hybrid Sequential MPI
PARTS SUPPLIER LIST
Line Supplier Description Price
3 Toyota Santa Maria #521190R914 $ 249.30
1643 S Bradley Rd Bumper cover w/o park sensors Japan built
Santa Maria CA 93454 Quote: 3425255895
Expires: 03/07/25
6 Toyota Santa Maria #533950R060 $ 42.90
1643 S Bradley Rd Seal
Santa Maria CA 93454 Quote: 3363509306
Expires: 03/07/25
8 Toyota Santa Maria #524110R070 $ 183.94
1643 S Bradley Rd Lower panel XLE, Limited
Santa Maria CA 93454 Quote: 3425754695
Expires: 03/07/25
9 Toyota Santa Maria #527110R050B2 $ 166.95
1643 S Bradley Rd Lower molding Japan built XLE, Limited
Santa Maria CA 93454 Quote: 3424356432
Expires: 03/07/25
10 Toyota Santa Maria #521140R090 $ 35.16
1643 S Bradley Rd License mount w/o SE
Santa Maria CA 93454 Quote: 3423160298
Expires: 03/07/25
11 Toyota Santa Maria #532850R080 $ 15.79
1643 S Bradley Rd RT Tow eye cap w/o SE
Santa Maria CA 93454 Quote: 3423269120
Expires: 03/07/25
12 Toyota Santa Maria #532860R080 $ 15.42
1643 S Bradley Rd LT Tow eye cap w/o SE
Santa Maria CA 93454 Quote: 3424356770
Expires: 03/07/25
13 Toyota Santa Maria #526140R070 $ 57.90
1643 S Bradley Rd Absorber Japan built
Santa Maria CA 93454 Quote: 3425755040
Expires: 03/07/25
14 Toyota Santa Maria #5202142150 $ 214.94
1643 S Bradley Rd Impact bar Japan built
Santa Maria CA 93454 Quote: 3425953711
Expires: 03/07/25
2/6/2025 11:20:23 AM 441521 Page 7
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Preliminary Estimate
RO Number: 2700
2016 TOYO RAV4 Hybrid XLE AWD 4D UTV 4-2.5L Hybrid Sequential MPI
15 Toyota Santa Maria #525350R080 $ 67.97
1643 S Bradley Rd RT Side retainer
Santa Maria CA 93454 Quote: 3425953794
Expires: 03/07/25
16 Toyota Santa Maria #525360R060 $ 68.73
1643 S Bradley Rd LT Side retainer
Santa Maria CA 93454 Quote: 3426552194
Expires: 03/07/25
21 Toyota Santa Maria #531010R120 $ 205.96
1643 S Bradley Rd Grille w/strip Japan built
Santa Maria CA 93454 Quote: 3425457915
Expires: 03/07/25
24 Toyota Santa Maria #531120R060 $ 43.72
1643 S Bradley Rd Center grille slots, w/o pre crash Japan built
Santa Maria CA 93454 Quote: 3425555083
Expires: 03/07/25
25 Toyota Santa Maria #531130R060 $ 86.17
1643 S Bradley Rd Lower grille slots Japan built
Santa Maria CA 93454 Quote: 3361843645
Expires: 03/07/25
27 Toyota Santa Maria #8113042640 $ 327.63
1643 S Bradley Rd RT Headlamp
Santa Maria CA 93454 Quote: 3427052329
Expires: 03/07/25
29 Toyota Santa Maria #8117042640 $ 324.12
1643 S Bradley Rd LT Headlamp
Santa Maria CA 93454 Quote: 3422466539
Expires: 03/07/25
35 Toyota Santa Maria #5320542110 $ 500.85
1643 S Bradley Rd Radiator support
Santa Maria CA 93454 Quote: 3426753089
Expires: 03/07/25
38 Toyota Santa Maria #166810V040 $ 79.64
1643 S Bradley Rd Sight shield
Santa Maria CA 93454 Quote: 3422466648
Expires: 03/07/25
41 Toyota Santa Maria #532020R030 $ 65.84
1643 S Bradley Rd RT Support bracket
Santa Maria CA 93454 Quote: 3424658989
2/6/2025 11:20:23 AM 441521 Page 8
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Preliminary Estimate
RO Number: 2700
2016 TOYO RAV4 Hybrid XLE AWD 4D UTV 4-2.5L Hybrid Sequential MPI
Expires: 03/07/25
46 Keystone, Inc #RAD13592 $ 216.45
2115 SOUTH UNION AVENUE Non OEM Radiator assy
BAKERSFIELD CA 93307 Quote: 2851479636
(800) 832-8733 Expires: 03/24/25
2/6/2025 11:20:23 AM 441521 Page 9
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Page 128 of 243
Enhanced Certified Collision Center
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Image Report
Owner: City Of SLO Insurance: Estimator: Jordyn Zimmermann Vehicle Out:
RO Number: 2700 Claim Number:
Year: 2016 Color: License Plate: Production Date:
Make: TOYO Body Style: 4D UTV State: CA Mileage In:
Model: RAV4 Hybrid XLE ... Engine: 4-2.5L Hybrid Se... VIN: JTMRJREV7GD051429 Condition:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
2/6/2025 11:20:04 AM Page 1
Page 129 of 243
Enhanced Certified Collision Center
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Image Report
Owner: City Of SLO Insurance: Estimator: Jordyn Zimmermann Vehicle Out:
RO Number: 2700 Claim Number:
Year: 2016 Color: License Plate: Production Date:
Make: TOYO Body Style: 4D UTV State: CA Mileage In:
Model: RAV4 Hybrid XLE ... Engine: 4-2.5L Hybrid Se... VIN: JTMRJREV7GD051429 Condition:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
2/6/2025 11:20:04 AM Page 2
Page 130 of 243
Enhanced Certified Collision Center
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Image Report
Owner: City Of SLO Insurance: Estimator: Jordyn Zimmermann Vehicle Out:
RO Number: 2700 Claim Number:
Year: 2016 Color: License Plate: Production Date:
Make: TOYO Body Style: 4D UTV State: CA Mileage In:
Model: RAV4 Hybrid XLE ... Engine: 4-2.5L Hybrid Se... VIN: JTMRJREV7GD051429 Condition:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
2/6/2025 11:20:04 AM Page 3
Page 131 of 243
Enhanced Certified Collision Center
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Image Report
Owner: City Of SLO Insurance: Estimator: Jordyn Zimmermann Vehicle Out:
RO Number: 2700 Claim Number:
Year: 2016 Color: License Plate: Production Date:
Make: TOYO Body Style: 4D UTV State: CA Mileage In:
Model: RAV4 Hybrid XLE ... Engine: 4-2.5L Hybrid Se... VIN: JTMRJREV7GD051429 Condition:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
2/6/2025 11:20:04 AM Page 4
Page 132 of 243
Enhanced Certified Collision Center
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Image Report
Owner: City Of SLO Insurance: Estimator: Jordyn Zimmermann Vehicle Out:
RO Number: 2700 Claim Number:
Year: 2016 Color: License Plate: Production Date:
Make: TOYO Body Style: 4D UTV State: CA Mileage In:
Model: RAV4 Hybrid XLE ... Engine: 4-2.5L Hybrid Se... VIN: JTMRJREV7GD051429 Condition:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
2/6/2025 11:20:04 AM Page 5
Page 133 of 243
Enhanced Certified Collision Center
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Image Report
Owner: City Of SLO Insurance: Estimator: Jordyn Zimmermann Vehicle Out:
RO Number: 2700 Claim Number:
Year: 2016 Color: License Plate: Production Date:
Make: TOYO Body Style: 4D UTV State: CA Mileage In:
Model: RAV4 Hybrid XLE ... Engine: 4-2.5L Hybrid Se... VIN: JTMRJREV7GD051429 Condition:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
1/13/2025
Comments:
2/6/2025 11:20:04 AM Page 6
Page 134 of 243
Enhanced Certified Collision Center
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Image Report
Owner: City Of SLO Insurance: Estimator: Jordyn Zimmermann Vehicle Out:
RO Number: 2700 Claim Number:
Year: 2016 Color: License Plate: Production Date:
Make: TOYO Body Style: 4D UTV State: CA Mileage In:
Model: RAV4 Hybrid XLE ... Engine: 4-2.5L Hybrid Se... VIN: JTMRJREV7GD051429 Condition:
1/13/2025
Comments:
1/13/2025
Comments:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025 11:20:04 AM Page 7
Page 135 of 243
Enhanced Certified Collision Center
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Image Report
Owner: City Of SLO Insurance: Estimator: Jordyn Zimmermann Vehicle Out:
RO Number: 2700 Claim Number:
Year: 2016 Color: License Plate: Production Date:
Make: TOYO Body Style: 4D UTV State: CA Mileage In:
Model: RAV4 Hybrid XLE ... Engine: 4-2.5L Hybrid Se... VIN: JTMRJREV7GD051429 Condition:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025 11:20:04 AM Page 8
Page 136 of 243
Enhanced Certified Collision Center
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Image Report
Owner: City Of SLO Insurance: Estimator: Jordyn Zimmermann Vehicle Out:
RO Number: 2700 Claim Number:
Year: 2016 Color: License Plate: Production Date:
Make: TOYO Body Style: 4D UTV State: CA Mileage In:
Model: RAV4 Hybrid XLE ... Engine: 4-2.5L Hybrid Se... VIN: JTMRJREV7GD051429 Condition:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025
Comments:
2/6/2025 E01
Comments:
2/6/2025 E01
Comments:
2/6/2025 11:20:04 AM Page 9
Page 137 of 243
Enhanced Certified Collision Center
3577 S Higuera St, San Luis Obispo, CA 93401
Phone: (805) 549-0841
Image Report
Owner: City Of SLO Insurance: Estimator: Jordyn Zimmermann Vehicle Out:
RO Number: 2700 Claim Number:
Year: 2016 Color: License Plate: Production Date:
Make: TOYO Body Style: 4D UTV State: CA Mileage In:
Model: RAV4 Hybrid XLE ... Engine: 4-2.5L Hybrid Se... VIN: JTMRJREV7GD051429 Condition:
2/6/2025 E01
Comments:
2/6/2025 E01
Comments:
2/6/2025 E01
Comments:
2/6/2025 11:20:04 AM Page 10
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