HomeMy WebLinkAboutMINUTES - 08172004 - C79 TO BOARD OF SUPERVISORS ', CONTRA
FROM BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA
DATE: August 17, 2004 COUNTY
SUBJECT: REQUEST TO PURCHASE TWO PATROL VEHICLES FOR
ACTRANSIT C07T
SPECIFIC REQUEST{S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase two patrol vehicles on
behalf of the Sheriff-Coroner for AC Transit and AUTHORIZE the attached appropriation adjustments
for the purchases.
FINANCIAL IMPACT
The Sheriff-Coroner is purchasing two patrol sedans for approximately $44,696, which will be
financed by funds from accumulated depreciation ($42,744) and estimated salvage ($2,400). Both
vehicles are being purchased for AC Transit, and the Sheriff-Coroner will be reimbursed after the
purchase is completed.
BACKGROUND
The Sheriff-Coroner is replacing two patrol sedans for AC Transit. Both vehicles meet the Board's
criteria for replacement. These vehicles are not on the Master List for Vehicle Replacement in
FY2004-05. Therefore, in accordance with Administrative Bulletin No. 508: "County Vehicle and
Equipment Acquisition and Replacement Policy with Guidelines," approval is requested for the
purchase of these vehicles. Based on a review of the need for the new vehicles and consideration of
alternative fueled vehicles, the Fleet Manager recommends approval of this request. This request has
been reviewed and approved by the County Administrator for consideration by the Board of
Supervisors.
CONTINUED ON ATTACHMENT: '----Y--ES SIGNATURE:
L:�- ECOMMENDATION OF COUNTY ADMINISTRATOR �RECOMMENDATION OF BOARD COMMITTEE
--APPROVE OTHER
A
SIGNATURE(S):
ACTION OF BOAAC O ) I t , APPROVED AS RECOMMENDED ,.,._-&Tf tE -
VOTE OF SUPERVISORS
Vf UNANIMOUS(ABSENT 1
AYES: NOES: s
ABSENTS: ;r, ABSTAIN:
MEDIA CONTACT:BARTON J.GILBERT(313-7100)
Originating Dept.:General Services Department I HEREBY CERTIFY THAT THIS IS A TRUE
cc: General Services Department AND CORRECT COPY OF AN ACTION TAKEN
Administration AND ENTERED ON THE MINUTES OF THE BOARD
Accounting OF SUPERVISORS ON THE DATE SHAWN.
Fleet Management Division £ �f� s
Office of the County Administrator ATTESTED__ 1. s? _ '4- '1
Auditor-Controller(via GSD) J64 EETEN,CLERK OF TKe BOARD OF4UPERVISORS
Sheriff Coroner Crept AND COUNTY ADMINISTRATOR
BY tcA ''ie. DEPUTY
G:Admin\Vehic€eRep€acementBoardOrders\SheriffDept\Contraat Cities\80 Purch Patro€Veh€daJu12004.doc FM:MAK Page 1 of i
M382(40188)
I
VEHICLE AND EQUIPMENT REQUEST FORM
(See Instruction Sheet)
Department : Sheriff Date: 6/29/2004
Authorized Signature: Telephone: 335-1512
Printed Name: Ronald Jarrell
1. Reason and justification for vehicle request: AC Transit contract requesting replacement of three year
old patrol vehicle (2001 model)
2. Funding Source: (Budget information will be used to prepare Board Order): 2532
Is an appropriation adjustment needed? �Yes ❑No
Fiscal Officer: Name: Wanda Quever Telephone: 335-1529
3. Description of vehicle or equipment requested (If applicable, complete an accessories form):
4. Is an alternative fuel vehicle acceptable? 0 Yes ®No
If no, reason clean air vehicle will not work: Limited fueling options and range
5. If replacement, which vehicle or equipment is being replaced: Type: Ford Crown Victoria
Vehicle/Equipment Number: 2124 Odometer/Hours: 41,393
6. Reason purchase cannot wait until next budget cycle: Needed for patrol duties
7. CAO Release to GSD Fleet Management: Yes No Date:
CAO Signature
FOR GSD FLEET MANAGEMENT'S USE
1. Is vehicle/equipment an addition to the fleet? ❑ YesNo
2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager:
Date Inspected."7-2r, . °1
Vehicle/Equipment: Make: AXA> Model: Year: f
Condition of vehicle and/or equipment and life expectancy:
7
Accumulated Depreciation: Estimated Salvage Value: 1,1V0
Estimated Cost of Request:
3. Fleet Manager Signature: Date:
UAITTleet Services\Acouisitions\AC Transit#2124.doc I2/12/01
OFFICE OF THE SHERIFF
FLEET EQUIPMENT ACQUISITION/REPLACEMENT REQUEST
Y'EMCLES-BOAT'S-OTHER
1. DIVISION: AJC Transit BY Mark Hale TITLE: Lieutenant
A west: purchase new patrol vehicle to replace vehicle#2124
B. Justification: Vehicle#2124 meets the criteria for replacement after three years of
patrol service. (A/C Transit Unit is a contract district)
C. Source and Amount of Funds Available:
2. TECHNICAL SERVICES DIVISION
A.Fleet Coordinators Report
(t)Estimated Cost $23,248.00 New Ford Crown Victoria
(2)Radio $0.00 use existing
(3)Laptop/Modem $0.00 use existing
(4)Emergency.Equip. $0.00 use existing
(5)Other $1,200.00 estimated labor charges
Sub-Total $24,448.00
(6).Insurance Recovery $0.00
(7) Credit Depreciation ($20,673.0 Depreciation funds as of 6/30/2004
(8)Credit-Salvage $1,200.00 Salvage value
Total Funding Needed $2,575.00 Funding needed from Org. 2532
Recommendation: Approval
By: Ray Ingersoll _�y Title: Lieutenant Datel June 29, 2004
Reviewed and Initiated - CommanderCaptaii�
3. A.D.M'INISTRA77ON-FISCAL OFFICER Recommend Not Recommended
Comments:
By: Title: Date: 7
;PIC C& ��
4. UNDERS FF Approved Disapproved
Signature: ,, Date: t �,
OFFICE OF THE SHERIFF Warren E. Rupf
Contra Costa County sheriff
Patrol division Ronald D.Jarrell
A.C. Transit Police Services "` " Undersheriff
5555 Giant Highway
Richmond,CA 94806-6002 ; <
(510)262-4208
CNN
Date: June 23, 2004
To: Lieutenant Ray Ingersoll, Technical Services Division
From: Lieutenant Mark Hale
Subject: A.C. Transit Patrol Vehicle Replacement
A.C. Transit has two patrol vehicles scheduled for replacement in the year 2004. They are units#2124 and
#2149. Bath vehicles are should be completely depreciated by the end of June 2004. 1 would life both
vehicles replaced in July of 2004, as the process allows. All existing emergency equipment will be moved
from the vehicles, to include the console, cage, and shotgun mounts.
Unit#2124 should have the existing radio and the Motorola 520 work station equipment exchanged between
vehicles, along with the assault rifle mount located in the trunk and the pop-up cage. The replacement vehicle
for unit#2124 receiving this exchange equipment should not bear any police logos or decals as it will be
utilized as a supervisor's vehicle.
Unit#2149 currently has the outdated Panasonic computer and should be upgraded to the Motorola
Workstation 800.
Per the cast breakdown, after applying the depreciation funds,the total cost for both vehicles should be
approximately $11, 332.00,with the inclusion of the Motorola Workstation 840. Total funding after
depreciation for each vehicle is $2575.00 for unit#2124 and$8757.00 for unit#2149. This cost will be
budgeted into our 2004120105 budget. When possible could you please arrange for the purchases of these
vehicles.
cc: Captain D. Morrision, Patrol Division Commander
Chief John Cave, A. C. Transit Protective Services
Fred Jones, Fleet Services Manager
VEHICLE AND EQUIPMENT REQUEST FORM
(See Instruction Sheet)
Department : Sheriff Date: 6/29/2004
Authorized Signature: Telephone: 335-1512
Printed Name: Ronald ,Jarrell
1. Reason and justification for vehicle request: AC Transit contract requesting replacement of three year
old patrol vehicle (2001 model)
2. Funding Source: (Budget information will be used to prepare Board Order): 2532
Is an appropriation adjustment needed? ®Yes ❑No
Fiscal Officer: Name: Wanda Quever Telephone: 335-1529
3. Description of vehicle or equipment requested (if applicable,complete an accessories form): )
4. Is an alternative fuel vehicle acceptable? ❑Yes LnJ No
If no, reason clean air vehicle will not work: Limited fueling options and range
5. If replacement, which vehicle or equipment is being replaced: Type: Ford Crown Victoria
Vehicle/Equipment Number: 2149 Odometer/Hours: 70,984
6. Reason purchase cannot wait until next budget cycle: Needed for patrol duties
7. CAO Release to GSD Fleet Management: Yes ❑] No Date:
CAO Signatur : El
FOR GSC} FLEET MANAGEMENT'S USE
1. Is vehicle/equipment an addition to the fleet? ❑ Yes 7�-/] No
2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager:
Date Inspected:
Vehicle/Equipment: Make: Model: Year: i
Condition of vehicle and/or equipment and life expectancy:
Accumulated Depreciation: Estimated Salvage Value: r'
Estimated Cost of Request
3. Fleet Manager Signature: _ Date: '
U:1ITNFleet Services\Acquisitions\AC Transit#2149.doc 12/12101
OFFICE OF THE SHERIFF
FLEET ]EQUIPMENT ACQUISITION /REPLACEMENT REQUEST
yEMCLES-BOATS-OTHER
1. DIVISION. AIC Transit BY Mark Hale TITLE: Lieutenant
A-Request: Purchase new patrol vehicle to replace vehicle 2149
B. Justification: Vehicle#2149 meets the criteria for replacement after three years of
patrol service. (AJC Transit Unit is a contract district)
C. Source and Amount of Funds Available: _ ?ciajip /S ta�yA�rg.2532
2. TECHNICAL SERVICES DIVISION
A.Fret Coordinators Report
(1)Estimated Cost $22,348.00 New Ford Crown Victoria
(2)Radio $0.00 use existing
(3)Laptop/Modem $6,200.00 Motorola Workstation 800
(4)Emergency. Equip. $495.00 Workstation Mount/Troy Console
(5)Other $1,200.00 Estimated labor costs
Sub-Total $30,243.00
(6)Insurance Recovery $0.00
(7) Credit Depreciation ($20,286.0 Depreciation as of 6/30/2004
(8) Credit-,Salvage $1,200.00 Salvage value
Total Funding Needed $8,757.00 Funding needed from Org. 2532
Recommendation: Approval
BY: Ray IngersollWL Title: Lieutet ant Date: June 29, 2004
Reviewed and Initialed - Commander Captai
3. ADMINISTRATION-FISCAL OFFICER Recommend Not Recommended
Comments:
BY: Title: r Date:
4. UNDEP. 0 X
\Approved Disapproved
Signature: Date: �-
OFFICE OF THE SHERIFF Warren E. Rupf
Contra Costa County Sheriff
Patrol Division Ronald D.Jarrell
A.C. Transit Police Services Undersheriff
5555 Giant Highway
Richmond,CA 94806-6002 ; .
(510)262-4208
,a
coag!. '
Date: June 23, 2004
To: Lieutenant Ray Ingersoll, Technical Services Division
From: Lieutenant Mark Hale%
Subject: A.C. Transit Patrol Vehicle Replacement
A.C. Transit has two patrol vehicles scheduled for replacement in the year 2004. They are units#2124 and
#2149. Both vehicles are should be completely depreciated by the end of June 2004. l would like both
vehicles replaced in July of 2004, as the process allows. All existing emergency equipment will be moved
from the vehicles,to include the console,cage, and shotgun mounts.
Unit##2124 should have the existing radio and the Motorola 520 work station equipment exchanged between
vehicles,along with the assault rifle mount located in the trunk and the pop-up cage. The replacement vehicle
for unit#2124 receiving this exchange equipment should not bear any police logos or decals as it will be
utilized as a supervisor's vehicle.
Unit#2149 currently has the outdated Panasonic computer and should be upgraded to the Motorola
Workstation 800.
Per the cost breakdown, after applying the depreciation funds,the total cost for both vehicles should be
approximately$11, 332.00,with the inclusion of the Motorola Workstation 800. Total funding after
depreciation for each vehicle is$2575.00 for unit#2124 and$8757.00 for unit#2149. This cost will be
budgeted into our 2004/2005 budget. When possible could you please arrange for the purchases of these
vehicles.
cc: Captain D. Morrision, Patrol Division Commander
Chief John Cave, A. C. Transit Protective Services
Fred Jones, Fleet Services Manager
Instructions
1. Use a separate request form for each vehicle.
2. Funding Source: Information to be descriptive and is to include funding source (i.e., grant funds, etc.)
and department charge numbers. This information is used to prepare "Financial Impact" paragraph on
Board Order and requisition. No vehicle or equipment will be ordered until funding is transferred into
the proper General Services.Department Accounting fund and approval by the Board of Supervisors has
been received.
3. Purchase of a car, van or pick-up requires an accessories form to be completed and attached to the
Vehicle and Equipment Request Form. Accessories forms (pdf files) are available for download from
the intranet site or by calling (925) 313-7071.
4. Alternative Vehicles: CNG = Compressed Natural Gas
Hybrid = Combination of gasoline and electric
Electric=Charging stations available at 1220 Morello Avenue or 2467 Waterbird
Way, Martinez
5. Describe vehicle or equipment type being replaced. Vehicle and odometer or equipment number and
hour usage must be completed.
6. Reason must be specific. Poor planning is not a justification.
General Information:
Purchase Time: No vehicle or equipment will be ordered until funding is transferred into the proper General
Services Department Accounting fund and approval by the Board of Supervisors has been received. Purchase
time varies in length depending on type of vehicle or equipment requested and the supplier. On average, the
process takes approximately 90 days after the Fleet Manager receives Board of Supervisors approval.
Rev 8-1-03 JE
U:\ITT]eet Services\Acauisitions\AC Transit#2149.doc 12/12/01
AUDITOR-CONTROLLER USE ONLY
CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY:
APPROPRIATION ADJUSTMENT
TIC 27 Ej BOARD OF SUPERVISORS
COUNTY ADMINISTRATOR
ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES
ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE
SUB-ACCOUNT
Bud; et Unit 0063 deet ORerations
42613 4953 AUTOS &TRUCKS 45,144.00
0990 6301 RESERVE FOR CONTINGENCIES 45,144.00
0990 6301 APPROPRIABLE NEW REVENUE 45,144.00
TOTALS: $45,144.00 $905288.,00
APPROVED EXPLANATION OF REQUEST
AUDITOR-CONTROLLER
To appropriate accumulated depreciation and estimated
By: Date: salvage from equipment#2124 & 2149 being replaced by the
Office of the Sheriff,AC Transit. These vehicles were not
COUNTY ADMINISTRATOR included in the FY04/05 Master Vehicle Replacement List.
By: Date:
BOARD OF SUPERVISORS
YES:
NO: Deputy Director
General Services 7/28/2004
SIGNATURE TITLE DATE
By: Date:
(M 8134 Rev.2166) APPROPRIATION
ADJ. JOURNAL No. APOO
CONTRA COSTA COUNTY
ESTIMATED REVENUE ADJUSTMENT
T1C 24
1
ACCOUNT CODING BUDGET UNIT: GENERAL, SERVICES
ORGANIZATiON REVENUE REVENUE DESCRIPTION INCREASE <DECREASE>
ACCOUNT
Budget Unit 0063 Fleet Services
0005 8982 EQUIPMENT REPLACEMENT RELEASE 42,744.00
0005 9922 SALE OF EQUIPMENT 2,400.00
TOTALS: $45,144.00 $ 0.00
APPROVED EXPLANATION OF REQUEST
AUDITOR-CONTROLLER To appropriate accumulated depreciation &
By Date: estimated salvage on the following vehicles:
Eq # Ace Depr Est Salvage Total
COUNTY ADMINISTRATOR 2124 21,264 1,200 22,464
By: Date: 2149 21,480 1200 225680
BOARD OF SUPERVISORS Total 42,44 25400 453,144
YES:
Deputy Director
General Services 70812004
NO: SIGNATURE TITLE DATE
REVENUE ADJ.
By: Date: JOURNAL NO. RAOO
(M 8134 Rev.2/86)