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HomeMy WebLinkAboutMINUTES - 01092001 - C94-C97 TO: ]BOARD OF SUPERVISORS FROM: Barton J. Gilbert, Director of General ServicesiQCltra Costa DATE: January 9 2001 County SUBJECT: REQUEST TO PURCHASE VEHICLES/EQUIPMENT ON BEHALF OF THE GENERAL SERVICES DEPARTMENT' GROUNDS DIVISION SPECIFIC REQUESTS OR RECOMMENDATION{S}9 BACKGROUND AND JUSTIFICATION RECOMMENDATION(S): 1: APPROVE and AUTHORIZE the Fleet Manager to purchase (1) Ford 3l-tan pickup on behalf of the General Services Department/Grounds Division to replace vehicle with bad transmission needing repairs. 2. Authorize the attached appropriation adjustment for $22,008. These funds are comprised of accumulated depreciation,estimated salvage and funds from the General. Services Department/Grounds Division. BACKGROUND: In accordance with Administrative Bulletin No. 508: "County Vehicle and Equipment Acquisition and Replacement Policy with Guidelines,"approval is requested for the purchase of the above-referenced vehicles and equipment. Based on a review of the need for the new vehicles/equipment 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: YES SIGNATURE: J 4 RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITT APPROVE OTHER SIGNATURE'S ACTION OF BOARD ON APPROVED AS RECOMMENDEDOTHER SEE ITEM C.20 VOTE OF SUPERVISORS UNANIMOUS(ASSENT AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT: CC: General Services—Admin i HER ERTIFY THAT THIS IS A TRUE Fleet Division AND CORR COPY OF AN ACTION TAKEN Grounds Division AND ENTERED E MINUTES OF THE BOARD County Administrator OF SUPERVISORS O E DATE SHOWN: Auditor-Controller ATTESTED PHIL SATCHEL R, L OF THE BOARD OF SUPERVISORS AND COU DMINISTRATOR BY DEPUTY F:\VehlcieReplecementBoardOrders\GenSvcs\BrdOrder PurchFmd 30trTonPickupVehicie192001.doc Page I of 1 VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request) 0 Department: - e c.' 5' Date ,'h9 Authorized Signatory 1. Description of vehicle or piece o quipmen requ sted ' ,Ny2 -- ,ep dA 2. Reason for vehicle req est: o e I's5' s�,� 3. Funding Source. Is an appropriation adjstment needed Yes No 4. is an alternative fueled vehicle acceptable: Yes No If answer is no reason clean air vehicle will not work. 5. if replacement vehicle, please show the following for vehicle to be replaced: + vehicle number '6 �60 + odometer reading Z 6. Reason purchase can not wait unti next budget cycle:.' Ide i s 14 e FOR FLEET MANAGEMENT CCPL ION: 1. Inspection/evaluation by Fleet anagement as to condition of vehicle: + date of Inspection: e ' + Make: tc2.D Model: + Year: / !�7 ; + Depreciation: 9/; 4 + Salvage: I 00 Cl + Estimated cast of quest: oug e�d7. + Cond`tion of'vehiclelequipmen and life:expecta y: i �lcm 2. Fleet Management Signatory. 3. CAO Signatory: Approved Not Approved 4. Date for Board Order G:\Mgmt\'Vehicle and Equipment Request'Form.doc To: BOARD OF SUPERVISORS 00 W FROM: Barton J. Gilbert, Director of General Services , ��Io fia r - Caste DATE: January 9, 2001 County SUBJECT: REQUEST TO PURCHASE VEHICLES/EQUIPMENT ON BEHALF OF THE SHERIFF-CORONER DEPARTMENT/PATROL DIVISION SPECIFIC REQUESTS OR RECOMMENDATIONS)&'BACKGROUND AND JUSTIFICATION RECOMMENDATION(S)': 1. APPROVE and AUTHORIZE the Fleet Manager to purchase(1) Ford Crown Victoria on behalf of the Sheriff-Coroner Department/Patrol Unit. Purchase will replace one vehicle with accident damage which is not cost effective to repair. 2. AUTHORIZE the attached appropriation adjustment for$19,684 of accumulated depreciation. Additional` funding is from the 2000/01 Sheriff Replacement Budget, vehicle previously unidentified. BACKGROUND: In accordance with Administrative Bulletin No. 508: "County Vehicle and Equipment Acquisition and Replacement Policy with Guidelines," approval is requested for the purchase of the above-referenced vehicles and equipment. Based on a review of the need for the new vehicles/equipment 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, YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMI .,E APPROVE OTHER SIGNATURE(S):,, ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER SEE ITEM C.21 VOTE OF SUPERVISORS UNANIMOUS(ABSENT AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT: CC: General Services-Admin I HEREBYC THAT THIS IS A TRUE Fleet Division AND CORRECT C Of AN ACTION TAKEN County Administrator AND ENTERED ON TH UTES;OF THE BOARD Auditor-Controller OF SUPERVISORS ON THE E'-SHOWN, Sheriff-Coroner ATTESTED PHIL BATCHELOR,CLERK HE BOARD OF SUPERVISORS AND COUNTY A ISTRATOR BY DEPUTY F:1VehicteReplacementSoardOrders\SheriffDept\Patrol\BrdOrder RurchCrownVictoriaPerSheriffDeptPatrol121920 0A0C Page 7 of 1 AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FIiJALAPPROVAL NEEDEL)BY: APPROPRIATION ADJUSTMENT T/C 27 BOARD OF SUPERVISORS COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT; GENERAL SERVICES ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT Budget Unit 0063 Fleet Operations 4263 4953AUTOS & TRUCKS 19,684.00 0990 6301 RESERVE FOR CONTINGENCIES 19,684,00' 0990 6301 APPROPRIABLE NEW REVENUE 19,684.00 TOTALS. $19,684.00 $39,368.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER �. TO appropriate accumulated depreciation from Sheriff Patrol vehicle#2739 being replaced due to accident damage. By: "' Date: � - All;additional funding will come from the 2000/01 Sheriff COUN TRATO Replacement Budget. By: Dater BOARD OF SUPERVISORS YES; ._ Deputy Director N General Services 12/13/00 SI NAT RE MILE DATE By: Date: APPROPRIATION (M 8134 Rev.2188) ADJ. JOURNAL NO. AP04 .4-0 9 0 CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT TIC 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT Budget Unit 0063 Fleet Services 0005 8982 EQUIPMENT REPLACEMENT RELEASE19,684.00 TOTALS: $19,684:00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated'depreciation from By: , Date: vehicle #2739. COUN TRA BY -- Z Dat -�44 BOARD OF SUPERVISORS YES: NO; deputy Director General Services 12/13/00 SIGN t BE TITLE DATE By: Data:. (M 8134;Rev.2/86) REVENUE ADJ. JOURNAL NO. RAOO , VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request) Department: Sheriff- Patrol I nate: 11/28/2000 Authorized Signatory: -' 1. Description of vehicle or piece of equipment requested: 2001 Ford Crown Victoria patrol unit 2. Reason for vehicle request: Patrol Unit#2739 was damaged in an accident and repair costs exceed value of vehicle 3. Funding Source: »gid yc .:�"AA--j t YYi.i� i � " f- Is an appropriation adjustment needed? Yes: No: �. 4. Is an alternative fueled vehicle acceptable? Yes: No xx If answer is no, reason clean air vehicle will net work: Limitations of alternative fueled vehicles refuell mileage)are not acceptable for a patrol unit 6. If replacement vehicle, please show the fallowing for vehicle to be replaced: vehicle number: #2739' odometer reading: --8#x`98" K1600 6. Reason purchase can not wait until next'budget cycle: Replaces an existing Patrol unit FOR FLEET MANAGEMENT C01IAPLETION: 1. Inspection/evaluation by Fleet Man gem t a to �ndition of vehicle: Date of'inspect/ n: Make:. U Model: c,,_ _e Year 19917 Depreciation. 9 `/ Salvage: Estimated cost of reque t: �. . Condition of v.4 d4 "CL4dehi lequi en+and life expectancy: 7 2. Fleet'Management Signatory: 3. CAO SignatoryApproved: Not Approved. 4. Date for Board Order OFFICE OF THE SHERIFF u FLEET EQUIPMENT ACQUISITION I REPLACEMENT REQUEST VEHICLES-BOATS-OTHER 1, DIVISION- Patrol BY George Lawrence TITLE: Captain A.Request: Purchase new patrol vehicle to replace vehicle#2739 B. Justification: Vehicle#2739 damaged in accident, Vehicle has 91,798 miles on it Repair costs ($6,710.10) exceed value of vehicle- C. ehicleC. Source and Amount of Funds Available: , FkndsWxa� #25U 2. TECHNICAL SERVICES DIij IO1V A.Fleet-Coordinators Report (I)Estimated Cost $22,600.00 2001 Model Ford Crown r1ctaria (2)Radia $0.00 use existing equipment (3)LaptoplModeni $0.00 use existing equipment (4)Emergency.Equip. $0.00 use existingequipment (5)Other $1,200.00 G.S.D. estimated labor charges Sub-Total. $23,800.00 (6)Insurance Recovery $0.40 (7)Credit Depreciation ($19,684.0 Depreciation Fonds (8) Credit-Salvage $0.04 Total Funding Needed $4,116.00 Recommendation: Approval By: Ray Ingersoll Title: Lieutenant Date: November 28, 2000 Reviewed and Initialed - Commander Captain 3, ADMINISTRATION-FISCAL OFFICER Recommend Not Recommended Comments: By: Title: Date: 4, ✓'Ap I)NDER�`S Ii FF proved Disapproved Signature: yy,? te: /Zyl BOA" OF SUPERVISORS FROM: Barton J. Gilbert, Director of GeneralServices oltir t y Cost DATE: January 9, 2001 County SUBJECT: REQUEST TO PURCHASE VEHICLES/EQUIPMENT ON BEHALF OF THE RISK'MANAGEMENT DIVISION OF THE OFFICE OF THE COUNTY ADMINISTRATOR SPECIFIC REQUESTS OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMME-NDATION(S): 1 APPROVE and AUTHORIZE the Fleet Manager to purchase (1) Ford Taurus four-door sedan on behalf of the Risk:Management Division of the Office of the County Administrator. Vehicle meets the Board's replacement policy,mileage is over 100,000 miles and eleven years old. 2. Authorize the attached appropriation;adjustments'for$16,065.` These funds are comprised of accumulated depreciation, estimate salvage and funds transferred from Risk Management. BACKGROUND: In accordance with Administrative Bulletin No. 508: "County Vehicle and .Equipment Acquisition and Replacement Policy with Guidelines," approval is requested'for the purchase of the above-referenced vehicles and equipment. Based on a review of the need for the new vehicles/equipment and consideration of alternative fueled vehicles, the Fleet Manager recommendsapproval of this request. This request has been reviewed and approved by the County Administrator for consideration by the Board of Supervisors. CONTINUED ON ATTACHMENT: YES SIGNATURE'. RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD GOMMITT APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER SEE' ITEM C.22 VOTE OF SUPERVISORS UNANIMOUS(ABSENT AYES': NOE ABSENTS: ABSTAIN: MEDIA CONTACT: CC: General Services—Admin I H Y CERTIFY THAT THIS IS A TRUE Fleet l ion AND CO T COPY OF AN ACTION TAKEN AND ENTERS THE MINUTES OF THE BOARD County Administrator OF SUPERVISORS E DATE SHOWN. Auditory-Controller CAO-Risk Management' ATTESTED PHIL.BATCHELOR, K OF THE BOARD OF SUPERVISORS AND CO ADMINISTRATOR' BY: DEPUTY F:\VehideReplBoardOrddrs\CAO1RiskMgmt\BrdOrder'PurchFordTaurusVehicieEquipPerRlskMgmt12182000.doc Page'1 of M382(10188) Up=BCQN 2LUR-OE ONLY CONTRA COSTA COUNTY FINAL- APP ROVAL NEEDED BY: APPROPRIATION ADJUSTMENT BOARD OF SUPERVISORS T/G 27 COUNTY ADMINISTRATOR ACCOUNT CODINS BUDOE'T UNIT•. nRsaNIZATIor -ICCGOUNT EXPENDITURE Sol- EXPENDI7URE ACCOUNT DESCRIPTION �UECREASE INCREASE Sll9 too too t a 1505 2302 Use of Co, Vehicle/Equipment $10,8091.00 I 4263 4953 Fixed Assets - Autos & Trucks � $10,809.100 ( L 1 , ` 1 i I L t i I � I 1 l k 5 i } I } } t I ,i I TOTALS APPROVED EXPLANATION OF REOUES7 AUDITOR-CONTROLLER Transfer appropriations from Risk Mgmt. to Date General Services Dept. for purchase. of By; replacementvehicle for Risk Mgmt. Liab. Adjuster. COUNTY ADMINISTRATOR By: Date BOARD OF SUPERVISORS YES: NO: .. Risk Manager -157 Ron ONAT REQ TITLE DATE rvey By; Date APPROPRIATION A POO Prepared by Ter s LaCombeADJ. JOURNAL''W 5=`131 AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY APPROPRIATIONADJUSTMENTFi+u.AP�Rovu:r� Eoev: T/C 27 ❑ BOARD OF SUPERVISORS COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANt7A11ON'`' EXPENDMin EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SLISACCOUNT Budget Unit 0063 Fleet Operations 4263 4953 AUTOS& TRUCKS 5,256.00 0990 6301 RESERVE FOR CONTINGENCIES 5,256.00 0990 6301 APPROPRIABLE NEW REVENUE 5,256.00 TOTALS: $5,256.00 $10,51.2.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation and estimated salvage from vehicle#0906 being replaced by Risk By: Date: Management. All additional funding will come from Risk COUNTY ADMINISTRATOR Management. By: gate BOARD OF SUPERVISORS YES: NO: General Director General Services 12/15/00 s aTnLE DAU By: Date: APPROPRIATION dM 8134 Rev.2186) ADJ, JOURNAL NO. APOO CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT TIC 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATIONREVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT Budget Unit 006,3 Fleet Services 0005 89$2 EQUIPMENT REPLACEMENT RELEASE 4,056.04 0005 9922 SALE OF EQUIPMENT 1,200.00 TOTALS: $5,256.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER TO appropriate accumulated depreciation & By: Date: estimated salvage from vehicle 0906.; COUNTY ADMINISTRATOR By: Date: BOARD OF SUPERVISORS YES: NO: Deputy Director 44_ General Services 12115/€30 WORA E TITLE DATE By: Date: (M 8134 Rev.2/86) REVENUE ADJ. JOURNAL NO. RAOO ��-16- �5� 5 COPA COSTA CTS" 'F�I S t T P.02 VEHICLE AND EMPMEN `REQUEST pORM {use a sa to mquest for each vehicle fequest} " Departtn'at�lt: tisk A ana5er"ent nate 1 oVenrber' 15, 2QOO AuthACie 5lgrwartvry 1. l escriptio of vehicle or piece of equipment requested: Ford 2. Reason for veh ele request: The liabiiityd ' s t r' Ila-- be-Aja turmed in due t ► excessive mileage - 119,0040 ,and mechanic2�I, brealtdo n. we are Marta ement. 3. Funding Source: Is an appropriation adjustment needed and attached? Yes . Na 4. is an alternative fueled vehicle acceptable? Yeses N© If answer isfia. reason clean air vehicle will not work.–AdJ.Ugter J! ''djiz.1as nvo ire travelliU to remote areas of the Count - and the distance ma.kee an alter-' t 5, If replacement vehicle, please show the followfhg for vehicle to be replaced: ' vehicle number, .�. .. 1989 bodge Airest7nit 0906 odometer reading z ai =? G. Reason Purcharse can not'walt until next budget cyte; No vehicle available for use. 989, Dtd `e 'r s 1 Xa eXAnaapMen4� in FOR A N� C N} 1 1ne�nr"uatlon by Fleet Management as to condition of vehicle: ♦ bate of Inspection, --- /=to • 'MakeModel: e ♦ Year: . * Depreciation: ♦ 'Salvage: Estimated cost of request-.4A n G S7 r Conditipri of vehiciefequfipmnent and life expectancy►: 2' Fleet Management Signatory: 4� 3. CAO Signatory; , prove Nof Approved­— Date for Board Order TO: BOARD OF SUPERVISORS FROM: Barton J. Gilbert,Director of General Services Contra Cost DATE: January 9, 2001 C o U n ty SUBJECT: REQUEST TO PURCHASE VEHICLES/EQUIPMENT'ON BEHALF OF THE BUILDING`INSPECTION DEPARTMENT SPECIFIC REQUESTS OR RECOMMENDATIONS)&,BACKGROUND AND JUSTIFICATION RECO14/ MENDATION(Sl APPROVE and AUTHORIZE the Fleet Manager to purchase (3) Half-Ton Pick Ups Natural Gas Powered on behalf of the Building inspection Department to provide vehicles for the increased number of employees. BACKGROUND: In accordance with Administrative Bulletin No. 508: "County Vehicle and Equipment Acquisition and Replacement Policy with Guidelines," approval is requested for the purchase of the above-referenced vehicles and equipment. Based on a review of the need for the new vehicles/equipment 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:" YES SIGNATURE COMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTE PROVE OTHER SIGNATURE(S): ACTION OF BOARdod J a'nu a r y 9 . 2001 APPROVED AS RECOMMENDED XX OTHER VOTE OF SUPERVISORS XX UNANIMOUS(ABSENT 'k AYES:' NOES: ABSENTS: ABSTAIN: ** Supervisor seat V is vacant at this time MEDIA CONTACT; l Services I HEREBY CERTIFY THAT THIS IS A TRUE CC: GeneraServices—Admin Fleet: i AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD County,Administrator OF SUPERVISORS ON THE DATE SHOWN. Auditor-Controller Building Inspection ATTESTED J a u u a ry 9, 2001 PHIL BATCH OR,CLERK OF THE BOARD OF SUPERVISqF15 AMD COUNTY AD` XISTRATOR B DEPUTY' F F:%VehicleReplecementBoardOrders\Bldginspection\BrdOrder PurchVehiclesEguip Per Bldginspl282000.doc Page 1 of 2 ' M382(10/88) VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request) Department: Building Inspec '�� Date October 26, 2000 Authorized Signatory 2ft, 1. Description of vehicle or piece of equipment requested: Pick-up Truck with extended cab,two wheel drive. CNG 2. Reason for vehicle request: To provide a vehicle for the increased number of employees. 3. fuming Source: 3420- 3 Is an appropriation adjustment needed Yes„_,_„ No 4. Is an alternative fueled vehicle acceptable: Yes X No If answer Is no, reason clean air vehicle will not work. 5. if replacement vehicle, please show the following for vehicle to be replaced: vehicle number odometer reading S. Reason purchase can not wait until next budget cycle: FOR FLEET MANAGEMENT COMPLETIQN': 1. Inspection/evaluation by Fleet Management as to condition of vehicle: Date of Inspection: Make: Model: Year. r Depreciation: # Salvage: Estimated cost of request: ` . Condition of vehicle/equipment and life expectancy: 2. Fleet Management Si natory: 3. GAO Signatory; ed; '"�yNot Approved: 4. Date for Board ri°,} ,, s:aso-pmsec\pending\vehicW&equipment requestform VEHICLE AND EQUIPMENT REQUEST FORM' (Use a separate request for each vehicle request) Department: Building lnspecoo,4 Date December 6, 2000.�.. Authorized Signatory #7 1. Description of vehicle or piece of equipment requested: Pick-up Truck with extended cab,two wheel drive. CND 2. Reason for vehicle request: To provide a vehicle for the Increased number of employees. 3. -Funding Source: 342 q., Is an appropriation adjustment needed Yes No X` 4. Is an alternative fueled vehicle acceptable: Yes X No If answer Is no, reason clean air vehicle will not work. S. If replacement vehicle, please show the following for vehicle to be replaced: ♦ vehicle number odometer reading 6. Reason purchase can not wait until next budget cycle: FOR FLEET MANAGEMENT COMPLETION: 1. Inspection/evaluation by Fleet Management as to condition of vehicle: ♦ Date of Inspection: Make: Model: ♦ Year. ♦ Depreciation: ♦ Salvage: ♦ Estimated cost of request: � Condition of vehicle/equipment and life expectancy: 2. Fleet:.ManageEn t Signatory. r 3. CAO Signato approved: Not Approved: 4. Date for Boa { er4Z-71,1)1 _ s:aso-pmseelpendinglvehicle&equipment requeWorm VEHICLE AND EQUIPMENT REQUEST FORM h {Use a separate request for each vehicle request) Department: Building Inspe Cate December 6, 2000 Authorized Signatory #8 1. Description of vehicle or piece of equipment requested: Pick-up Truck with extended cab o wheel drive'. CNG 2. Reason for vehicle request: To provide a vehicle for the increased number of employees. 3. Funding Source. 3420- Is an appropriation adjustment needed Yeses No 4. Is an alternative fueled vehicle acceptable: YesX. X No If answer is no, reason clean air vehicle will not work. 5. If replacement vehicle, please show the following for vehicle to be replaced: vehicle number i' odometer reading 6. Reason purchase can not wait until next budget cycle: FOR FLEET MANAGEMENT COMPLETION; 1. Inspectionlevaluation by Fleet Management as to condition of vehicle: +► Date of Inspection: Make: Model: Year: Depreciation: Salvage: Estimated cost of requeAF_C'2� J_�'5 Condition of vehicle/equipment and life expectancy: 2. fleet Management Signatory: z, ' 3. CAO Signatory: 4Approved: �'�/l Not Approved: 4. Date for Boar er 1� s:aso-pmseclpending\vehicle&equipment requestiorm