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Home My WebLink AboutMINUTES - 02122002 - C92 Y TO; BOARD OF SUPERVISORS G.7 FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES Contra Costa DATE: FEBRUARY 12,2002 County SUBJECT: REQUEST TO PURCHASE REPLACEMENT VEHICLE FOR THE PUBLIC WORKS DEPARTMENT/FLOOD CONTROL DIVISION SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 1. APPROVE and AUTHORIZE the Fleet Manager to purchase one 15-passenger van for the Flood Control Division of the Public Works Department. The new vehicle will replace a 1994 Diesel Club Wagon that is in poor condition with high mileage. 2. AUTHORIZE the attached appropriation adjustments transferring $1,700 of estimated salvage value to the Flood Control District and$21,301 of unexpected tax revenue within the Flood Control District. FINANCIAL IMPACT The estimated purchase cost of$23,001 will be funded by $21,301 of FEMA funds and $1,700 of estimated salvage. Appropriation adjustments are attached to recognize the funding from FEMA and to transfer the estimated salvage to the Flood Control District. 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 vehicle. Based on a review of the need for the new vehicle, consideration of alternative fueled vehicles, and the fact that the cost to maintain the vehicle exceeds its value,the Fleet Manager recommends approval of this request. This request has been reviewed and approved by the County Administrator. CONTINUED ON ATTACHMENT: YES SIGNATURE: 90""& EEOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE PROVE OTHER r SIGNATURE(S): ACTION OF BOARD O { r APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS �] UNANIMOUS(ABSENT. AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT: BARTON J.GILBERT(313-7100) Originating Dept.:General Services Department I HEREBY CERTIFY THAT THIS IS A TRUE cc: Administration AND CORRECT COPY OF AN ACTION TAKEN Fleet Division AND ENTERED ON THE MINUTES OF THE BOARD Accounting OF SUPERVIS RS ON THE DATE SHOWN. County Administrator's Office ATTESTED, 'C._V Auditor-Controller JOHN SWEETEN, RK OF THE BOARD OF Public Works(via GSD) SUPERVISORS A14D COUNTY ADMINISTRATOR BY V DEPUTY F:WehlcleReplacementBoardOrders\Public Works\BrdOrder Purch15PassVanFeb122002.doc Page 1 of 1 M882(10189) VEHICLE AND EQUIPMENT REQUEST FORM (See Instructions on Reverse) Department: �t �� Yk s Date: /' �►,�'` OW- Authorized Signature: Telephone: Printed Name: 1. Reason and justification for vehicle request: - Un' -v\ 1 s 4Gfl , (fill in) ��,; . . ��>n 1�� :91ZOCV- 2. Funding Source: (Budget information will be used to prepare Boayd Order): (fill in) .. � ' Is an appropriation adjust ent needed? t 7 Yes 11 No t Fiscal Officer: Name: Telephone: `. 3. Description of vehicle or equipment requested: -- (fill in) 4. Is an alternative fuel vehicle acceptable? ❑ Yes No If no, reason clean air vehicle will not work: 41liIt Y`5Cr e (fill in) �', l;i j(P a r�1��r �r jcr :.� , 01,;< 5. If replacement, which vehicle or equipment is being replaced: Type: fse- c � Vehicle/Equipment Number: M7 Odometer/Hours: 6. Reason purchase cannot wait until next budget cycle:_ - � �'; f"`�='-��'. ,��' r�-��•�.-,1��. (fill in) FOR GSD FLEET MANAGEMENT AND COUNTY ADMINISTRATOR'S USE 1. Is vehicle/equipment an addition to the fleet? ❑ Yes tK No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: Vehicle/Equipment: Make: Fox h Model: > il Year: Condition of vehicle and/or equipment and life expectancy: RO0 #°6 A E0ac. Accumulated Depreciation: = Estimated Salvage Value: + Estimated Cost of Request: � '� Ile 3. Fleet Manager Signature: Date: ' 4. CAC}Approval: ❑ Yes ❑ No If yes, Date of Board Order: CAC} Approval Signature: Date: 1tGsd_rs2WOLFLnFltSharc\Mgmtivahicic-i quipmcnt Request.doc 11116!41 AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY - -APPROVAL NEEDED Y: APPROPRIATION ADJUSTMENT FINAL APPROVAL NEEDED BY: TIC 27 � BOARD OF SUPERVISORS COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT: GENERAL SERVI CES(Fleet Operations) ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT FUND 250500 FLOOD CONTROL 7505 4953 AUTOS & TRUCKS 1,700.00 7505 6301 RESERVE FOR CONTINGENCIES 1,700.00 7505 6301 APPROPRIABLE NEW REVENUE 1,700.00 TOTALS, $1,700.00 $3,400.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate estimated salvage from equipment#5973 being replaced by the Flood Control District. The By: � Date: "'` equipment has over 100,000 miles and is in poor condition. The cost to maintain the vehicle exceeds the value. COUNTY" I TRATO By: Date: BOARD OF SUPERVISORS YES: v Deputy Director NO: General Services 1114102 SI ATURE TITLE DATE By: Date: — _ APPROPRIATION (M 8134 Rev,3188) ADJ. JOURNAL NO. AP00 51712— CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT T/C 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES (Fleet Operations) ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT FUND 250500 FLOOD CONTROL 7505 9922 SALE OF EQUIPMENT 1,700.00 TOTALS: $1,700.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation and estimated salvage on the fallowing vehicle being replaced by Flood By:1 Date: Control. EQUIP# A/C DEPR SALVAGE TOTAL COUNT ADM ISTRATo 5973 1,700 1,700 By: Date. 1/27 l 0-...- BOARD OF SUPERVISORS YES: 7 Deputy Director General Services 1/14/02 SIGNATURE TITLE DATE By: Date: REVENUE ADJ. cM 8134 Rev.2788j JOURNAL NO. RAOO 517,2— AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT T/C 27" � BOARD OF SUPERVISORS COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT: GENERAL, SERVICES(Fleet Operations) ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT FUND 250500 FLOOD CONTROL 7505 4953 AUTOS & TRUCKS 1,700.00 7505 6301 RESERVE FOR CONTINGENCIES 1,700.00 7505 6301 APPROPRIABLE NEW REVENUE 1,700.00 TOTALS: $1,700.00 $3,400.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate estimated salvage from equipment#5973 ORiGINALStGNEDBY: being replaced by the Flood Control District. The By: 1 2GaRVEY pate:JAN 2 4 20 equipment has over 100,000 miles and is in poor condition. The cost to maintain the vehicle exceeds the value. COUNTY aN1I TR By: A7� � Date: r �► BOARD OF SUPERVISORS YES: Director NO: '�'"" General Services 1/14/02 _ 31ATURE TITLE DATE By: Date: APPROPRIATION (M 0134 Rev.arae) ADJ. JOURNAL NO. AP00 5112, CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT T/C 24 ACCOUNT CODING BUDGET UNIT. GENERAL SERVICES (Fleet Operations) ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT FUND 250500 FLOOD CONTROL 7505 9922 SALE OF EQUIPMENT 1,700.00 TOTALS: $1,700.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation and estimated ORIGINAL SIGNED salvage on the following vehicle being replaced by Flood ByP.GARM Date: gy Control: COUNTY MINIS ITO EQUIP# A/C DEPR SALVAGE TOTAL 5973 1,700 1,700 By: Date: 1/ Z�1(t12 BOARD OF SUPERVISORS YES: Deputy Director NO: General Services 1/14/02 S GNATURE TITLE DATE By: Date: REVENUE ADJ. (M 8134 Rev.2W) JOURNAL NO. RAOO L+L NUUI I UK-WIN I KULLtK UbL ONLY CONTRA.COSTA COUNTY FINAL APPROVAL NEEDED B APPROPRIATION ADJUSTMENT BOARD OF SUPERVISORS QS TJC 27 COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT: PUBLIC WORKS ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT CCC Flood CTL WTR CONS-- 1250500) 7505 4953 AUTOS&TRUCKS 21,301 00 00 7505 6301 RESERVE FOR CONTINGENCIES 21,301 00 7505 6301 APPROPRIABLE NEW REVENUE 21,301 00 TOTALS $21,301 00 $42,602 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CO OLLER BY:. ATE_I/" km- To purchase a 15 passenger van which will replace vehicle#5973 as specified as an Alternate Project in FEMA DSR No.96481. All vehicles in DSR No.96481 need to be purchased,received and paid for by June 30, 2002 or the funding will be denied. �+CO TYaDMINIS RATC7 / �/ ��%, ,L� � Sl '/� T DATE - 0 2.-- OARD O SUPERVI ORS YES: BY: DATE U SIGNA TITLE DATE APPROPRIATION APOO 5 173 ADJ.JOURNAL NO. {M 129 Rev.2188} TC27 CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT TIC 24 ACCOUNT CODING BUDGET UNIT: Public Works ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT CCC FLOOD CTL WTR CONS - (250500) 7505 9029 TOTAL CURRENT PROPERTY TAXES 21,301 00 TOTALS $21,301 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER , BY: -- ,_ rDATE. ax To appropriate unexpected tax revenue to purchase a 15 passenger van which will replace van #5973 as specified as an Alternate Project in FEMA DSR No. 96481. All vehicles specified in DSR No. 96481 need to be purchased, received and paid for by June 30, 2002 or the funding will be denied. COUN ST R� R M Y: _DATE a OAR.OF SUPER ISORS YES: NO: E s SIGN AT E ITLE DATE BY. DATE REVENUE ADJ.RA00 512.5 JOURNAL NO. (M 8134 Rev. 2186) TC24 CONTRA COSTA COUNTY FINAL APPROVAL NEEDLED B ..V " APPROPRIATION ADJUSTMENT BOARD OF SUPERVISORS 7!C 27 COUNTY ADMINISTRATOR „ACCOUNT CODING BUDGET UNIT: PUBLIC WORKS .ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT CCC Flood CTL WTR CONS — (250500) 7505 4953 AUTOS&TRUCKS 21,301 00 00 7505 6301 RESERVE FOR CONTINGENCIES 21,301 00 7505 6301 APPROPRIABLE NEW REVENUE 21,301 00 TOTALS $21,301 00 $42,602 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER BY: ORIGINAL SIGNED BY. DATE ,IAM I A 200 To purchase a 15 passenger van which will replace vehicle#5973 as J.P.OARM specified as an Alternate Project In FEMA DSR No.96481. All vehicles in DSR No,96481 need to be purchased, received and paid for by June 30, 2002 or the funding will be denied. COUNTY MINISTRATR BY: ( �.lr.�—.-DATE I BOARD OF SUPE ISORS YES: rye NO: tr�� i^..w� BY: DATE SIGNAYU9 TITLE DATE APPROPRIATION APOO 15J')'2 ADJ.JOURNAL NO. {M 129 Rev.2188} TC27 N CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT T/C 24 ACCOUNT CODING BUDGET UNIT: Public Works ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT CCC FLOOD CTL WTR CONS - (250500) 7505 9029 TOTAL CURRENT PROPERTY TAXES 21,301 00 TOTALS $21,301 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER BY: ORIGINAL SIGNED BY: DATE JAN 21. 20 To appropriate unexpected tax revenue to purchase a 15 passenger van which will replace van #5973 as specified as an Alternate Project in FEMA DSR No. 96481. All vehicles specified in DSR No. 96481 need to be purchased, received and paid for by June COUN T R 30, 2002 or the funding will be denied. DMI 1S BY: ATE J d BOARD 05F SUPE ISORS YES: NO: A jk. SIGNAT E 1TLE DATE BY: DATE REVENUE ADJ.RAOO 5712.3 JOURNAL NO. (M 8134 Rev. 2/86) TC24