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HomeMy WebLinkAboutMINUTES - 02262002 - C108 TO: IOARD OF SUPERVISORS CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: FEBRUARY 26, 2002 COUNTY 101 SUBJECT: REQUEST TO PURCHASE REPLACEMENT VEHICLES AND 1G� EQUIPMENT FOR THE FLOOD CONTROL DISTRICT SPECIFIC RMUEST(S)OR RECOMMENDATION(S)&'BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE the attached appropriation adjustments to appropriate $123,195 of unexpected tax revenue within the Flood Control District and AUTHORIZE the Fleet Manager to purchase new vehicles and equipment for the Flood Control District. FINANCIAL IMPACT The estimatedpurchase cost of$123,1`95 will be completely funded by FEMA. BACKGROUND The requested vehicles'and equipment are not on the Master List for vehicle/equipment replacement approved by the Board of Supervisors in the FY2001-2002 budget. Therefore, in accordance with Administrative Bulletin No. 508 (County Vehicle and Equipment Acquisition and Replacement Policy with Guidelines), approval ;is requested to purchase and replace one new fence truck, one new crew truck, and one new trailer-mounted brush chipper for the Flood Control District. Based on a review of the need for the replacement vehicles and equipment and the uneconomical cost to maintain the existing vehicles and equipment, the Fleet Manager recommends approval of this request. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE - APPROVE OTHER SIGNATURE'S ACTION OF BOARD ON APPROVED AS RECOMMENDED X OTHER I 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 General Services Department AND CORRECT COPY OF AN ACTION TAKEN Administration AND ENTERED ON THE MINUTES OF THE BOARD Fleet Division OF SUPERVISOR ON THE DATE SHOWN. Accounting ` { �,,,f t,, , County Administrator's Office ATTESTED Auditor-Controller(via GSD) JOHN SWEETEN,CLER THE BOAR OF SUPERVISORS Public Works Department AND COUNTY ADMINIS TOR egg; BY DEPUTY F:1VehioieReplacementBoardOrders\Public Works\BO Purch 2Vehicles 1 Piece Egpmt FCD Feb262002.doc Page 1 of 1 M382(10/88) v.i+wtt a.:l tuts +V�/##t WSLi4.iI3Fi + :xw tr'At Fsv�,tai..rx.. APPROPRIATION ADJUSTMENT BOARD Of SUPERVISORS T/C 27; COUNTY ADMINISTRATOR ACCO NT 65DING BUDGET UNIT., Public Warks ORGANIZATION EXPENW-URE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT CCC FLOOD CTL WTR CONS (250500) 7505 4953 AUTOS & TRUCKS 123,195 00 It 7505 6301 RESERVE FOR CONTINGENCIES 123,195 00 7505 6301 APPROPRIABLE NEW REVENUE 123,195 CIO TOTALS $ 123,195 00 $246,390 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To purchase three vehicles as specified as an Alternate Project BY: DATE In FEMA DSR No. 96481, Replace a Fence Truck equip. #5103; a Crew Cab truck , equip#6106; and a Brush Chipper, equip. #8308 COUNTY ADMINISTRATOR All equipment must be purchased and paid for by June 30, 2002 or the funding will be denied. BY: DATE BOARD OF SUPERVISORS YES; NO: 0�/c "��le G `SIGNATU E TIVLE DAT BY: DATE APPROPRIATION A'POO ADJ. JOURNAL NO. (M 129 Rev, 2/86) CONTRA COSTA COUNTY ESTIMATED'REVENUE ADJUSTMENT T1C 24 ACCOUNT CODING BUDGET UNIT: Public Works ORGANIZATION REVENUE' REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT CCC FLOOD CTL WTR CONS—(250500} 7505 9535 FEDERALAID DISASTER - OTHER 123,195 00 TOTALS 123,195 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate unexpected FEMA revenue to purchase the BY: DATE Following three vehicles specified in ISR No, 96481 as an alternate Project: Fence Truck to replace equip.#6103; Crew Cab to replace COUNTY ADMINISTRATOR Equip.#6106; and Brush Chipper to replace Equip.#8308. All equip. BY: DATE must be purchased and paid for before June 30, 2002 or the funding BOARD OF SUPERVISORS will be denied. YES: NO: SIGNATUR TLE DAT BY: DATE REVENUE ADJ.RAO JOURNAL NO. (M 8134 Rev. 2186) TC24 PUBLIC WORKS DEPARTMENT CONTRA COSTA COUNTY DATE: January 17, 2002 TO: Frank Morgan, Fleet Manager, General Services Department i nson Field Operations Manager,FROM: Fred Simonson, Maintenance p SUBJECT Fence Truck Replacement, Equipment#6103 Vehicle #6103, the Fence Truck for the Flood Control Crew, Gang #51, remains out of service due to engine problems and it is to be replaced. The Flood Control District will make funds available for the replacement of this vehicle. The current estimate for the replacement of this truck for a unit that will meet the needs of the crew is $55,195.00. Attachments include supporting memos and a Vehicle And Equipment Request form. Please proceed with the replacement of vehicle#6103. Please contact me at 313-7050 if you have any questions regarding this equipment request. FS:kd G:Ma€ntlKim=02101'1Morgan Attachments cc: G.connaughton,Maintenance C.Reynolds,Accounting' Ai Medina,Maintenance B.Caton,General Services Accounting VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request) Department: Date Authorized Signato 1. Description of vehicle or pia of equip requested: f::- ,�"C`� 2. Reason for vehicle request: _i1'f.4 t t t en' Ar- lac t �.+ ,tl l u.QE_ z 3. Funding Source: � .� Tfi�ot✓ ,l )t, g_4Ac.-r"' ' . ,tA Wit& - AuJJ(V is an appropriation adjustment needed and attached? Yes No cv, , 4. Is an alternative fueled vehicle acceptable? Yes 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 12 3 s 6. Reason purchase an not wait until next budget cycle: r.t ,c_ i AT' FOR FLEET MANAGEMENT COMPLETION 1. Inspectionlevaluation by Fleet Management as to condition of vehicle: + Date of'Inspection: + Mahe: .Folz.t"1 Model: F - 3S o i Year �► Depreciation. Gls1' eM + abS + Salvage: + Estimated cost of request: sS' >9S ♦ Condition of vehicle/equipment and life expectancy: OOT 17AS7- 2. Fleet Management Signatory:_ - 3. CAO Signatory: Approved Not Approved 4. Date for Board Order l rubric Works Department' .2475 Waterb rd Way, .Martinez DATE: October 22, 2001 TO: Frank Morgan, Fleet Manager, General Services Department FROM: Greg Connaughton, Assistant P.W. Director,Mai tenance SUBJECT: Equipment replacement#3614, 6103 &9006 Please proceed with the replacement of the following vehicles: Vehicle #3614 -- a 4X4 SUV Maintenance Supervisor's vehicle for Gang 51. We estimate the replacement cost to be approximately$26,000. There are depreciation funds in the amount of$6;992 available for the replacement and we anticipate a salvage value of$1,050 for the existing vehicle. The net amount of$17,955 required for the purchase was approved by the Board of'Supervisors as part of our approved 2001/2002 program budget under activity#6F8447. Vehicle #6103 — a Fence Truck for Gang 51. Vehicle #6103 is currently out of service due to engine problems. l understand that the replacement of vehicle#6103 is warranted by the high cost of engine repairs and its age (15 years). We estimate the replacement cost to be approximately$45,000. There are no depreciation funds available and, given its condition, we are assuming no salvage value. However, the Flood Control District will make funds available for the purchase of the replacement vehicle. We would like the fence truck to be specified similarly to vehicle #6149, a 4 wheel drive F450 truck, replacedrecently for our bridge crew. Vehicle#9006 — Asphalt Crack Sealer for Gang 81. The replacement cost for the crack sealer is estimated to be $25,000. Depreciation in the amount of$20,166 is available for the purchase. Salvage is estimated to be$500. The net amount of funding ($4,334)was approved by the Board of Supervisors as part of our approve 200112002 program budget under activity#6U2008. Please contact me at x3-7002 if you have any questions regarding this equipment purchase request. Cr:Main[\1C m\2001\10\Morgan cc: P.McNamee,Administration C.Raynolds,Accounting D.Pellegrini,Maintenance PUBLIC WORKS DEPARTMENT Contra Costa County DATE: November 5, 2001 TO: Frank Morgan, Fleet Manager, General Services FROM: Jacqueline S. James, Chief of Administrative Service SUBJECT: Replace Vehicle Number 6103 The purpose of this memorandum is to request the replacement of vehicle number 6103. This vehicle is a Ford F-350, 4-wheel drive truck, purchased in 1986 with over 123,000 miles. In October 2001, the vehicle became inoperable due to a failed engine. This failure was unexpected; therefore, a replacement vehicle was not included with our budget request. However we do have funds available to purchase a new vehicle. It is urgent that you process this request as soon as possible. Please contact Fred Simonson at 3-7050 for specific details regarding the replacement vehicle. If you need additional information from me, please feel free to call me at 3-2367.. JSJ:lr gad\1v\01-11\vehic1e.doc c:" R.Gilchrist,Accounting F.Simonson,Maintenance i AAMOS BUSWESS FORMS PLUS* (707)942.8088 W.. RITE T! - DON'T SAY 1T! M 1p3 CONTRA COSTA COUNTY Tt} DATE FROM _ SUBJECT "=✓` rl /vd PLEASE REPLY HERE TO DATE Z J7 SIGNED INSTRUCTIONS - FILL IN TOP PORTION, REMOVEDUPLICATE W) AND FORWARD REMAINING PARTS TO REPLY,FILL IN LOWER PORTION,RETAIN TRIPLICATE(PINK)AND RETURN ORIGINAL. FORM Mlo3 PUBLIC WORKS DEPARTMENT CONTRA COSTA COUNTY DATE: January 17, 2002 TO: Frank Morgan, Fleet Manager, General Services Department FROM: Fred Simonson, Field Operations Manager, Maintenance SUBJECT: Flood Control Crew Truck Replacement, Equipment#6106 Vehicle#5106,the crew truck for the Flood Control crew, Gang#51, has been earmarked for replacement under a FEMA alternative project fund, Damage Survey Report (DSR) #05715. This vehicle has exhausted its useable life. The Flood Control District will make funds available for the replacement of this vehicle. The current estimate for the replacement of this truck for a-unit that will meet the needs of the crew is $40,000.00. Attachments include"a supporting memo and a Vehicle And Equipment Request Form. Please proceed with the replacement of vehicle#6106-. Please contact me at 313-7050 if you have any questions regarding this equipment request. i=S:kd G:Maint\Kim\2002\01\Morgan#6106 Attachmentsr cc G.Connaughton,Maintenance C.Raynoids,Accounting A.Medina,Maintenance B.Eaton,General Services Accounting VEHICLE AND EQUIPMENT REQUEST FORM. (Use a separate requestfor each vehicle request) Department: [late b1lo-0 Authorized Signaty 1. Description ehicle o piece of eq ent requested: low- 2. Reason for vehicle request. xl r•*_ is AT- zw) .nE tAc..i t_ar-1 . .t € „e Cr JW:J rriJt GLS Ry 3. Funding Source:,' _ - r to c�*..7" �uAjA!r 4;:6tLktx_ Is an appropriation adjustment needed and attached?' Yes --'�­Nv 4. is an alternative fueled vehicle acceptable?: Yes,. No_,= If answer is no, reason clean air vehicle will not work:At - 7iisa✓3'..,��,.i, Q �u 5. if replacement vehicle, please show the following for vehicle to be replaced: vehicle number L I!Qta i odometer reading Sunk - 6. Reason purchase cannot wait until next budget cycle: Com._j? Cffieruun-4 -rh FOR FLEET MANAGEMENT COMPLETION: 1. Inspectionlevaluation by Fleet Management as to condition of vehicle: ♦ Date of Inspection: /- 22- o2- * 2.♦ Make< 'X do Q Model: `` -- 3 t' ♦ Year: )919 o Depreciation: ♦ Salvage; ♦ Estimated cost of request. 'F'9 0, dots ♦ Condition of vehicle/equipment and life expectancy: mon. 0 v i 2. Fleet Management'Signatory: 3 CAC} Signatory: Approved Not Approved 4. date for Board Order �„ u i r(�✓GbLC/t..'"yy�..,� / I' � awe-K,,. Contra Costa County Maurice M. Shlu i FLOOD CONTROL Oi, ex officio chief Engineer 255 Glacier Drive,Martinez, CA 94553-A82' &`Water Conservatioin District Telephone:(925)313-2040 FAX(925)313-2333 July 11, 2001 Mr. D.A. Christian, Public Assistance Officer Disaster Assistance Program Branch Public Assistance Section P.O. Box 41902 FILE. FEMA-1203-CA; 013-00000 Rancho Cordova, CA 95741-9023 Supplement 24; DSR No. 96481 Dear Mr. Christian: This letter is to withdraw our previous request for"improved Project Status"and officially request"Alternative Project Status"for DSR No.96481 for DA56 Line Z(Lindsey Channel) between Sand Creek Road and Lindsey Basin. Due to delays ir>_the processing of the NEPA document,our only alternative is to request this course of action at this time,as the developer must begin work on the new channel beginning Monday, July 16, 2001. We propose to purchase equipment for our flood controlmaintenance work forces to be used for flood control maintenance activities throughout the county. The following is a list of the equipment and associated cost for each: Boom Truck $135,000 Supervisor Truck $ 30,000 Ford E250'9 Passenger Van $ 25,000 'Ford F450 Fence Truck $ 45,000 Ford F250 Crew"'Cab Truck $ 40,000' Olachi Brush Chipper 28,000 Total $303,000 1 respectfully request that you conclude the necessary process to fund the purchase of these items as allowed under an "Alternative Project Status". ;Please contact rhe at your earliest convenience so we can discuss any issues. Very truly yours, Mitch Avalon Deputy Public Works Director Flood Control Engineering (925) 313-2203 PUBLIC WORKS DEPARTMENT CONTRA COSTA COUNTY DATE': January 17, 2002 TO: Frank Morgan, Fleet Manager, General Services Department ---- FRt?M: Fred Simonson, Field Operations Manager, Maintenance SUBJECT: Flood Control Crew Truck Replacement, Equipment#8308 Equipment#8308,the trader mounted brush chipperforthe Flood Control crew,Gang#51, has been designated for replacement under a FEMA alternative:project fund, Damage Survey Report(DSR) #05715. This equipment has exhausted its useable life. The Flood Control District will make funds available for the replacement of this equipment. The current estimate for the replacement of this heavy-duty brush chipper for a similar unit that will meet the needs of the crew is $28,000.00. Attachments include a supporting memo and a Vehicle And Equipment Request Form. Please proceed with the replacement of vehicle#8308. Please contact me at 313-7050 if you have any questions regarding this equipment`request. FS:k G:Ma1ntXK mt2002N0l%Morgan#83€8 Attachments cc: G.Gonnaughton,Maintenance C.Raynoids Accounting A.Medina,Maintenance B.Eaton,General Services Accounting . . p VEHICLE AND EQUIPMENT REQUEST FORM {Use a separate request for each vehicle request} Department: ttra 1.4 ©ate I-. r7_Q Authorized Signato I. Description of vehicle or ece of equ` ' ent requested:--Fot.) I!ZAtu� 2. Reason;;for vehicle request: 3. FundingSource: Dwcv Is an appropriation adjustment needed and attached? Yes . -- No 4. Is an alternative fueled vehicle acceptable? Yes No If answer is no, reason clean air vehicle will not work: A 5. If replacement vehicle, please show the following for vehicle to be replaced. t vehicle number. l * +I► odometer reading 6. Reason purchase can not wait until next budget cycle: FOR FLEET M&NffiEM NT CCIMIPL.ETI0N» 1. Inspectianlevaluation by Fleet Management as to condition of vehicle: Crate of Inspection.- * nspection»f Make: 0 L/t r H A Model: 9 il-61 Year. /9 Depreciation: 7M A_ FO,n10S 4 Salvage: a '"'- ♦ Estimated ted cist of request C��4 Condition of vehicle/equipment and rfe expectancy: t4;)oiZ#O ovi"`r 2. Fleet Management Signatory: 3. CAO Signatory:` Approved Not Approved 4. date for Board Order w� t Contra Costa County Maurice M.Shfu CONTROL' ex officio chief Engineer 1'LOOD 255 Glacier Drive,Martinez,CA 94553-482! & Water Conservation District Telephone;{925)313-2000 FAX(925)313-2333 July 1`1, 2001 Mr. D.A. Christian, Public Assistance Officer Disaster Assistance Program Branch Public Assistance Section P.Q. Box 419023 FILE: FEMA-1203-CA; 013-00000 Rancho Cordova, CA 95741-9023" Supplement 24; DSR No. 96481 Dear Mr. Christian; This letter is to withdraw our previous;request for"Improved Project Status"and officially request"Alternative Project Status for'DSR No.96481 for DA56 Line.Z(Lindsey Channel) between Sand Creek Road and Lindsey Basin. Due to delays in the processing of the NEPA document,our only alternative is to request this course of action at this time,as the developer must begin work on the new channel beginning Monday, July16, 2401 We propose to purchase equipment for our flood control maintenance work farces to be used for flood control maintenance activities throughout the county. The following is"a list of the equipment and associated cost for each: Bream Truck $135,000 Supervisor Truck $ "30,000 Ford E250 9 Passenger Van $ "25,000 'Ford F450 Fence Track $ 45,000 Ford F250 Crew Cab Truck $ 40,000 Ola*hd�rush Chipper X8.000 Total $303,000 1 respectfully request that you conclude the necessary process to fund the purchase of these items as allowed under an "Alternative Project Status". Please contact me at your earliest convenience so we can discuss any issues. Very truly yours, Mitch Avalon Deputy Public Works Director Flood Control Engineering (925) 313-2203