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HomeMy WebLinkAboutMINUTES - 02262002 - C114 TQ: BOARD OF SUPERVISORS FROM: Barton J. Gilbert, Director of General Services Contra Costa DATE: January 22, 2002 County: SUBJECT: REQUEST TO PURCHASE ONE VEHICLE FOR THE HEALTH SERVICES DEPARTMENT MATERIALS MANAGEMENT DIVISION SPECIFIC REQUESTS OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 1. APPROVE and AUTHORIZE the Fleet Manager to purchase one 2002 Bobtail truck for the Health Services Department Materials Management Division. 2. AUTHORIZE the attached, appropriation adjustments transferring $28,110 of accumulated depreciation and estimated salvage value to the Hospital Enterprise Fund and transferring $4,390 within the Hospital Enterprise Fund. FINANCIAL. IMPACT The estimated purchase cost of $32,500 will be funded by $25,110 of accumulated depreciation, $3,000 estimated salvage, and $4,390 from the Hospital Enterprise Fund. The attached appropriation adjustments detail the financing and budget impacts for the proposed purchase. REASON(S) FOR RECOMMENDATION / BACKGROUND Purchase of the requested vehicle will replace a 1989 International truck with over 85,000 miles that is in poor`condition. It is used to deliver medical supplies throughout the County and it is necessary to replace'the truck due to its poor condition. 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 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: &&qA4E RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE _,,,APPROVE OTHER SIGNATURES ACTION OF BOA 0 0 - 7 (' APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS UNANIMOUS(ABSENT ' ) AYES NOES: ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) cc: brig:General Services Department-Admin I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN Accounting AND ENTERED ON THE MINUTES OF THE BOARD Fleet Division OF SUPERVISOR ON THE DATE SHOWN. County Administrator's Office Auditor-Controller ATTESTED Health'Services JOHN SWEETEN,CL OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY !—�'�"� +G/ I i. �.f� DEPUTY F:1VehicteReplacementBoardOrders\HlealthSvcsV30 BobtailTruck HSMaterialMgmt 1222002.doc Page t of 1 M382(10/86) CCT-V-2001 TIDE 10:21 AM MATERIELS 'IGfIT FAX NO. 9253705423 I', 02 Memo To: Fleet Management Division—General Services Attn: Frank Morgan From: Stephanie Patz, Asst Materials Manager Date: 10/2/01- Re Vehicle Request Please see attached Vehicle and Equipment Request Form. All of the necessary details regarding the reason for the request and the description of the vehicle are all noted on this form 1 originally submitted this request on 4/17/01. This request was> returned to me so that l may explain why this request cannot wait until the next budget cycle and to Identify the funding to be used. I am not aware of the timeframes of the budget cycle or if this time has passed since my original request on 4/17/01. Our current truck, #6800, has several leaks and is used to deliver medical and ether supplies throughout the Central, West, and East County. With the rainy season':approaching, it is necessary to get a replacement so that supplies will not be damaged during delivery. I will forward this request to Pat Godley for approval to the funding that may be used for this request: Thank you. cc: Pat Godley A MON 16:03 FAX '510 313 7088 comy suvia CM Q002 VEHICLE AND EQUIPMENT REQUEST FORS (Use a separate west for each vehicle regueso L3eparrtrrtent: Ma4eo'. tobete U Authorized Signatory "° _ , -=+;2 1. Description of vehicle or piece of equipment requested: }? _ e 004 ejzaL�=, t1 z; Reason for vehicle request: _ c, - y_cJ j.s Qvei-- /Z �vem-s / . .r iLt 1, r r lea= LAA e n 44- rains cap' cavvry s,pP res 3. Fundln'§Sourc4� s51 , Is an appropriation adjustment needed Yes No 4. is an alternative fueled vehicle acceptable: Yeses,_ Na 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 tC * odometer reading 6. Reason purchase can not wait until next budget cycle: y1i es, G FOR FLEET MANAGEMENT CQMP 1 lnspeotionlevaluation by Fleet Management as to condition of vehicle: ♦ Date of Inspection: ♦ Make Model: ♦ Year: L: 4 ♦ Depreciation: ♦ Salvage: OI ♦ Estimated cost of request: D ♦ Condition of vehleWoquipment and life expectancy: 2. Fleet ManagementSignatory: 3. CAE) Signatory: f Approved Not Approved, 4. Date for Board Carder OWg W—ehiale and Equipment Request'Form.dac AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY APPROPRIATION ADJUSTMENT FINAL APPROVAL NEEDED BY. T/C 27 BOARD OF SUPERVISORS COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT GENERAL SERVICES ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT BU 0853 HOSPITAL FIXED ASSETS 6979 4953 AUTOS &TRUCKS 28,110.00 0995 6301 RESERVE FOR CONTINGENCIES 28,110.00 0995 6301 APPROPRIABLE NEW REVENUE 28,110.00 BU 0063 FLEET SERVICES 0465 3570 CONTRIBUTION TO ENTERPRISE FUND 28,110.00 0990 6301 RESERVE FOR CONTINGENCIES 28,110.00 0990 6301 APPROPRIABLE NEW REVENUE 28,114,00 TOTALS: $56,220.00 �112,440i00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation and estimated salvage from equipment#6800 and transfer to Hospital By, Dace: / > Enterprise Fund. The equipment is being replaced by Health Services. COUNTY AfJMiNIST2ATOR 1 r jjj p �i• J`W��.Y..,.w.r�""'�".! Date: BOARD OF SUPERVISORS YES: 7 Deputy Director NO: General'Services 11/15/01 GNATUI2E TITLE'- DATE. By: Date: APPROPRIATION (M 8134 Rev.2186) ADJ. JOURNAL NO'. APOO �? CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT T/C 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES' ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT BU 0063 FLEET SERVICES 0005 8982 EQUIPMENT REPLACEMENT RELEASE 25,110:00 0005 9922 SALE OF EQUIPMENT 3,000.00_ BU 0853 HOSPITAL FIXED ASSETS 6979 8381 HOSPITAL SUBSIDY 28,110:00 TOTALS $56,220,00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONS, LER To appropriate accumulated depreciation & By: Date: Jam' estimated salvage from vehicles #6840 and to transfer the funds to the Hospital Enterprise Fund. COUNTY ADMINISTRATOR BOARD OF SUPERVISORS YES: NO: deputy Director General Services 11/14/01 441 NATURE Tn'L£ DATE By: Date: REVENUE ADJ. (M 8134 Rev.2186) JOURNAL N{7. RAaO