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Home My WebLink AboutMINUTES - 12022003 - C173 TO: BOARD OF SUPERVISORS •. CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: DECEMBER 2,°2003 COUNTY SUBJECT: REQUEST TO PURCHASE A TRUCK FOR THE COMMUNITY SERVICES DEPARTMENT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase a truck for the Community Services Department and AUTHORIZE the attached appropriation adjustment. FINANCIAL IMPACT The Community Services Department is purchasing a truck for approximately $19,400, which will be financed by funds from accumulated depreciation ($8,160), estimated salvage ($1,000) and funding received from a state energy grant for the LIHEAP-Weatherization program. BACKGROUND The Community Services Department is replacing a 1987 truck, which has more than 190,000 miles. This vehicle is not on the Board Approved Master List for Vehicle Replacement in FY2003-04. Therefore, in accordance with Administrative Bulletin No. 508: "County Vehicle and Equipment Acquisition and Replacement Policy with Guidelines," approval is requested for the purchase of this vehicle. Based on a review of the need for the new vehicle and consideration of alternative fueled vehicles, the Fleet Manager recommends approval of this request. This request has been reviewed and approved by the County Administrator for consideration by the Board of Supervisors. CONTINUED ON ATTACHMENT: YES SIGNATURE: a"09+ --'RECOMMENDATION " 9+ RECOMMENDATION OF COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD COMMITTEE __.L,—APPROVE OTHER SIGNATURE(S): ACTION OF BOAR�O I Decd er 2, 2003 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS _ X UNANIMOUS(ABSENT nine ) AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J. GILBERT(313-7100) Originating Dept.:General Services Department 3 HEREBY CERTIFY THAT THIS IS A TRUE co: General Services Department AND CORRECT COPY OF AN ACTION TAKEN Administration AND ENTERED ON THE MINUTES OF THE BOARD Accounting OF SUPERVISORS ON THE DATE SHOWN, Fleet Management Division December 2, 2W3 Auditor-Controller(via F/M) ATTESTED Community Services Department(via F/M) JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS " o AND COUNTY ADMINISTRATOR ,DEPUTY 1\GSD-RPP\Users$\inking\VehicieReplacementBoardOrders\CommSvcs\BO Purch Truck Dec92003.dcc FM:MAK Page 1 of 1 M382(10188) VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : Communitv Services Date: 10-1-03 Authorized Signature: 644JI P.AJ;4'—� Telephone E-5979 Printed Name: Sam Mendoza 1. Reason and justification for vehicle request: Vehicle replacement 2. Funding Source: (Budget information will be used to prepare Board Order): State energy grant funding LIHEAP Contract. Org# 1454 Sub-Object#4953. Is an appropriation adjustment needed? E Yes ❑No Fiscal Officer: Name: Eric Pormento Telephone: 6-5979 3. Description of vehicle or equipment requested (if applicable, complete an accessories form): Truck similar to a 9-with Kim Cab and–Rack for ladder. 4. Is an alternative fuel vehi-r a acceptable? ❑Yes No If no, reason clean air vehicle will not work: Because of high mileage and insufficient fuel capacity. 5. If replacement, which vehicle or equipment is being replaced: Type: Truck 5'1:2 Sk Vehicle/Equipment Number: (S1628 i Odometer/Hours:490:090 l9e;,',coo 6. Reason purchase cannot wait until next budget cycle: Grant funding expires end of December 2003. 7. CAO Release to GSD Fleet Management: ❑ Yes ❑ No Date: CAO Signatu FOR GSD FLEET MANAGEMENT'S USE 1. Is vehicle/equipment an addition to the fleet? ❑ Yes 9 No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: ', 7- • Vehicle/Equipment: Make: 6zo,–, D Model: :f4 Year: llk 7 Condition of vehicle and/or equipment and life expectancy: ve-14"LLI /"s /9 r- 0, 7-, Accumulated Depreciation:t.LS9.x Estimated Salvage Value:'{00 Estimated Cost of Request: 9?„�- 3. Fleet Manager Signature: --- - �2 Date: /0-9-c-.3 C:\Documents and Settings\SMendoza\Local Settings\Temporary Internet Files\OLK4C\Vehicle-EquipmemRequest-152g.doe 12/12/01 STATE OF CALIFORNIA ST4 NDARD AGREEMENT S-D:1213 A(NEW 02/99) AGREEMENT NUMBERAMENDMENT NUMBER 0313-5210 2 I. This Agreement is entered into between the State Agency and the Contractor named below STATE AGENCY'S NAME Department of Community Services and Development CONTRACTOR'S NAME Centra Costa County_�qommunity Services Department 2- The term of this January 1,2403 through December 31, 2003 Agreement is : 3- The maximum amount $ 731,585.00 of this Agreement is: a. The parties mutually agree to this amendment as follows. All actions noted below are by this reference made a part of the Agreement and incorporated herein: 1. The total consideration payable to Contractor by the State has changed from $452,842.00 to $731,585.00,reflecting an increase of$278,743.00 and as allocated on the attached funding information page. r� FORM APPROVED SILVANO B.MAR ESi, V,nty Cnut 'eI By Deputy ..� IN WITNESS WHEREOF,this Agreement has been executed by the parties hereto. CALIFORNIA CONTRACTOR Department of General Services Use Only CONTRACTOR'S NAME (If other than an individual,state whether a corporation,partnership,etc.) Contra Costa County Commynity Services Department BY (Authorized Signature) r- DATE SI NED( not type) Gil f ' I hereby certify that all PRINTED NAME AND TITLE OF RSON mNlici conditions for exemption have 0. i,1• been complied with,and this ADDRESS COC docttrnent is exempt from the Department of General Services' 2520 Stanwell Drive,Suite 200,Concord,CA 94520 approval. STATE OF CALIFORNIA Vep artm f C un Vic an evelo meat Y (Aut `ed S. attire) DATE IGNED a not type) PRINTED OF P ON SIGNING Richard J.$ueche,Chief Fin ncial Officer ADDRESS 700 North 10th Street,Sacramento,California 95814 Exempt per statero E'Califomia DEPARTMENT OF COMMUNITY SERVIC NIS DEVELOPMENT CSD 557D(Rev. 12/02) EXHIBIT B-ATTACHMENT II 2003 LDAP WEATi HERIZATICIN BUDGET Contractor Name: Contract Number: Contra Costa County Community Services Department 03B-5210,Amd.2 Class-B"Contractor`s License No.: Name on License: Expiration Date: N/A N/A N/A Prepared By: Fax Number: ( ) 9�5--154+5-5Q1U Telephone Number: SAM MEIiI u E-mail: SMendoza@ccccsd.or 925--646--5977 l ; CSD USE. 1.a Salaries and Wages $ 1,265 $ 2,113 1.b Frin e Benefits 641 1,070 1.c Facilities 1,222 2x041 1.d Utilities 0 0 1.e Equip merit Total ci below 0 0 1. 2• 1.f Tele hone-Communications 0 0 l.g Tramin 0 0 Lh Travel Total(sE2cgy below 0 0 1.In-State$ 0 2.Out of-State$ 0 Li Accountm 13J35 22,931 1:' Audit Costs 0 0 Lk Insurance-Bondin 0 0 1.1 Office Su lies 908 1,516 1.m Miscellaneous Totals i below 1.289 2.152 i. Indirect: Costs 2. Copy Machine Lease Ln Intake{eligibility determination) 2,720 4,538 I.o Subto#al Section A' $ 21,780.0+0 $ 36,361.00 2. IE ' 2,a Training $ 660 1 $ 1,158 2.b Travel Total eci below 0 0 1.In-State$ 2.Out-of-state$ 2.c Outreach(5%-see instructions 13,613.00 22,818.00 2.d Dwellin Assessment 18,617 32,676 2.e E ui mentTotal(Tqdtr below 27,000 27,300 1. 3f4Ton Car o Van 2, 2.f Weatherization Materials 118,&47 21.2 017 2. Labor 53,818 94 458 2.1i Stora a 000 5 000 7 2.i Vehicle Insurance 0 0 2.' Trans ortation to Job Sites 0 0 2.k Maintenance-It air 7,671. 13,463 2.1 Miscellaneous Total(Vecify below) 5,447 9,560 1. Small Tools 2• Communications 2.m Subtotal Section B J $ 250,473.00 $ 418,150.00 $ 272,253.00 $ 454,511.00 # 217 # 362 4.a Projected Vulnerable Populations: 10 % 4.b Projected Average Energy Burden: 5.1 .._.. .... DCT--09-2003 15:136 P-01/02 At1MOR CC1KMOLLER USE ONLY COWRA CO5'1'A COUNTY Final Aproval Needed By: TJC 7' LeW Board Of Supervisors County Administrator AC=N'T a)DM E3310GET UyMs Cvrrrr»u Services 2gertrrient-QFM Paw 1 of i EMENSE OR". SUB-ACCr. MEND2T RE ACCOUNT DEMPIPl`ION < DECREASE > INCREASE 1454 4953 Autos&Trucks $ ' 27,f)f1€1 0990 6301 Reserve for Contirnaes 27,000 Ati k, 0990 6301 Appr+opriaable New Revenue ?: t 27,004 :. ApprB d EXf'tAMMN OF REQUEST AUC7ITOP.-CONTROLLER To appropriate the estimated purchase host of a new van or truck Date: ►' to be used by Weatherizabon program. This is a replacement for an old vehicle(E1528)that has 290,000 mileage. COUNTYADMIN No additional County general fund cost results f m thew adjustments. Date: Sunwwry: Expenditure increase 27,000 .00 BOARD OF SUPERVISORS Revenue Increase 27,000 .00 County Corot butlon $0 .00 YES: NO: ? 110 [,LL CSD Fiscal Officer 04-43 "#111 E TITLE DATE ERIC PbRmENTo 8 : Dates: Appropriation APOO Sbq 6 APMVdaWn Ad)TP.xt§ Adj 3oumal No. IWN0312:00 AM ..............................I.......................................................................................................................................................... . .............................................................. OCT-09-2003 15:36 P.02/02 CON M CMA COUNTY ESTDUTED REV9NUE ADMONEW T/C 24 CODM ESUDCJ--TM US: g2MOMft SwVk=Rgartomt-ON$ P e 1 of 1 RMAIM OWN. SUB-ACCT'. REVENUE DESCRIPT10N INCREASE < DECREASE > &I 1454 9552 Fed Aid Comm Svcs Admin 27,000 27,000 0 Approved EXPLANNnON Of REQUEST AUDrrOR-CONTROU-ER Date:Lo,141& To irxyimse estimated revenue on the LIHEAP-Weaemization program. CCkWW ADMINISTRATOR ft 4�p Date- No addfflonal county general fund cost resub from dr—se adlustrwts. Nr Revenue Increase Q71000,2_0 BOARD OF SUPERVISORS YES. NO: pvo�j CSD Fiscal OMcer r SqjkATME TMA DATE MRMMTO Date: Appmpfladw RAOO 56)AJID Adj.Joumal No. TOTAL P.02