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Home My WebLink AboutMINUTES - 09092003 - C.125 TO: BOARD OF SUPERVISORS ';r '. CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: SEPTEMBER 9, 2003 COUNTY SUBJECT: REQUEST TO PURCHASE TWO PATROL VEHICLES FOR THE SHERIFF-CORONER DEPARTMENT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase two patrol vehicles for the Sheriff-Groner Department and AUTHORIZE the attached appropriation adjustments for these purchases. FINANCIAL IMPACT The Sheriff Coroner Department is purchasing two patrol vehicles for approximately $44,000, which will be financed by funds from accumulated depreciation ($38,748), estimated salvage {$1,200} and the Sheriff's Budget ($4,052). BACKGROUND The Sheriff-Coroner Department is replacing two patrol vehicles. Both vehicles have over 70,000 miles and need major repair work. These vehicles are not on the Board Approved Master List for Vehicle Replacement in I°Y2003-04. 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 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. CONTINUER ON ATTACHMENT: YES SIGNATURE: _!:"RECOMMENDATION OF COUNTY ADMINISTRATOR -RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): , r ACTION OF BO I AFDN { Lt� s f.> 5, 'r' APPROVED AS RECOMMENDED.,,.,,' _. OTHER VOTE OF SUPERVISORS UNANIMOUS(ASSENT ) AYES: NOES: ASSENTS: ABSTAIN: V MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originating Dept.:General Services Department cc: General Services Department I HEREBY CERTIFY THAT THIS IS A TRUE Administration AND CORRECT COPY OF AN ACTION TAKEN Accounting AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISOpS ON THE DATE SHOWN. Fleet Management Division �WD Auditor-Controffer(via F1M) ATTESTED Sheriff-Coroner Department(via FIM) ,�IOHN EETEN,CLER OFTUPERVISORSSND C LINTY ADMINISTRATO BY k k✓ w- #' d ry DEPUTY ..... G:\AdminiVehicieRepiacementaoardOrderslSherlffDeptlPatroi\BO Purch TwoSedansSep=2003.doc FM:MAK Page ,of 1 M382(10188) VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request) Department: Sheriff �, r '� Date: 6/16/2003 Authorized Signatory: ! r I .. b' — ;. 1. Description of vehicle or piece of equipment requetsted: new patrol sedan 2. Reason for vehicle request: Vehicle belnq replaced was in an accident and sustained major damn-ge. Dost to replace is less than cost to repair. 3. Funding Source: 2512-4953 Is an appropriation adjustment needed? Yes: xx No: 4. Is an alternative fueled vehicle acceptable?: Yes: No: XX If answer Is no, reason clean air vehicle will not work: Fueling issues and range of current alternative fuel cars is insufficient for emergency vehicles. 5. If replacement vehicle, please show the following for vehicle to be replaced: vehicle number: 2032 odometer reading: 70.690 6. Reason purchase can not wait until next budget cycle: Vehicle is needed for patrol use to replace damaged cruiser. FOR FLEET MANAGEMENT COMPLETION: 1. Inspection/evaluation by Fleet Management as to condition of vehicle: Date of Inspection: Make. Model. C.Rot.JAJ W,Ir-74R,A Year: 2000 - Dppreciation: t?�Fr/4 Salvage: e" a Estimated cost of request: Condition of vehicle/equipment and life expe fancy: yJ�-Nte-'-C U.)ri S 7"a rA LC-p /'/J A cc 1`0 clj 77 2. FleetManagement Signatory: 43' DAO Signatory: Approved: Not Approved: 4. Date'for Board Order OFFICE OF THE SHERIFF FLEET EQUIPMENT ACQUISITION/REPLACEMENT REQUEST VEHICLES v BOA'T'S-oTMR 1. DIVISION, Patrol BY Rich Woolard TITLE: Captain A.Request: Purchase new patrol vehicle to replace vehicle#2032. B. Justification: Vehicle#2032 has major accident damage. Vehicle has 70,890 miles on it. Repair costs($6,000) exceeds value of vehicle. C. Source and Amount of Funds Available: QL. #2512-4953 2. TECHNICAL SERVICES.DIVISION A.Fleet Coordinators Report (I)Estimated Cost $24,000.00 New Ford Crown Victoria (2)Radio $0.00 use existing (3)Laptop/Modem $0.00 use existing (4)Emergency.Equip. $0.00 use existing (5)Other $2,000.00 estimated labor charges Sub-Total $26,000.00 (6)Insurance Recovery $0.00 (7)Credit Depreciation ($20,816.0 0 " depreciation (8)Cre&t-Salvage $1 200.00 salvage value Total Funding Needed $3,984.00 funding from Org.#25124953 Recommendation: Approval By: Raymond Ingersoll Title: Lieutenant Date: June 17, 2003 Reviewed and Initiated-commander :KL Captain 3. ADMINISTRATION-FISCAL OFFICER t,- ecommend Not Recommended Comments: By: Title: Date: L//"Z,7 4. UNZ3EIL5 F4qY—Approved Disapproved Signature: Date: OFFICE OF THE SHERIFF FLEET EQUIPMENT ACQUISITION /REPLACEMENT REQUEST VEHICLES-BOATS-OTHER 1. DIVISION Patrol By Rich Woolard TITLE: Captain A.Request: Purchase new patrol vehicle to replace vehicle#2066. B. Justification: Vehicle#2066 needs a new engine. Vehicle has 73,000 miles. Repair costs will be$6,100 for engine and labor. C. Source and Amount of Funds Available: Oriz, #2512-495 2. TECHNICAL SERVICES DIVISION A.Fleet Coordinators Report (1)Estimated Cost $24,000.00 New Ford Crown Victoria (2)Radio $0.00 use existing (3)Laptop/Modem $0.00 use existing (4)Emergency.Equip. $0.00 use existing (5)Other $2,000.00 estimated labor charges Sub-Total $26,000.00 (6)Insurance Recovery $0.00 (7)Credit Depreciation ($17,932.0 11 1 depreciation , t (8) Credit-Salvage $1 200.00 salvage value Total Funding Needed $6,868.00 funding from org. #25124953 Recommendation: Approval BY: Raymond Ingersoll ,title: Lieutenant Date: .Tune 17, 2003 Reviewed and Initialed-Co der Captain 3. ADMINISTR 4 HON-FISCAL OFFICER eoomnceand Not Recommended Comments: By: Title: ,�k Date: j 4. UNDE F ` Approved Disapproved Signature: Date: �. ,, ♦ 10 __ ___ AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT ® BOARD OF SUPERVISORS T/C 27 COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT:Sheriffs Office(0256)1Fleet Ops(00$3) E)(PEN0ffUR ORGANIZATION su"ccoUNT EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE 2512 4953 Autos&Trucks 4,052 00 4263 4953 Autos&Trucks 4,052 00 TOTALS 4,Q52 00 4 052 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER: To reallocate FY 03/04 appropriations to alloy for the unanticipated replacement of vehicles #2066 and #2032. BY: "' ' ' DATE—�O.& COUNTY ADMINISTRATOR: BY ,i1 o � DATE BOARD OF SUPERVISORS: YES: NO: J Sheriff's Chief of M trot Services 8/8103 SIGNATURE TITLE DATE APPROPRIATION APOO �I BY: DATE ADJ.JOURNAL NO. (M129 Rev 2186) Purchas Equip# AIC Depr Salvage Total a Cost Due t'r Sheriff 2032 20,816 - 20,818 22,000 1,184 2066 17,932 1,200 19,132 22,000 2,868 Total 38,748 1,200 39,948 44,000 4,052 v AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY ,\ APPROPRIATION ADJUSTMENT FINAL Af'I�ROVALNEEt3Et1BY: T/C 27 BOARD OF SUPERVISORS COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUS ACCOUNT Budizet Unit 0063 Fleet Operations 4263 4953 AUTOS & TRUCKS 39,948.00 0990 6301 RESERVE FOR CONTINGENCIES 39,948.00 0990 6301 APPROPRIABLE NEW REVENUE 39,948.00 TOTALS: $39,948.00 $79,896.00 APPROVED EXPLANATION OF REQUEST AUDITOR.CONTROLLER To appropriate accumulated depreciation and estimated salvage from equipment#2032 & 2066 being replaced by the 13y: "" '' r Date: ' ` `' Office of the Sheriff. ,fj ASOf ,.'�...- Fiscal Year 2003/04. Date: BOARD OF SUPERVISORS YES: Deputy Director NO: General Services 7/22/2003 SIGNATURE TITLE DATE By: Date: APPROPRIATION (M 8134 Rev.2186) ADJ. JOURNAL NO. AP00 003 CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT TIC 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT Budeet Unit 0063 Fleet Services 0005 8982 EQUIPMENT REPLACEMENT RELEASE 38,748.00 0005 9922 SALE OF EQUIPMENT 1,200.00 TOTALS: $39,948.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation & By: ' — Date: ?/,a estimated salvage on the following vehicles: Eq # Acc Depr Est Salvage Total COUNTY ADMINISTRATOR 2066 17,932 19200 1.9,132 Date: Z2032 20,816 0 20,816 Total 38,748 19200 395948 BOARD OF SUPERVISORS YES: NO: Deputy Director General Services 7122/2003 IGNATU E TITh DATE By: Gate: REVENUE ADJ. � (M 6134 Rev.2/86) JOURNAL NO. RAOO 600-3