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HomeMy WebLinkAboutMINUTES - 01142003 - C43 TO: BOARD OF SUPERVISORSCONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: JANUARY 7, 2003 ri COUNTY SUBJECT: REQUEST TO PURCHASE A SEDAN FOR THE SHERIFF- CORONER DEPARTMENT SPECIFIC REOUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 1. APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase a sedan for the Sheriff-Coroner Department. 2. AUTHORIZE the attached appropriation adjustments transferring $15,409, which is comprised of accumulated depreciation and estimated salvage. FINANCIAL. IMPACT Purchase of this vehicle will be funded by accumulated depreciation, estimated salvage, and monies previously transferred from the Sheriff-Coroner's budget. BACKGROUND The Sheriff-Coroner Department is replacing a 1996 sedan with over 95,000 miles, which needs the transmission replaced and the repair costs exceed the value of the vehicle. This vehicle is not on the Board Approved Master List for Vehicle Replacement in FY2002-21303. 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. CONTINUED ON ATTACHMENT: YES SIGNATURE: �2Lf ;f`+ _.RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMI —4--APPROVE __ OTHER SIGNATURE(S): .r ACTION OF BO D N,JANUARY 14..2QO3 APPROVED AS RECOMMENDED X OTHER - V VOTE OF SUPERVISORS UNANIMOUS(ABSENT_ NONE AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originating Dept.:General Services Department cc: General Services Department 1 HEREBY CERTIFY THAT THIS ISA TRUE Administration AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD Accounting OF SUPERVISORS ON THE DATE SHOWN. Fleet Management Division Auditor-Controller(via F/M) ATTESTEDtJANI ARY 14 200 Sheriff Coroner(via FIM) JOHN SWEE"T"EN,CLERK OF THE BOARD OF SUPERVISORS ,.AND COUNTY ADMINISTRATOR BY -' —-�-�— DEPUTY F:WehicieReplacementBoardOrderslSheriffDept\SupportSvcs\BO PurehSedanSuppSvcsJan72003.doc FM:MAK Page 9 of 1 M382(10/88) VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request) Department: Sheriff Date: 48/82/2Uf1� Authorized Signatory: 1. Description of vehicle or piece of equipment requested: A new mid sized sedan 2. Reason for vehicle request: Vehicle transmission failed and the cost of repair is more than the replacement Cost with salvage and depreciation 3. Funding Source: 261214963 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: Vehicle Is assigned-to Investigations vlslon and is sub ect to extended service where alternate fueled vehicle would be a hinderance S. If replacement vehicle, please show the following for vehicle to be replaced: vehicle number: #0639 odometer reading: 96,300 6. Reason purchase can not wait until next budget cycle: Vehicle is used by detectives during Investigations. Power train failure was unanticipated-and cost to re air is more than the re lacement. FOR FLEET MANAGEMENT COMPLETION: I. Inspectiontevaluation by Fleet Management as to condition of vehicle: Date of Inspection: Make: �/Fo Model Year: t> Depreciation: - Salvage: Estimated cost of request; Condition of vehicle/equipment and life expectancy: "d4' '"r"? .. F.. ,✓'_-a'..,°'"'�ce Jam-' :''''1�.`.�.'f'' fi `>t.,,+ i,.;} .may+ �.;;' f GY."`fP' ...f t +'£Y 2. Fleet Management Signatory: 3. CAC? Signatory: Approved: Not Approved: 4. Date for Board Order OFFICE OF THE SHERWF FLEET EQUIpMENT ACQUISITION C REPLACEMENT REQUEST VMCLFS-BOATS-CtT HSR 1. DIVISION Investigation By Steve Fuqua TME: Captain A.Request: Purchase new mid--size sedan for replacement of Yeh, #0639 B. Justification: Veh. #0639 is a 1996 Ford Taurus with 96,300 miles on it The vehicle needs the transmission replaced .Repair casts exceed value of vehicle- C. Source and Amount of Funds Available: ft 2112-n 53 2. TECHNICAL SERVICES DIVISION A.Fleet CooM Reuort (1)Estimated Cost $16,100.00 New mid-see sedan (2)Radio $0.00 use existing (3)LaltopJMbdem. $0.00 (4)Emergency.F-quip. $0.00 use a dsting (5)tomer $X,/)Ot 00 G.,S.0 estimated labor charges Sub-T+rt4d $17,100.00 (6)Insurance Recovery $0.00 (7)Credit Depreciation ($13,909.0 depreciation funds (8)Cre&t-Salvage $I 300.00 salvage value Total Funding Needed $1,691..00 funding from Org. 2512-495. Recommendation: Approval By: Ray Ingersoll Title: Lieutenant Date: Jkly 25, 2002 Reviewed and Initialed-Ccrander Ca fain 3. ADi1! A ' 4 TION-MS 4Z11FF1C' 'R ' Recommend Not Recormnended Comments: By: Title: Date: A- 4. UNDE FF k' Approved Disapproved Signature: ",4�;te: . ,✓ . . ' AUDtTOR-CONTROLLERUSE ONLY CONTRA COSTA COUNTY FINAL APMOVALNEEDEaBY* APPROPRIATION ADJUSTMENT TIC 27 BOARD OF SUPERVISORS COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET"UNIT: GENERAL SERVICES OfkGAMZA'nON EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT Budeet Unit 00613 Fleet Oarations 4263 4953 AUTOS &TRUCKS 11,146.00 0990 6301 RESERVE FOR CONTINGENCIES 11,146.00 0990 6301 APPROPRIABLE NEW REVENUE 11,146.00 TOTALS: $11,146.00 $22,292.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation and estimated salvage from equipment#5166 being replaced by the By: ° `# ; ''` ` ' -- Agriculture Department. CON=AI BY Date: ta#e -- BOARD OF SUPERVISORS YES.SUPERTtISORS UILKEMA,GERBER,GLO ER, GIOIA AND DeSAULNIER deputy Director NO: NONE n General Services 12/12/02 NAT RE MLE DATE By: Date: JANUARY 1.4, 2003 APPROPRIATION (M 8134 Rev.arse) Aw. JOURNAL NO. APOO Q AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT TIC 27 BOARD OF SUPERVISORS El COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUS-ACCOUNT Budtet Unit 0063 Fleet Operations 4263 4953 AUTOS &TRUCKS 15,409.00 0990 6301. RESERVE FOR CONTINGENCIES 15,409.00 0990 6301 APPROPRIABLE NEW REVENUE 15,409.00 TOTALS: $15,409.00 $30,818.00 APPROVED EXPLANATION Of REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation and estimated salvage from equipment#0639 being replaced by the By: Date: �. '' Sheriff-Coroner Department. COUNTY/fit? INIST T R f BOARD OF SUPERVISORS YES: SUPERVISORS UILXEMA,GERBER, GLOVER, GIOIA AND DeSAULNIER Generalty Director NO: I;�rlerai Services 12/12/02 NON d ATURi TITLE DATE By: ? Date. `I ' APf'R#3PRiATfClhi #�{� (M 8134 Rev.2186) ADJ. JOURNAL N©. APOV J i J i 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 13,909.00 0005 9922 SALE OF EQUIPMENT 1,500.00 TOTALS: $15,409.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR.CONTROLLER To appropriate accumulated'depreciation & BY: s _ Date: I- - estimated salvage from vehicle #0639. COUNTY IST T By: Date: BOARD OF SUPERVISORS YES:SUPERVISORS UIL.KEMA, GERBER, GL VER NO: GIOIA AND OeSAULNIER Deputy Director ,n General Services 12192102 e ATURE TITLE DATE -zi By: �' � (Jets: REVENUE ADJ. / - 150-15' + (M 8134 Rev.7186) JOURNAL NO. RAOO J 0-1 .