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HomeMy WebLinkAboutMINUTES - 10212003 - C54 TO: BOARD OF SUPERVISORS ;' CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICESr C OS►TA DATE: OCTOBER 21, 1003 r COUNTY SUBJECT: REQUEST TO PURCHASE A PICK-UP TRUCK FOR THE SHERIFF-CORONER SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase a pick-up truck for the Sheriff-Coroner and AUTHORIZE the attached appropriation adjustments for this purchase. FINANCIAL IMPACT The Sheriff-Coroner is purchasing a pick-up truck for approximately $16,000, which will be financed by funds from accumulated depreciation ($10,281) and the Sheriff'-Coroner's budget ($5,719). BACKGROUND The Sheriff-Coroner is replacing one pick-up truck which was Severely damaged in an accident. The cost to repair the vehicle exceeds the cost to replace the vehicle. 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 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. ATTACHMENT: YES SIGNATURE: MJF ECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE -1,---90PROVE OTHER SIGNATURES: t `�-,� ACTION OF BO Dl N £_,3 f 1 a� e 4:� -,c' >' APPROVED AS RECOMMENDED �b VOTE OF SUPERVISORS I 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 Accounting OF SUPERVISORS ON THE DATE SHOWN. Fleet Management Division Auditor-Controller(via F/M) ATTESTED Sheriff-Coroner Department(via F/M) JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AJCOUNTY ADMINISTRATOR BYr� r ' .s'�G ?r"r ✓eye w. ,, DEPUTY 1�7- F:1VehicleRep!acementBoardOrders\SheriffDept\Admin\80 Purch PickupTruck10212003.doc FM:MAK Page 1 of 1 M382(10/88) VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : Sheriff Date: 7/15/0300 Y �. Authorized Signature: ATelephone: 335-1540 Printed Name: Stacey Sutter 1. Reason and justification for vehicle request: Vehicle suffered major front end damage in anEa`�cdl Cost to repair exceeds cost to replace. 2. Funding Source: (Budget information will be used to prepare Board Order): 2512/4953 Is an appropriation adjustment needed? ®Yes ❑No Fiscal Officer: Name: Wanda Quever Telephone: 335-1529 3. Description of vehicle or equipment requested (If applicable, complete an accessories form): A new Chevrolet 5-10pick up truck texistin. camper shell fits only the 5-10) 4. Is an alternative fuel vehicle acceptable? ❑Yes ®No If no, reason clean air vehicle will not work: Limited fueling options and range 5. If replacement, which vehicle or equipment is being replaced: Type: 5-10 pick up truck Vehicle/Equipment Number: #5011 Odometer/Hours: 55,000 6. Reason purchase cannot wait until next budget cycle: Vehicle is needed for parking enforcement duties and evidence transportation 7. CAO Release to GSD anage e FT1 Yes ❑ No Date: CAC}Signature: FOR GS© FLEET MANAGEMENT'S USE 1. Is vehicle/equipment an addition to the fleet? ❑ Yes No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: -2-e'3 Vehicle/Equipment: Make: Ne-v. Model: &-io Year: 2r cxp Condition of vehicle and/or equipment and life expectancy: '�F` '�� c s�- 7- Accumulated Depreciation rtEstimated Salvage Value: Estimated Cost of Request -G 3. Fleet Manager Signature: Date: F http://gsdnet.co.contra-costa.ca.us/divshare/fleet_management/Vehicle-EquipmentRequest-Fillin.doc 12/12/01 OFFICE OF THE SHERUF FLEET EQUIPMENT ACQUISITION/REPLACEMENT REQUEST VEHICLES-BOATS-OTHER 1. DMSION. Patrol BY Rich Woolard TITLE: Captain A.Request: Purchase new Chevrolet S/10 Pick-Up to replace Veh. #5011 (55,404 miles) B. Justification: Veh. 5011 has major front end damage.($6,000). Vehicle is used for parking enforcement and transporting evidence from stations to Field Operations Building. C. Source and Amount of Funds Available: rg- 2512-4953 2. TECHNICAL SERVICES DIVISION A.Fleet Coordinators Report (I)Estimated Cast $16,000.00 New Chev S/10 pick-up (extended cab) (2)Radio $0.00 use existing (3)Laptop/Modem $0.44 use existing (4)Emergency.Equip. $4.00 use existing (5)Other $800.00 estimated labor charges Sub-Total $16,800.00 (6)Insurance Recovery $4.00 /4-'1 ` (7) Credit Depreciation ($10,.— depreciation funds available (8) Credit-Salvage $1,3 t salvage value Total Funding Needed funding needed from Org. 2512-4953 Recommendation: Approval ,�es BY: Raymond Ingersoll ' Title: Lieutenant Date: July 14, 2003 Reviewed and Initialed - Commander =Captain 3. AD1bIIIVIS?'fRA7'IO1V-FISCAL OFFICER Recommend Not Recommended Comments: BY: IM ; ,, Title: Date: 4. TINDERS FF Approved Disapproved Signature: A Date: ,.. JUL-14-200S 01 :24 PM WALKERS AUTO BODY 9256670260 P. 01 WALKER' S AUTO BURY 5008 FORNI DRIVE CONCORD, CA 94520 PH%E: (925) 687-8453 FAX: (925) 687 -0268 Cid LOG NO 108-1 DATE 07/14/03 SHOP: INSP DATE: 07/10/03 OWNER: CONTRA COSTA COUNTY HOME PHONE; (925) 313-7077 ADDRESS: 2475 WATEKBIRD WAY WORK PHONE: (825) 313--7071 CITY STATE: MARTINEZ, CA FAX. (925) 313--"7088 ZIP: 94553- CLAIM#: UNIT ''# 5011 LIC# : 1028376 STATE. VIN; IGCCS19WOYK236684 BODY COLOR: MILEAGE 54,977 CONDITION: ACCTNG CTL# *-USER•-ENTERED VALUE E-REPLACE OEM NG-REPLACE NAGS EC-REPLACE ECONOMY UC–RECONDITIONED PRT CIM=REMAN/REBUILT PRT EU-REPLACE SALVAGE EP-REPLACE PXN PC-PXN RECONDITIONED PM-PXN REMAN/REBUILT TE-PARTL REPL PRICE ET=PARTL REPL LABOR IT-PARTIAL REPAIR T-REPAIR L-REFINISH BR=BLEND REFINISH TT—TWO–TONE CG=CHIPGUARD SB-SUBLET N-ADDITIONAL LABOR RI-R&I ASSEMBLY P-CHECK AA-APPEAR ALLOWANCE RP-RELATER PRIOR UP-UNRELATED PRIOR THIS TRUCK NEEDS TO BE TORN DOWN FOR FURTHER DAMAGE ASSESSMENT 2000 CHEVROLET S10 LS 200OR EXT CAH 6CYL GASOLINE 4 . 3 CODE: U8544A/C OPTNS X/24GKO OPTIONS., TWO–STAGE – EXTERIOR SURFACES TWO–STAGE – INTERIOR SURFACES REAR STEP BUMPER AIR CONDITIONING POWER STEERING CSP GDE MC DESC:RIPTIC:N MFG.PART NO. PRICE AJ% BSS HOURS R E 0007 BUMPER, FRONT 15007660 GM PART 261. 92 1.5 1 L 0407 13 BUMPER, FRC:NT REFINISH 1.8 4 E 0034 01 DEFLtFRON7 BUMPER 15032086 GM PART 66.07 INC 1 E 0029 01 FILLER, FRONT BUMPER 15015660 GM PART 37 .77 INC 1 L 0029 FILLER, FRC:NT BUMPER REFINISH 0.6 4 E 0015 01 GRILLE ASSEMBLY 15048519 CM PART 196.47 0.3 1 E 0339 01 INSERT,GRILLE 12470331 GM PART INC 1 L 0339 INSERT,GRILLE REFINISH 0. 4 4 E 0019 01 EMBLEM,GRILLE 15634687 GM PART 20. 78 INC I N 0973 HEADLAMPS AIM ADDNL LABOR OPERA 0. 5 1 E 0027 FILLER,HEADLAMP HSG LT 16525711 GM PART 39. 78 0.2 1 PAGE I JUL-14-2003 01 :25:25 PMt WALKER"tea AUTO BODY 9256870268 P. 02 2000 CHEVRC;LET SIO 1,S 2DOOR EXT CAH E 0028 FILLER,HEAT.}LAMP HSG IST 16525712 GM PART 39. 79 0.2 1 E 0098 SRKT,HEADLI:MP MTG LT 16525517 GM PART 33. 50 INC 1 E 0099 BRKT,HEADLI-M? MTG RT 16525518 GM PART 33. 50 INC 1 E 0057 PARKLAMP At,SEMBLY LT 16526485 GM PART 47.87 INC 1 E 0058 PARKLAMP ASSEMBLY RT 15098268 GM PART 47.87 INC 1 E 0083 PANEL,HOOD 12389408 GM PART 318. 63 1 .4 1 L 0083 PANEL,HOOD REFINISH 5.4 4 E 0088 LATCH,HOOD PANEL 15039095 GM PART 5. :38 TNC 1 E 0087 CATCH,HOOD SAFETY 15757371 GM PART 40.26 INC 1 0083 SUPT,HOOD LOCK VERT 1-5732160 GM DART 71.33 INC 1 E 0105 BRACKET,HOOD CATCH 15672319 GM PART 6.78 INC 1. TE 0201 HINGE,HOOD PANEL PART/PARTIAL REPL 30.05 1 E 0073 PANEL,RADIATOR SUPT 15009394 GM PART 31.5.95 7.5 1 E 0070 TRAY,BATTERY 15024434 GM PART 12.53 0.2 1 E 0755 RADIATOR 52472964 GM PART 372.21 INC 1 E 0451 LABEL,RADIATOR SUPPORT 1.2457796 GM PART 11.03 0.1 1 E 0764 TANK,COOLANT RECOVERY 12 380202 GM PART 19.43 INC I E 0760 BLADE,ENGIiE FAN 15976889 GM PART 53.64 0.4 2 E 0758 SHROM RADIATOR UPPER 15010203 GM PART 10. 59 INC 1 E 0759 SHROUD,RADIATOR LOWER 15736666 GM DART 2.0.63 :INC 1 E 0069 COVER,BATT'3RY 15180205 GM PART 14.74 1 E 0081 AIRBAG SEN-50R, FRONT LT 16240665 GM PART 100. 67 0.2 2 BEY �0+,0'8R27 pA�I.�R+RAGt SEN..-IO?R,FRteJNT�7�R�T+ 16240655 GM OPERA 160.00* } G9111. f4t4 INC r 2 N 09 t�f A/C E YA*w U l,i L` & RL'�i�ri ARG ADDNL LABOR OPERA 1 60.V 0* INC*2 N 0986 REFRIGERANT RCVRY SETU ADDNL LABOR OPERA 0. 5 2 E 0731 CONDENSER, lk/C 52474647 GM PART 291.34 INC 2 E 1700 BRKT,A/C C3NDENSER LT 1.5650523 GM PART 3.88 2 E 1701 BRKT,A/C C:)NDENSER RT 15650523 GM PART 3. 88 2 E 0103 FENDER, F'RO IT LT 12377871 GM PART 326.04 1.6 1 L 0103 FENDER, FRONT LT REFINISH 3.4 4 E 01€34 01 FENDER, FRCl4T RT 12472736 GM PART 326.04 2.0 1 L 0104 FENDER, FRONT RT REFINISH 3.4 4 E 0890 HORN,HIGH NOTE 15072099 GM PART 21.29 INC 1 E 1787 C OOLER, P/$ PUMP OIL 15159570 GM PART 34 . 38 0.3 2 I 0207 DOOR SHELL, FRONT LT REPAIR 3.0*1 L 0207 DOOR SHELL,FRONT LT REFINISH 2.4 4 I 0208 BOOR SHELL,FRONT RT REPAIR 2.0*1 L 0209 DOOR SHELL, FRONT RT REFINISH 2.1 4 49 ITEMS MC MESSAGE(S) 01 CALL DEALER FOR EXACT PART NUMBER / PRICE 13 INCLUDES 0. 6 HOURS FIRST PANEL TWO?-STAGE ALLOWANCE FINAL CALCULATIONS & ENTRIES GROSS PARTS 3, 328.81 OTHER PANTS 160.00 PAINT MATERIAL 429.00 PARTS TOTAL 3, 917.01 TAX ON PARTS & MATERIAL @ 8.250% 323.22 PAGE 2 JUL-14-2003 01 :25 PM WALKER'S AUTO BODY 9256870268 P. 03 2000 CHEVROLET S10 r,S 2DOOR EXT CAS LABOR RATE REPLACE HRS REPAIR HRS 1-SHEET METAL 40. 00 15. 0 5. 5 820. 00 2-MECHIELEC 75. 00 0. 9 0. 5 105. 00 3-FRAME 40. 00 4-REFIKTSH 40.00 19. 5 760.00 5-PAINT MATERIAL 22.00 LABOR TOTAL 1, 705.00 TAX ON LABOR 0.000% SUBLET REPAIRS TOWING STORAGE CROSS TOTAL, 5, 946-03 NET TOTAL, 5, 946.03 ADP SHOPLINX U0454 ES CD LOG 108--1 DATE 07114103 01:28. 14PM R6.3 CD 06103 HOST LOG (C) 1998 -- 20012 ADP C.-AIMS SOLUTIONS GROUP, INC. 3.3 HRS WERE ADDED TO THIS EST. BASED ON ADP TWO-STAGE REFINISH FORMULA. ADP TWO-STAGE EXTERIOR THRESHOLD OF 2. 5 HOURS WAS CALCULATED IN THIS ESTIMATE. --------------------------------------------------- THIS IS A DAMAGE ANALYSIS, NOT AN ESTIMATE OF REPAIRS.FOR A COMPLETED DAMAGE INVOICE, ( COMMONLY KNOWN AS ESTIMATE OF REPAIR AS PER BUREAU OF AUTOMOTIVE REPAIRS TERMS)SAID VEHICLE MUST BE TORN DOWN AND THEN INSPECTED FOR FURTHER DAMAGE WITH PARTS PRICING AND LABOR TIMES FOR ACCURACY. PAGE CONTRA COSTA COUNTY AUDITOR-CONTROLLER USE ONLY 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 Budget Unit 0063 Fleet Oj)erations 4263 4953 AUTOS & TRUCKS 10,281.00 0990 6301 RESERVE FOR CONTINGENCIES 10,281.00 0990 6301 APPROPRIABLE NEW REVENUE 10,281.00 TOTALS: $10,281.00 $20,562.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER TO appropriate accumulated depreciation from equipmentByr -� Date: Z2&; # 5011, being replaced. by Sheriff Department. COU r BOARD OF SUPERVISORS YES: NO: / Deputy Director General Services 9116/2003 SIGNATURE TITLE DATE r' By: Date: APPROPRIATION (M 3134 Rev.2/86) ADJ. JOURNAL NO. APOO z,(, 1. CONTRA CESTA COUNTY ESTIMATED REVENUE ADJUSTMENT TIC 24 ACCOUNT CODING BUDGET UNIT: GENERAL, SERVICES ORGANVATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT Budget Unit 0063 Fleet Services 0005 8982 EQUIPMENT REPLACEMENT RELEASE 10,281.00 TOTALS: $10,281.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation from z � ter, BY. �-- -gam Date: 1 vehicle #5011. NTY AD11Ii IS TOR YDate BOARD OF SUPERVI R YES: Deputy director NO: General Services 9116/2003 NATURE TITLE DATE REVENUE ADJ. DY Date: JOURNAL NO. RAOO t✓ (M 8134 Rev.7185) AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT L Aj BOARD OF SUPERVISORS TIC 27 [::] COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT:Sheriff's Office(0265)/ loot Ops-(0063) EXPENDITURE ORGANIZATION SUB-ACCOUNT EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE 2512 4953 Autos & Trucks 5,719 OL? 4263 4953 Autos & Trucks 5,71900 TOTALS 5,7191001 5,719100 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER: To reallocate FY 03/04 appropriations to allow for the unanticipated replacement of vehicle #5011 COU TY A I R: BY: DATE '0 '' BOARD OF SUPERVISORS: YES: NO: Sheriff's F seal Officer 9/29/03 *6k6NAkUICE TITLE DATE APPROPRIATION APOO 304',� BY: DATE ADJ.JO(JRNAL NO. (MI29 Rev 2196)