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Home My WebLink AboutMINUTES - 10282003 - C91 TO: BOARD OF SUPERVISORS CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: OCTOBER 28, 2003 COUNTY SUBJECT: REQUEST TO PURCHASE A HYBRID VEHICLE FOR THE BUILDING INSPECTION DEPARTMENT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase a hybrid vehicle for the Building Inspection Department and AUTHORIZE the attached appropriation adjustment for this purchase. FINANCIAL IMPACT The Building Inspection Department is purchasing a hybrid vehicle for approximately $21,433, which will be financed by funds from accumulated depreciation {$13,206} and the Building Inspection Department budget ($8,227). BACKGROUND The Building Inspection Department is purchasing a new hybrid vehicle to replace a vehicle that was totaled in an accident. This vehicle is not on the Master List for Vehicle Replacement in FY 2003/04. In accordance with Administrative Bulletin No. 508: "County Vehicle and Equipment Acquisition and Replacement Policy with Guidelines," approval is requested for the purchase of the vehicle. Based on a review of the need for the new vehicle and consideration of alternative fueled vehicles, the Fleet Manager recommends approval of this request. This request has been reviewed and approved by the County Administrator for consideration by the Board of Supervisors. CONTINUED ON ATTACHMENT: YES SIGNATURE: 1(30 'O Q4 "*ECOMMENDATION OF COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD COMMITTEE —,;,—,4PPROVE _OTHER SIGNATURES: d' ACTION OF BOA O _ October 2$, 2003 APPROVED AS RECOMMENDED X OTHER t VOTE OF SUPERVISORS X UNANIMOUS(ABSENT NOne ) AYES: NOES: ABSENTS: ABSTAIN: 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 Fleet Management Division OF SUPERVISORS ON THE DATE SHOWN. Auditor-Controller(via FIM) ATTESTEDOctober 2$ 2003 Building Inspection Department(via F/M) JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY Vp t . DEPUTY `dJ G:1Admin\VehicleRepiacementBoerdOrders\Bldglnspection\BrdOrderBldglnspRepiOneVehlO-28.doo FM:dp page 1 of 1 M382(10/88) VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : Agriculture _ Date: 9/25/2003 _ Authorized Signature: Telephone: 8- Printed Name: Vince Guise OCT rb P 1. Reason and justification for vehicle request: Replacement for#5167 tht, v ` r iki 'occident. Due to the extent of the damage 5167 is not repairable and has zero salvage value. 2. Funding Source: (Budget information will be used to prepare Board Order): Accumulated depreciation on 5167 is $10,146; insurance subrogation is est to be$4,800. Is an appropriation adjustment needed? ®Yes No Fiscal Officer: Name: Vince Guise Telephone: 6-5250 3. Description of vehicle or equipment requested (if applicable, complete an accessories form): Standard cab compact size nick-up with lona bed. 4. Is an alternative fuel vehicle acceptable? El Yes Z No If no, reason clean air vehicle will not work: Vehicle is to be used by field personnel. Alternative vehicles are not feasible due to limited availability of fueling stations. 5. if replacement, which vehicle or equipment is being replaced: Type: Standard cab compact pick-up with long bed. Vehicle/Equipment Number: 5167 Odometer/Hours: 79.131 6. Reason purchase cannot wait until next budget cycle: Immediate program needs 7. CAC} Release to GSD Fleet Management: Yes No Date: CAO Signature: �'"" FOR GSD 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: 9 W_o 3 Vehicle/Equipment: Maker Model: Year: /'41193 Condition of vehicle and/or equipment and life expectancy: V N,6 -j� noels r-DT/ttt6 >` 4cC,L)e✓-, Accumulated Depreciation�ly r; y s estimated Salvage Value: Estimated Cost of Request 6 3qj 3. Fleet Manager Signature: -- ' _ - --- - Date: /0 HAVehicles and Equipment\Vehicle-EquipmcrtRequest-Fillin[l).doo 12112/01 AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT TIC 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 Operations 4263 4953 AUTOS & TRUCKS 10,146.00 0990 6301 RESERVE FOR CONTINGENCIES 10,146.00 0990 6301 APPROPRIABLE NEW REVENUE 10,146.00 TOTALS: $10,146.00 $20492.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation and estimated By: Date:/° ' 's'` "} salvage from equipment#5167 being replaced by Agriculture. CO"AD N TRATO "' --le Date: �`/ BOARD OF SUPERVISORS YES: SUPERVISORS G1€}A U1UUk GREENBERG,DESAULNIER,GLOVER No: None John Sweeten,Clerk of the Board of Supervisors and County Administrator 1 Deputy Director General Services 10/9/2003 {i [� Date:Oct 28, Z (� NATURE TITLE DATE (M 8134 Rev.2/86) - APPROPRIATION ADJ. JOURNAL No. AP'OO SOS"" CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT TIC 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT fludget Unit 0063 Fleet Services 0005 8982 EQUIPMENT REPLACEMENT RELEASE 10,146.00 TOTALS: $10,146.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation from By; ,w.. . �. ,-yDate: s� vehicle#5167. COUNTY A MINISS);RATCIR By: Date: BOARD OF SUPERVISORS YES: u R6610W I e,DE Al#Lt>�i�ft,Ot VER No: None John 8weet#n,Clerk of the Board of Supervisors and County Administrator ., Deputy Director General Services 10/912003 Tt1RE~— TITLE DATE REVENUE ADJ. By ,vl I Rate:Oct , JOURNAL NO. OO (M 8134 Rev.2186) i' AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT r7j 130ARD OF SUPERVISORS T/C 27 ® COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT: AGRICULTURE-WEIGHTS&MEASURES/FLEET SERVICES EXPENDITURE ORGANIZATION SUB-ACCOUNT EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE 3305 2180 Agricultural Expense 3,195 00 4263 4953 Autos&Trucks 3,195 00 3,195 00 1 3,195 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER: Transfer appropriations to Fleet Services for replacement truck. BY: ' wz � DATE Jc COUNTY ADMI TRATOR: -� BY: 6�0� DATE BOARD OF SUPERVISORS: YES:. SUPaZt1RS G101A,UILKI�{IU GW C,DESAULNIER,GLOWR t { NO. NONE 03 john Sweeten,Clerk cif the Board of Mgmt Analyst I a Supervisors and County Administrator SIGNATURE TITLE DATE JtJ 8Y: DATE OCTOBER 28, 2003 APPROPRIATION APOOADJ.JOURNAL NO. (M 129 Rev 2186) USE ONLY ` COSTA COUNTY FINAL APPRCVAL NEEDED BY; APPROPRIATION ADJUSTMENT COUNTY ADMINISTRATOR � � T/C 27 BOARD OF SUPERVISORS - ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE Fund 110300 Building Inspection 3420 4953 AUTOS & TRUCKS 13,206.00 TOTALS: S 0.00 $13,206.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation from By: Date: vehicle #1527 being replaced by the Building Inspection Department. This vehicle is not on the COUNTY ADMINISTRATOR Master List for Vehicle Replacement in FY2003-04. By: Date: BOARD OF SUPERVISORS Deputy Director NO: General Services 10/14/2003 MINIATURE TITLE DATE By: Date: APPROPRIATION (M 8134 Rev.2186) ADJ. JOURNAL NO. APOO �\ CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT TIC 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT Fund 110300 Replacement Release 3420 8982 EQUIPMENT REPLACEMENT RELEASE 13,206.00 TOTALS: $13,206.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER TO appropriate accumulated depreciation from By: Date: equipment #l`1527. COUNTY ADMINISTRATOR By: Date: _ BOARD OF SUPERVISORS YES: NO: Deputy Director General Services 10/1412003 SIGNATURE TITLE DATE By: 4 Date: REVENUE ADO. (M 8134 Rev.2186) JOURNAL NO. RA00