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Home My WebLink AboutMINUTES - 01132004 - C43 TO: BOARD OF SUPERVISORSCONTRA FROM: BARYON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: JANUARY 13, 2004 COUNTY SUBJECT: REQUEST TO PURCHASE THREE VEHICLES FOR THE ,,7,.7 OFFICE OF THE SHERIFF-CORONER SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase three vehicles for the Office of the Sheriff-Coroner. - FINANCIAL IMPACT The Office of the Sheriff-Coroner is purchasing three vehicles at an estimated cost of $58,498. The purchase is being financed with accumulated depreciation ($43,710), estimated salvage ($2,250), and $12,538 from the Office of the Sheriff-Coroner budget. One of the vehicles is being purchased for AC Transit and the Office of the Sheriff-Coroner will be reimbursed $14,252 after the purchase is completed. BACKGROUND The Office of the Sheriff-Coroner is replacing two vehicles and purchasingone additional vehicle. The additional vehicle is being purchased for AC Transit. One of the vehicles being replaced was damaged in an accident and has over 61,000 miles. The second vehicle being replaced is a 1998 vehicle with over 76,500 miles that needs major repairs. These vehicles were not on the Board Approved Master List for Vehicle Replacement in FY 2003/04. 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 vehicles. 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: ftdo� -'''RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE _.�-APPROVE OTHER SIGNATURE(S r ACTION OF BQXRdON January13, 2004 APPROVED AS RECOMMENDED X OTHER x VOTE OF SUPERVISORS X UNANIMOUS(ABSENT TV 1 AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-71 GO) Originating Dept.:General Servi,�Bs 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 FJM) ATTESTED .3Bi1Lir3x`ST 13, 2004 Office of the Sheriff-Coroner(via F1M) JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY ; # :ve �L mower '""� �DEPUTY BrdOrdPurch3VehforSheriff1-13-04.doc FM:dp Page 1 of 1 M382(10188) VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : Sheriff Date: 10/3/2003 Authorized Signature: Telephone: 335-1540 1r 7- Printed Name: Stacey Sutter 1. Reason and justification for vehicle request: Vehicle's transmission needs replacement and the cost of repair exceeds the cost of replacing the entire vehicle. 2. Funding Source: (Budget information will be used to prepare Beard Order): Depreciation and salvage accounts Is an appropriation adjustment needed? F�Yes �No Fiscal Officer: Name: Wanda Quever Telephone: 335335-1529' 3. Description of vehicle or equipment requested (if applicable, complete an accessories farm): Four wheel drive Sport Utility Vehicle .. Ford Enllorer for fleet consistency 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: Ford Explorer SUV Vehicle/Equipment Number: 3630 Odometer/Hours: 76.500 6. Reason purchase cannot wait until next budget cycle: Vehicle is necessary for detention facility security 7. GAC? Release to GS13 f leet/Wanagg6 nt: 7 Yes u No Date: CAC) Signature: L FOR GSD FLEET MANAGEMENT'S USE 1. Is vehicle/equipment an addition to the fleet? El Yes No 2. If vehiclelequipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: 2q--e Vehicle/Equipment: Make: /1*1> Model:64o? t-Year: Condition of vehicle and/or equipment and life expectancy; C'C:�S t_ Accumulated depreciation:2t-�4�— Estimated Salvage Value.t Estimated Cost of Request: 7, _ 3. Fleet Manager Signature: _ Date: ✓ tTAITTleet ServicesW3630 replacement.doc 12/12/01 VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : Sheriff Date: 10/17/2003 1 0e Authorized Signature: fi 9 Telephone: 335-1540 Printed Name: Stacey Sutter 1. Reason and justification for vehicle request: Vehicle was damaged in an accident and the cost of repair exceeds the cost of replacing the entire vehicle. 2. Funding Source: (Budget information will be used to prepare Board Order): Depreciation, salvage and 2512-4953 accounts 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): Ford Crown Victoria patrol vehicle. 4. Is an alternative fuel vehicle acceptable? ❑Yes v\J 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, Ford Crown Victoria patrol vehicle Vehicle/Equipment Number: 2033 Odometer/Hours: 61.361 6. Reason purchase cannot wait until next budget cycle: Vehicle is necessary for patrol functions 7. GAO Release to GSD Fleet Management: ❑ Yes ❑ No Date: GAO Signature: ' FOR GSD FLEET MANAGEMENT'S USE 1. Is vehicle/equipment an addition to the fleet? F-1Yes � No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: .t ° Vehicle/Equipment: Make: c�` O Model:C;e�,,-�WLYear: 9,;:�cO Condition of vehicle and/or equipment and life expectancy: 4 C(-j De-,. 7 DA i-sACE Accumulated Depreciation 20, fEstimated Savage Value: J � Estimated Cost of Request 47, E 3. Fleet Manager Signature: Date: U:iIWIcet Services\#2033 reptacement.doc 12/12/01 VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : Sheriff Date: 10/3/2003 Authorized Signature: Telephone: 335-1540 Printed Name: Stacey Sutter ^' 1. Reason and justification for vehicle request: AC Transit is requesting a new mid sized sedan in order to reassign a patrol sedan used by the police manager to the AC Transit sergeant 2. Funding Source: (Budget information will be used to prepare Board Order), 2532 Is an appropriation adjustment needed? �Yes ❑No Fiscal Officer: Name: Wanda uever Telephone: 335-152 3. Description of vehicle or equipment requested (If applicable, complete an accessories form): Ford Taurus mid sized sedan 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: Vehicle/Equipment Number: Odometer/Hours: 6. Reason purchase cannot wait until next budget cycle: Reassignment of existing vehicle to patrol function is pending purchase of this vehicle 7. CAO Release to GS.QF*l Management: ❑ Yes ❑ No Date: _ CAO Signature . s FOR GSD FLEET MANAGEMENT'S USE 1. Is vehicle/equipment an addition to the fleet? 9 Yes ❑ No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: Vehicle/Equipment: Make: ❑ Model: �❑ Year: Condition of vehicle and/or equipment and life expectancy: ,>f /A Accumulated Depreciation: Estimated Salvage Value: Estimated Cost of Request: _ i.1 S17 ..1... rt _ 3. Fleet Manager Signature: �. date: U:TMeet Servicas\AC Transit Taurus.doc 12/12/01