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HomeMy WebLinkAboutMINUTES - 01112005 - C.60 TO: BOARD OF SUPERVISORS CONTRA M, FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES ! COSTA DATE: JANUARY 4, 2005 COUNTY SUBJECT: REQUEST TO PURCHASE FIVE HYBRID VEHICLES FOR THE 0,1&0 ENVIRONMENTAL HEALTH DIVISION OF THE HEALTH SERVICES DEPARTMENT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase five hybrid vehicles for the Environmental Health Division of the Health Services Department and AUTHORIZE the attached appropriation adjustments for these purchases. FINANCIAL IMPACT The Health Services Department is purchasing five vehicles for approximately $115,235. The purchases will be funded with accumulated depreciation ($35,927), estimated salvage ($4,200) and $75,108 transferred from Health Services. Funding for two of the replacement vehicles will be from California Integrated Waste Management Board Local Enforcement Agency grant funds and solid waste fees. The other three vehicles will be funded with program fees. BACKGROUND The Health Services Environmental Health Division is adding one vehicle and replacing four others. All of the replacement vehicles are more than 10 years old. The additional vehicle is needed due to the filling of a vacant inspector position. These vehicles are not on the Board Approved Master List for Vehicle Replacement in FY2004-05. 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 these 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: SIGNATURE: &W44aVf 5="fRECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER z 3 SIGNATURE(S): ACTION OF BOAD,.DN Ci:' APPROVED AS RECOMMENDED �0�b£i4 VOTE OF SUPERVISORS UNANIMOUS(ABSENT AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originating Dept.:General Services Department cc: General Services Department i HEREBY CERT 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 -, x Auditor-Controller(via F/M) ATTESTED x' Health Services(via FIM) JOHN S STEN,CLERK F THE BOARD OF SUPERVISORS AND NTY ADMiN TOR BY FM:MAK Page 1 of 1 M382(10188) AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT T1C 27 BOARD OF SUPERVISORS COUNTY ADMINISTRATOR BUDGET UNIT: ACCOUNT CODING ENVIRONMENTAL.HEALTH(0452) Page t of I ORGANIZATION EXPENDITURE SUB-ACCOUNT EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE 4263 4953 Autos and Trucks 75,108.00 5870 4951 Office Equip 8z Furniture 75,148.00 75,108.00 75,108.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER Appropriation Adjustment to transfer funds to General Services to purchase 5 vehicles By COUNTY ADMINISTRATOR BOARD OF SUPERVISORS YES: SUPERVISORS GIOIA,UILKEMA, PlEPHO,OESALILNIER,GLOVER `lam John Sweeten,Clark of the Board of pervisors and CoUnty Administrator � �p. , ��g dY `r Uac4/1/ SIGNATURETITLE �DATE APPROPRIATION APOO W (M 129 Kev 2166) ADJ.JOURNAL NO. AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT T/C 27 BOARD OF SUPERVISORS COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT Budzet Unit 0063 Fleet Operations 4263 4953 AUTOS & TRUCKS 40,127.00 0990 6301 RESERVE FOR CONTINGENCIES 44,127.00 4990 6301 APPROPRIABLE NEW REVENUE 40,127.00 TOTALS: $40,127.00 $80,254.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER { 4 To appropriate accumulated depreciation and estimated By. I Mate: I-'-1'1Xq1dt salvage from 4 pieces of equipment being replaced by Health Services,Environmental Health Division . These vehicles COUNTY ADMINISTRATOR were not part of the approved FY04/05 Fleet Vehicle By; y ,c. c -r gate: a Replacement Plan. BOARD OF SUPERVISORS YES: SUPERVISORS GIOlR,UILKEMA, PIEPHO,OESAULNIER,GLOVER N- Joh weeterl Clerk of the Board of r Generaputy Director Services � :„�� :1 General Services 12/2/2004 rvlscar �&trator 'S(QrNAT E TfTLE DATE By: Date: /� (M 8134 Rev.2186) APPROPRIATION V 17 Z��/ ADJ. JOURNAL NO. APOO 500A CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT T/C 24 ACCOUNT CODING BUDGET UNIT: GENERATE SERVICES ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT Budget Unit 0063 Fleet Services I 0005 8982 EQUIPMENT REPLACEMENT RELEASE 35,927.00 0005 9922 SALE OF EQUIPMENT 4,200.00 i ! E TOTALS: $40,127.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDIT9R-CONTROLLER To appropriate accumulated depreciation & By: date: 1 2�t" t� estimated salvage on the following vehicles: Eq # Acc Depr Est Salvage Total COUNTY ADMINISTRATOR 0878 81,253 1,200 95,453 Date:.. 0885 89919 19,000 99919 BOARD OF SUPERVISORS 0886 89919 19000 91919 YES: 0892 99836 15,000 109836 SUPERVISORS GIOIA,UILKEMA, Total 35,927 4,200 405127 PIEPHO,OESAULNIER,GLOVER Deputy Director General Services 12/212004 r $IGNAT E rt TITLE DATE Joh weeten,Clerk of the Burd of - rvisor, dministrator 'dam REVENUE ADJ. �J By: '�r �--z--mate: G' JOURNAL NO. FCRUO �+� (M 8134 Rev.2188) Environmental Health Vehicle Purchases Purchase Equip# AIC Depr Salvage Total Cost Net due 0878 8,253.47 1,200.00' 9,453.47 23,047.10 13,593.63 0885 8,918.95 1,000.00 9,918.95 23,047.10 13,128.15 0886 8,918.95 1,000.00 9,918.95 23,047.10 13,128.15 0892 9,835.83 1,000.00 10,835.83 23,047.10 12,211.27 Add - - - 23,047.10 23,047.10 35,927.20 4,200.00 40,127.20 115,235.50 75,108.30 12l02104be G:1Accting\FLEETICapital Vehicle Infoi[HSD Env Mid yr replacements.xls]Sheetl VEHICLE.AND ItQUIPMENT RWOUEST FORM (U—_ Instruction Sheet) Department: En __Date: 1110912004 Authorfzed Signat . Tlephone646-5225 ext. 231 Ken Director' Panted Name: ._.�Stuart,, Di �., �. Reason. jsA:tftalio n for vehicle rsgveet: Cost reductlon ueina fuel effecient vehicles and need-ed Lor dft EQUILM 2. Funding Source: (sudgat information wm-De used to prepare Board Ordar).. EUIIY Eun a .Proarams Is an appropriation adjustment needed? ❑ Yes 0 No Fiscal Officer Nem; Richard Straus Telephone:,370-571 6 3. Descripoon of vehicle or equipment requested(ff aonlicsDfe;ccihplete 8n ACCeffiscxries form): - 4 door Lovota brad Prius or 4 door Honda HYbrid Civic 4. is an alternative tusi vehicle acceptable? d'vss Nr+3 If no, reason dean air vehicle will not work: CoUnty wicke responsibilities and will use vehicles for out of coypM.travel and will need to use regular gasoline. S. If replacement,which vehicle or equipment'is beim replaced: Type: Vehicle/Equipment Number C?iitsmaiar/Hours: 6. Reason purchase cannot wait until next budget cycle: Increase 'tt ataffind f xz � ri� and loafs of revenue If Ins o can n 7. 1✓AC3 Release��Meat Mart> gem+artt; ,. 'Yes E No Crate: :E ' CAC? signat re. w r � � t _. FOR GSD FLEET MAft+fAGEMlrNra us 1. Is vehicle/equipment an additlon to the feet? Yes CI No 2. If vehicle/equipment is for replacement,an Inspectlonfevalustion to be completed by Fleet Manager. Date Inspected: l - VahiclelEquipment; Make, Model: Year: Condition of vehicle andlat,equipment and life expectancy: Accumulated Depreciation Estimated salvagto Value: Estimated Cost of Raquest: ft 3. Fleet Manager signature:r - Da#e: 'n C`.tilk�dtn9treNt out!tiasitin�V'matgan'1x�€r16CtiirtgetT,tnprr�ry:xrcrnctf3lidcU7+..G!}lhrfMiAl Rt)1.1.5t1$I�LL'L"!'nt,'`VUr$r"1'tUN ttlltM.ehx 1211�it�! VEHiCLF:AND EQuiPMENT REOtIEsT FORA (See Instruction Sheet)' Department; n - nDec 11101912004 Authorized signatur Tglephons 646-5225 ext. 231 Printed Name., Ken Stuart Dirbetor I. Reason and justification for vehtcls request. FUe1-JEffgel ent Vehicles 2. Funaing Smoce: (Budgat inforrriatlnn wait est used to prspare s Order)::Fuily FUnd1Pr_Qarams Fees is an appropriation adjustment needed M Yes No Fiscal Officer: Name: Richard Kraus Telephone: 37t?-52'06 3. Description of vehicle or equipment requesied(N RoPlic-able,compute sri'scrossories form)4 4 door l ota Hybrid Prius or 4 d6or Handy Wbrld Civic 4. is an alternative tuai vshic:W a=eptabte? t3Yes No If no, reason dean air vehicle will not work:-Coynty vAde responsibilities and Will use vehicles for out of coun!X travel and will need to use re ular asoline. 7. If replacement,which vehicle or equipment is being replaced: Type:.1994 Ford.Tempo AtehidelEquipment Number. 9$5.x. Odomatar,%urs: .8$.57 s. Reason purchase cannot wait until next budoet cycle: High Maintenance »tnd loss of revenue If Inspectors can not conduet theiiLdally-Inagecdons- 7. CAC) Ratesse to G D.,EIeet Menagernent: 'Yes [ No Date: CAO SignatUr FOR GSD LEilT MANAGEMENTS USE 1. Is veNcl€/equlprnent an addition-to the fleet? Yes Na 2. If vehiclelequipment is for replacement, an Inspecxiorvevaluation to be compietad by Fleet Manager. Date inspected: _ `` f ,` t Vehicle/E ui ert' Mak q ixn Madel: x I Year: . Condition of vehicle alndfor equipment and life expectancy: /`t 6- A / Accumulated Depreciation `: - S� =.' Estimated Salvage Value. Estimated Cost of Request �-a� �;�.•� , 3, Fleet Manager Signature: ter' - - ......�.�...� daze: C'N)Ov1;11im413 tnd biVGiMp4hwrpifA"u1 NettMgstT,.io om,y.1nftmOf'Fflt% 'S!XJ IWMI N 1101J.So$FiJLi T ACQUISITtUl4 FORM.t m 121120 VEHICLE AND EQUIPMENT l EOUEST FORAM (See'Instruction Sheet). Department: En it ©ate: 11109/2004 Author�etcl sent T I hr n : . -5225 ext. 231 Printed tame: Ken Stuart, Director 1. Fttassorw.snd jutstirmcation for vehfols roqu."t: EUgE f Wciepl V-ehi.Cjg-%. 2. Funaing source- (ovdgw inforrnation wol-De used o preparef soaro Orow)4 Fu iy' Funded ftograrns Fees is an appropriation adjustment needed? 11 Yes E3 No Fiscal Offleer Name. Richard Kraus Telephone: 204216 3. Descrlption of vehicle or equipment requested coMPlate an,80c+a Wries farm,; 4 door 70 0 ► Hybrid P'rius or 4 door.HohdiH brid Givic 4. Is an alternative fuel vehii ie acceptable t1 yes, Na If no,reason cin air vehicle will riot want:-COunjyjt4de res onslrbilities and will use vehicles for out of count travet and will need to use regular oa$ollne. 5. If replacement,which vehicle or equipment is being replaced: Type.,.1994 Ford 1`@I'1 eo NfehiclefEcluipment Number:.. �.$$5t i#tir» tslrlHt urs: 88.107 mi. s. Reason purchase cannot wait until next budget cy Hi _Malntenance ando of revenue If ins ctora can not con uct idaily 7. CAO Ralsaseta-04Q Fleet Man a ntV 'Yes 13 No Date: �Ii1F�F�Y�I1�1�I��I�IMYr11Y11�11i/IIII�W41M1�1I1�}II�YI�IIIIIIO illy/IAi�11fiMVY„'N Xp1vuM)ry>'WY'W FOR GSD F .EE.T MA14AGEMENra USE 1. Is vehicle/equipmeM an adder to the fleet? Yes No , 2. if vehicle/equipment,Is for reptacaern+r[nt, an inspectlanlevatustlon to be completed by Fleet Manager Date Inspected: 9–C; valhic le quipment Make'. I O i IQ Model: 7 Year:—/,2 Condition of vehicle andlot'.equipment and life expectancy: /Ic> t� i e -ya� ;+: -r.i *.%.. .✓ . '-i, M�`-:.:C:'.. i.., t;~ "t' .1 .R ,G.-. ._.L`st`.« -,; in,- _ .. mow- '�`•.. r v� e Accumulated Depreciation ��X11 � Estimated Ealvags Vglue: Estimated Cost of Raqu"t s 1 Fleet Nlanager Signature: . Date, Lt .. . --ter---- €':tt?a�}at et31turld t;t4irtPvff&VPr 4At&1 SeUttteI nth+ My"A"rnct V0*K,lt" ,KI KAnMiN t'tOJA.M int tWI T ACQUISITION#?tlltmAv 121E2ht! J VEHICLE AND EQUIPMENT REQUEST FORM ( yy (See Instruction Sheet) Department : Cr :t '� �- It ; � Date: Authorized Signature, Telephone: Printed Name: 1. Reason and justification for vehicle request: Ce, �Ce4WAX 2. Funding Source: (Budget. formation will be used totKepare Board Order): A r, -t Is an appropriation adjustment needed? 0 Yes E& No Fiscal Officer: Name: r1�t ,C 5__ Telephone: e 3. Description of vehicle or equipment request (if applicable,complete an accessories farm): (A 4� 1, 4. Is an alternative fuel vehicle acceptable? WL Yes No If no, reason clean air vehicle will not work: t61 " } ' r O. C i 5. If replacement,which vehicle or equipment is being replaced: Type: Vehicle/Equipment Number: 9-1— Odometer/Hours:--7 1. W _ 6. Reason purchase cannot wait until next budget cycle: K l �mwz- 7. CAU Release tg.GSP Fleet Management: 0,Yes CJ No Date: CAU Signatures FOR CSD FLEET MANAGEMENT'S USE 1. Is vehicle/equipment an addition to the fleet? d Yes No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date inspected: JJ-29-09' ;2 a° Vehicle/Equipment: Make: 0 td� Madel: � Year: Condition of vehicle and/or jequipment and life expectancy: �U e--H,/c-L L { � y. �� j/0 V-eet2- 4 L C<3 Accumulated Depreciation: Estimated Salvage Value. Estimated Cost of Request: 45�-17 3. Fleet Manager Signature: Date: �� s \\6;sd-app\lmoTech',13'eb_page]Web-DocsTleetlVehicle-PquipmeiztRequest.doc 12/12(01 VEHICLE AND EQUIPMENT REQUEST FORM (See instruction Sheet) Department : Health Services Date: 11/15/2004 � r _ Authorized Signature Telephone: 646-5225x231 Printed Name: Kenneth C. Stuart 1. Reason and justification for vehicle request: 12yr* Vehicle replacement 2. Funding Source: (Budget information will be used to prepare Board Order): CIWMB LEA GRANT FUNDS/SW FEES Is an appropriation adjustment needed? ❑Yes ®No Fiscal Officer: Name: Richard Kraus Telephone: 370-5216 3. Description of vehicle or equipment requested (if applicable, complete an accessories form): Hybrid(honda Civic/Tovota Prius 4. Is an alternative fuel vehicle acceptable? El Yes Z No If no, reason clean air vehicle will not work: Only hybrid OK as alternative fuels not readily avaiable in remote areas of county where inspectors are assigned 5. If replacement, which vehicle or equipment is being replaced:Type: Ford Tiempo Vehicle/Equipment Number: 0878 Odometer/Hours: 82500 6. Reason purchase cannot wait until next budget cycle: High maintenance, loss of revenue if inspectors are unable to travel to inspections, unreliabel tran 7. CAO Release to CSD Fleet Management: FJ'''es 0 No Date: -/''Xr CAO Signature: . � . F©R GSD FLEET MANAGEMENT'S USE 1. Is vehicle/equipment an addition to the fleet? 11 YesP� No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: �I`2 a� Vehicle/Equipment: Make: oili> Madel: � Year: /f, Condition of vehicle and/or equipment and life expectancy: ' Accumulated Depreciation- ��A53—Estimated Salvage Value:��� Estimated Cost of Request71 3. Fleet Manager Signature: _ r Date: Z/--:c =