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Home My WebLink AboutMINUTES - 07182000 - C162 '-* TO: BOARD OF SUPERVISORS CTI ra FROM: .INTERNAL OPERATIONS COMMITTEE CostaCount`J�/ DATE: July 18, 2000 y�S SUBJECT: COUNTY VEHICLE/EQUIPMENT ACQUISITION AND ' REPLACEMENT POLICY SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. APPROVE the proposed County Vehicle/Equipment Acquisition and Replacement Policy and DIRECT the County Administrator to publish the policy as an Administrative Bulletin. 2. REFER to the Internal Operations Committee the review of current policies and procedures for vehicle maintenance, and the development of a policy on the acquisition and use of alternative-fuel vehicles. 3. DIRECT that, beginning with the FY 20002001 Budget, County Departments include as part of their budget requests a list of proposed new and replacement vehicles for acquisition during the fiscal year. BACKGROUND: On April 4, 2000, the Board of Supervisors received a report from the County Administrator on the General Services Department Fleet Replacement Policy. The Board subsequently requested the Internal Operations Committee to review the policy and return to the Board with recommendations for changes to the policy, if any. The Internal Operations Committee considered this issue at its April 10 and June 26, 2000 meetings. As a result of discussions with staff and a review of fleet data and fleet replacement practices, we are CONTINUED ON ATTACHMENT: X YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR X RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER r SIGN ATURE(S) ...��3 ._.�...--• GAYLE B. b1fKEMA MARK DeSAULNIER ACTION OF BOARD ON July 10 , Z-QQ 0 APPROVE AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE XX AND CORRECT COPY OF AN ACTION TAKEN UNANIMOUS(ABSENT �k 1 ) AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE AYES: NOES: SHOWN. ABSENT: ABSTAIN: ATTESTED July 1 A , CONTACT: JULIE ENEA ()25)335-1077 PHIL BAT HELOR,CLERK OF THE BOARD cc: INTERNAL OPERATIONS COMMITTEE STAFF OF SUPERVISORS AND COUNTY COUNTY ADMINISTRATOR ADMINISTRATOR GENERAL SERVICES DEPARTMENT DEPUTY COUNTVEHICLE/EQUIPMENT ACQUISITION AND JULY 10, 2000 REPLACEMENT POLICY PAGE 2 recommending the attached policy for your approval. We believe this policy will ensure that the Board has the information it needs to make wise choices in the expenditure of limited fleet replacement funds, will facilitate planned volume purchases rather than the more expensive "off-lot" purchases of vehicles, and will promote a consistent application of replacement criteria for all county vehicles. Additional issues emanated from the process of developing this policy, relating to fleet maintenance and the acquisition and use of alternative-fuel vehicles. If directed so by the Board, the Committee will explore these issues and return to the Board with recommendations to expand this policy or for new policies in these areas. By supporting the recommendations of this Board Order, a referral on these subjects will be made to the Internal Operations Committee. CONTRA COSTA COUNTY Office of the County Administrator ADMINISTRATIVE BULLETIN Number: 508 Date: 7/19/00 Section: Property and Equipment SUBJECT: County Vehicle and Equipment Acquisition and Replacement Policy with Guidelines The County Board of Supervisors is responsible for setting policies and guidelines with respect to County departments' requests for acquisition and replacement of County vehicles and equipment. Such requests will be considered in accordance with the policy and guidelines set forth in this bulletin. Policy Additional and replacement vehicles and equipment to be acquired by County departments either through purchase, lease purchase or donation must be appropriate for the intended use, within the approved budget, safe to operate, and cost efficient both to operate and maintain. The expected annual use of any vehicle should be in excess of 3,000 miles. Replacement priority will be given to vehicles and/or equipment that are determined by the Fleet Manager to be unsafe, in the poorest condition, uneconomical to operate or maintain, or have the highest program need. Whenever possible, vehicles and equipment using compressed natural gas, electricity, or fuel cell (Zero Emission Vehicles), are to be considered. Guidelines for Acquisition of Replacement Vehicles/Equipment In accordance with the Acquisition and Replacement Policy, vehicles and equipment will be considered for replacement or, in the case of under-utilization, reassignment to another department, when one or more of the following conditions exist, as determined by the Fleet Manager: * Replacement parts are no longer available to make repairs * Continued use is unsafe * Damage has made continued use infeasible * The cost of repair exceeds the remaining value * Under-utilization (usage does not exceed 3,000 miles per year) cannot justify ongoing maintenance costs d p— At the mileage intervals specified below, vehicles will be evaluated to determine their condition and expected life. The General Services Fleet Management Division is to make such evaluations in accordance with the following schedule. Evaluations may be conducted sooner under certain conditions, such as when a vehicle needs repairs more often than other vehicles of the same class and age, or when a vehicle has been damaged. After initial evaluation, a vehicle will be re-evaluated every 12,000 miles or until it reaches the end of its life, at which time it will be declared surplus. VEHICLE TYPE EVALUATION INTERVAL Sedans 8 years/90,000 miles Sheriff Patrol Sedans 3 years/90,000 miles Passenger Vans 8 years/90,000 miles Cargo Vans 8 years/90,000 miles Sport Utility Truck 10 years/100,000 miles Pickups and 4x4s 10 years/100,000 miles Medium/Heavy Duty Trucks 12 years/120,000 miles Buses 15 years/180,000 miles School Buses 8 years/ (inspect every 45 days by law) Miscellaneous Equipment Depends on Condition Guidelines for Acquisition of Additional Vehicles/Equipment A County department requesting acquisition of an additional vehicle or piece of equipment must demonstrate the need and identify the source of funding for the acquisition and its ongoing maintenance. Any vehicle and/or equipment that is offered as a donation to the County must be inspected by the Fleet Management Division and determined to be in good operating condition, safe, and efficient to operate and maintain prior to acceptance. If the vehicle does not meet these criteria, the donation is not to be accepted. Board Approval of Vehicle/Equipment Acquisitions Funds for the acquisition of additional or replacement vehicles/equipment must be appropriated in the County budget before such acquisition can occur. This appropriation may be included in the annual County Budget adopted by the Board of Supervisors or may occur via a budget appropriation adjustment approved by the Board during the fiscal year. Appropriation adjustments must include justification for the acquisition. Effective with the fiscal year 2001-2002, the General Services budget for acquisition of replacement vehicles and/or equipment will include information that justifies each such acquisition, e.g., an explanation as to why an existing vehicle or piece of equipment needs to be replaced, and whether an alternative fuel vehicle is feasible. The General Services department shall also provide the Board each year at Budget Hearings a summary of the distribution of light vehicles and heavy equipment by department for the current fiscal year, the two prior fiscal years, and the recommended distribution for the new fiscal year.