HomeMy WebLinkAboutMINUTES - 06052001 - C.169 .TO: BOARD OF SUPERVISORS
FROM: Barton J. Gilbert, Director of General Services • -•• T
Contra
Costa
DATE: June 5, 2001 C Q U n ty
't
UX
SUBJECT: REQUEST TO PURCHASE VEHICLES/EQUIPMENT ON
BEHALF OF THE SHERIFF-CORONER
DEPARTMENT/DETENTION DIVISION
SPECIFIC REQUESTS OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION(S):
1. APPROVE and AUTHORIZE the Fleet Manager to purchase one (1) F-450 super duty van with a 14 foot
insulated body with lift gate on behalf of the Sheriff Department, Detention Division.
2. AUTHORIZE the attached appropriation adjustment transferring $40,280.00 from the Sheriff's Office
budget to General Services/Fleet Services for this purchase.
BACKGROUND:
This vehicle will be used to transport flash frozen meals between detention facilities. The Custody Services
Bureau is implementing a program to centralize food service production at the West County Detention Facility
(WCJC) and transport packaged meals to the Martinez Detention Facility. The costs associated with
implementing this program are all one-time costs of equipment. All the necessary equipment except for the
vehicle already have been ordered. This method of food production has a proven success rate in the food
service industry.
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
and equipment. Based on a review of the need for the new vehicles/equipment 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.
FISCAL IMPACT:
The Sheriff's FY2000/01 budget has monies to cover this purchase. Centralizing food service at WCJC will
reduce food costs overall by 2-3%, and no increase in food costs have been included in the Sheriff's proposed
budget for the fiscal year 2001/02.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
✓(kECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTE
�fC�PROVE OTHER
SIGNATURE(S):
ACTION OF BOA June 5 , 2001 APPROVED AS RECOMMENDED—X X OTHER
VOTE OF SUPERVISORS
XX UNANIMOUS(ABSENT NONE )
AYES: NOES:
ABSENTS: ABSTAIN:
MEDIA CONTACT:
CC: General Services—Ad min I HEREBY CERTIFY THAT THIS IS A TRUE
Fleet Division AND CORRECT COPY OF AN ACTION TAKEN
AND ENTERED ON THE MINUTES OF THE BOARD
County Administrator OF SUPERVISORS ON THE DATE SHOWN.
Auditor-Controller
Sheriff-Coroner ATTESTED June 5 , 2001
JOHN SWEETEN,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
BY DEPUTY
F:\VehicleReplacementBoardOrders\SheriffDept\Detention Div\BO PurchF450SDVanPerSheriffDept 652001.doc Page 1 of 1
1 i
VEHICLE AND EQUIPMENT REQUEST FORM
(Use a separate request for each vehicle request)
Department: Sheriff Date: 04/06/2001
Authorized Signatory:
1. Description of vehicle or piece of equipment requested: 'one Ford E-450
Super Duty Cut-away chassis with 14 foot insulated van body
2. Reason for vehicle request: To transport flash frozen meals between
detention facilities
3. Funding Source: Orq#2590
Is an appropriation adjustment needed? Yes: xx No:
4. Is an alternative fueled vehicle acceptable?: Yes: No: XX
If answer is no, reason clean air vehicle will not work: The E-450
Super Duty Cut - Away Chassis does not show as available as a
clean air vehicle.
5. If replacement vehicle, please show the following for vehicle to be replaced:
vehicle number:
odometer reading:
6. Reason purchase can not wait until next budget cycle: The food system
for the Detention Facilities has been ordered and the truck is
necessary to transport the food between facilities.
FOR FLEET MANAGEMENT COMPLETION:
1. Inspection/evaluation by Fleet Manne e�na§.to cf�nditio��of vehicle:
Date of Inspection: _ ( t.l,�-L�t�X 1 G
Make: Model:
Year:
Depreciation:
Salvage:
Estimated cost of request: 80 UG
Condition of vehicle/equipment and life expectancy:
2. Fleet Management Signatory:
3. CAO Signatory: Approved: Not Approved:
4. Date for Board Order JUNE 05 , 2001
. _ OFFICE OF THE SHERIFF
FLEET EQUIPMENT ACQUISITION /REPLACEMENT REQUEST
VEHICLES-BOATS-OTHER
I. DIVISION: Custody Services BY Gregg Moore TITLE: Commander
A. Request: Purchase Cargo Truck with Insulated Van Body
B. Justification: For use by Food Services to transport prepared meals to Detention Facilities.
C. Source and Amount of Funds Available: —Dx -#2590
2. TECHNICAL SERVICES DIVISION
A. Fleet Coordinators Report
(1)Estimated Cost $25,780.00 Ford E450 Super Duty Cut-a-Way Chassis
(2)Radio $0.00
(3)Laptop/Modem $0.00
(4)Emergency.Equip. $0.00
(5)Other $14,500.00 14' Insulated Van Body w/Lift Gate
Sub-Total $40,280.00
(6)Insurance Recovery $0.00
(7)Credit Depreciation $0.00
(8)Credit-Salvage $0.00
Total Funding Needed $40,280.00 Funding from Org. 2590
Recommendation: Approval
By: Ray IngersolliLTitle: Lieutenant Date: April 6,2001
Reviewed and Initialed-Commander Captain
3. ADMINISTRATION-FISCAL OFFICER ✓ Recommend Not Recommended
Comments:
By: TiEj61:&n_) Title: � Date: W6/
4. UNDERS:.: (1 Approved Disapproved
Signature: Date: �����
OFFICE OF THE SHERIFF
Contra Costa County Warren E. Rupf
Administration Division Sheriff
Fiscal Services
651 Pine Street, r Floor Kathryn J. Holmes
Martinez, California 94553 Undersheriff
(925)335-1526
DATE: May 4, 2001 _
TO: George Roemer, Senior Deputy County Administrator
FROM: Stac . u r, Chief of Management Services
SUBJECT: Vehicle Purchase
The Sheriffs Office has requested that General Services purchase a Ford E-450 super duty
cut-a-way chassis van with a 14' insulated body with lift gate. This vehicle is required to
implement a centralized food service program in the Sheriffs detention facilities. We ask that
this purchase be approved now and not be required to wait until adoption of the final budget
for fiscal year 2001/02.
Background
Some of the budgeting for the Sheriffs Detention facilities is based upon the average daily
population (ADP) of inmates. The two costs most closely tied to the ADP are food and inmate
clothing costs. The Sheriffs budget proposal for fiscal year 2001/02 contains a $31,529
increase in clothing costs due to increased inmate population. The budget proposal does not,
however, include an increase in food costs, as our Custody Services Bureau is implementing a
program which we anticipate will reduce total food costs.
This program will centralize food service production at the West County Detention Facility and
transport packaged meals to the Martinez Detention Facility. This method of food production
has a proven success rate in the food service industry. Benefits of this program include
improved food safety and reduction of wasted food. We anticipate that this program will
reduce our overall food costs by 2-3%, thereby mitigating the increased food costs associated
with both increased food prices and increased inmate population.
The costs associated with implementing this program are all one-time costs of equipment and
total $79,000. Funding for this program is in the Sheriffs Office budget and we have ordered
all necessary equipment, except for the vehicle. Please place the Board Order that General
Services will prepare on the Board's agenda so that we may implement this cost-saving
program as soon as possible.
If you have any questions or require additional information, please let me know.
cc: Commander Gregg Moore, Custody Services Bureau
Commander Paul Clancy, Support Services Bureau