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Home My WebLink AboutMINUTES - 03262002 - C83 To: BOARD OF SUPERVISORS .t CONTRA 3: FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES . y COSTA DATE: MARCH 26, 2002 COUNTY SUBJECT:` REQUEST TO PURCHASE VEHICLES FOR THE SHERIFF- CORONER DEPARTMENT SPECIFIC REQUESTS)OR RECOMM NDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 1. APPROVE and AUTHORIZE the Fleet Manager to purchase two sedans, one passenger van, and one specialized crime scene response'vehicle for the Sheriff-Coroner Department. 2. AUTHORIZE the attached appropriation adjustments to fund these purchases FINANCIAL t11IIPACT The Sheriff-Coroner Department is replacing one vehicle and purchasing three additional vehicles. The replacement vehicle will be funded by appropriating $1,500 of estimated salvage value and $14,086 of accumulated depreciation funds from the General Fund Reserve for Vehicle Replacement to General Services/Fleet Services for this purchase. Three of the vehicles are for the Criminalistics Laboratory, which is funded from the State of California OJP Local Forensic Laboratory Improvement Program Grant. The total cost to purchase the requested vehicles is $164,044. BACKGROUND The Sheriff-Coroner Department, Custody Alternative Bureau, is replacing, one inoperable sedan, which has over 1131000 miles. The three'additional vehicles (one sedan, one passenger van, and a specialized crime scene response vehicle) are for the Criminalistic Laboratory. The sedan will be used for staff court appearances; the van will be used for court appearances and as an additional crime scene vehicle; and the specialized crime scene response vehicle will increase the ability of the Criminalistics Laboratory to respond to multiple crime scenes. The above-referenced vehicles are not on the Board-Approved Master List. CONTINUED ON ATTACHMENT: SIGNATURE: � ECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COM EE PROVE OTHER SIGNATURES ACTION OF BO ON ,� U1� p a{� ----. APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS UNANIMOUS(ABSENT AYES: ii-NOES: ABSEWTS: ABSTAIN: MEDIA CONTACT:BARTON'J.GILBERT(313-7100) Originating Dept.:General Services Department I HEREBY CERTIFY THAT THIS IS A TRUE CC: General SerUtC@S Department AND CORRECT COPY OF AN ACTION TAKEN Administration on AND ENTERED ON THE MINUTES OF THE BOARD Fleet Accounting OF SUPERVISORS ON THE DATE SHOV M. Fleet Management Division Auditor-Controfter(via E/M) ATTESTED � ,_j_" Sheriff-Coroner Department(via F/M) JOHN SWEETEN,CLERR-0—F-r-tP BOARD OF SUPERVISORS Nb COUNTY ADMINISTRATOR DEPUTY F:1VehicieReplacementSoardOrderslSher flDeptlSearchRescue\BO ReRJVehicles S-CComeLabMar282002.doc Page 4 of 2 M382(10/88) REQUEST TO PURCHASE VEHICLES FOR THE March 26, 2002 SHERIFF-CORONER DEPARTMENT Therefore, in accordance with Administrative Bulletin No. 508: "County Vehicle and Equipment Acquisition and Replacement Policy with Guidelines," approval is requestedfor the purchase of the above-referenced vehicles. Based on a review of the need for the new vehicles 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. F-lVehicleRe lacementBoardOrdersxSher€H[7eoSearchRescuelBO Ree ehicfes S-Cedmel.:abMar282002.doc Page 2 of 2 M382(10/89) 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 EXPENFNTLERE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT Budet Unit 0063 Fleet Oueratians 4263 4953AUTOS &TRUCKS 15,586.00 0990' 6301' RESERVE FOR CONTINGENCIES 15,586.00 0990 6301' APPROPRIABLE NEW REVENUE ' 15,586 00 TOTALS: $15,586.00 $31,172.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation and estimated salvage Unit #0682 being replaced by the Sheriff's py: Date: ` - Department. All additional funding will come from the Sheriff's Department. COU;r4 T©� ay; I .. -,,+a , Date: BOARD OF SUPERVISORS YES: ,r r vrr, Deputy director NO: General Services 03106102 SEE ITEM C.42SIGNATURE TITLE DATE ' By: Date: APPROPRIATION (M 8134 Rev.2198) ADJ. JOURNAL No. APOO 141 CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT TIC 24_ ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT Budeet Unit 0063 Fleet Services 0005' 8982 EQUIPMENT REPLACEMENT RELEASE 14,086.00 0005 9922 SALE OF EQUIPMENT 1,500.00 TOTALS: $15,586.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation & By: Daae: estimated salvage from Unit #0682. COUNTY ADMINIS R BY: _-_- i I@/,== Date BOARD OF SUPERVISORS YES: NO: f ,rz Deputy director SEE ITII�t C.42 " General Services 03106/02 StGNATURE TITLE DATE By: Date: REVENUE;ADJ. j (M 8134 Rev.Zt86) JOURNAL NO. RAOO E;j'q twaLy CONTRA COSTA COUNTY FINAL SAI.NOWD!!Y= APPRopRiAT1UN ADJUSTMENT BILA M OF SUMMIGOR8 T/C 27 COUNTY ADM1NWRATOR A=UNT CoolNe ®t113M UNIT:8hWM Cf11ae oaW IItU ORGANZAT" t A=w EVE110ITURE ACCOUNT DESC TIONtDECREJkSE;)- INCREASE 2512 4933 Autos&Trucks 148,458 00 4263 4953 Autos&'Trucks 148,458 00 TOTALS1 '140,4501 001 148,4Wl ba APPROVED EXPLANATRNI OF REQUEST AUD11TOR-CO10TRnt.l.Eit: To reallocate to FY 2001102 Sheriff's Department appropriations to allow for replacement of Custody BY: DATE Alternative vehicle#0682, as approved In final budget and the acquisition of three Crime Lab"hides,as approvers as , COUNTY ADM11eST TOW part of the State of California OJP Local Forensic Laboratory Improvement Program Grant. BY: DATE- BOARD OF SUPERVISORS: YES: NO: SEE ITEM C.42 iSheriffs Chief of ma"pipawat Svcs 3/5/02 SIO ATURe TtTt.E' DATE APPROPIelATM APOO i'Ar az ti rsw.. ,ro4�.� vs.n ^e wNii�Fk 1 E f w t.H 1:-t itl:r ✓4..5 ..>..,.+� .c..Fy t i .v-e. ca`�r m , 00) 9S z c ' rapIV CD co CD w ITS TOTAL P.04 VEHICLE AND EQUIPMENT REQUEST FORM' (Use a separate request for each vehicle request) Department: Sheri Date: 01/31/2002' Authorized Signatory 1. Description of vehicle,or piece of equipment requested: New raid-sized sedan 2. Reason for vehicle request: Vehicle being replaced has 1131000 miles on it and needs a new transmission which exceeds the value of the vehicle. 3. Funding Source: Ora#25124953 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: Vehicle is used by the Custody Alternative Bureau to check'on proaram Inmates over a bread area In which alternative fuel limitations would be ahinderance. 5. if replacement vehicle, please show the following`:for vehicle to be replaced: vehicle number: 682 odometer reading: 113,000+ 6. Reason purchase can not wait until next budget cycle: A replacement vehicle Is needed as soon as possible'as this vehicle Is inoperable. FOR FLEET MANAGEMENT COMPL.ETI!2N; 1. Inspection/evaluation by Fleet Management as to condition of vehicle Gate of Inspection; ;Z 2 7 0 Make: 'ot� Model: l4c) yS Year:• l'),9 7 Depreciation: 1 y o Sr C, Salvage: / oo= � Estimated cost of request: �'+ a3 5r -- Condition of vehicle/equipment and life expectancy: V-e-AV emop"& , 2. Fleet Management Signatory 3. CAO Signatory. Approved: Not Approved: 4. Date for Board Order OFFICE OF THE SHERIFF FLEET EQUIPMENT ACQUISITION I REPLACEMENT REQUEST VEHICL.h:S-BOATS-OTHER 1. DIVISION: Custody Alt By Bill French TITt.[': Lieutenant A. Request: Replace vehicle#0682 with nenv mid.--size sedan B. Justification: Vehicle is 5 years old and has 113,000 miles on it Vehicle needs a not, transmission, which exceeds value of vehicle C. Source and Amount of Funds Available: Vehick rgalacement fund. Ox 2. TECHNICALSERVICES DIVISION A. Fleet Coordinators Report (1)Estimated Cost $16,001.0 2#02 Ford Taurus (2)Radio $0.00 use existing= (3)Laptop/Modem $0.00 use existing (4)Emergency. Equip. $0.00 use existing (5)Other $1,0411.00 G.S.D. estimated labor charges Sub-Total $17,001.00 (f)Insurance Recovery $0.00 (7) C'r'edit Depreciation ($14,086.0 Depreciation funds ('8) Credit-Salvage $1,500.00 Salvage value Total Funding Needed $1,415.00 : Funding from Org. 92572-49.53 Recommendation: Approval By: Ray Ingersoll Title: Lieutenant DaSe: ehruary i, 2(I(12 Reviewed and Initialed - Commander Captain 3, ADMINISTRATION- FISCAL OFFICER Recommend Not Recommended Comments: By: Title: Date: 4. UNDERSHE' IFF approved 1)1sapproved Signature: f '`✓ r nate: x/f. 2 _/0 d VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request) Department: Sheriff Date: 02/06/2002 Authorized Signatory: 1. Description of vehicle or piece of equipment requested: Full sized 8 passenger van 2. Reason for vehicle request: A utility vehicle to provide flexibility as an additional crime scene vehicle to transport staff and evidence use for court appearances and transportation to training for laboratory personnel 3. Funding Source: Grant Funding Org # 2541 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: Fuel site limitations and range limitations 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: To be purchased with federal grant funds. FOR FLEET MANAGEMENT COMPLETION: 1. Inspection/evaluation by Fleet Management as to condition of vehicle: Date of Inspection: 11, Make: .v/ Model: /u/ Year: Depreciation: Salvage: 3 0 Estimated cost of request: 2o, 33 �'� Condition of vehicle/equipment and life expectancy: 2. Fleet Management Signatory: ~' 3. CACI Signatory: Approved: Not Approved:�� 4. Date for Board Order OFFICE OF TIE SHERI r FLEET EQUIPMENT A CQUXSITION /REPLACEMENT REQUEST VEHICLES-BOATS-OTUFR I. DIVISION: Crime Lab BY Karen Sheldon TITL1:' {.,;Fief A. Request: Purchase full size 8 passenger van B. Justification: Utility vehicle to provide flexibility as an additional crime scene vehicle to transport staff f`and evidence, use for court appearances and transportation to training. C, Source and Amount of Funds Available: 2. TECHNICAL SWRIJIC.'ES DIVIVO A. Fleet Coordinators Report (1)Estimated Cost $20,398.30 Full,size 8 passenger van (2)Radia $9#0.'00 Kenivood Radio (,) Laptop/Modem $(I.#0 (4)Emergency. Equip. $0.00 (5)Other $400.00 (;.,V D. estimated labor charges Sub-Total $21,698.30 (6) lnsurtince Recovery $0..00 (7) Credit I)epreciation $0.00 (8) Credit-Salvage $0.00 Total Funding Needed $21,698:30 Funding from Org. #2. 41 Recommendation: Approval Bv: Ray Ingersoll (W/ Title: Lieutenant D t Fehruaq 6, 002 Reviewed and Initialed • Commander � Captai 3. ADMINISTRATION- FISCAL OFFICER Recommend Not Recommended Comments: Bv: Title: t ,� Date: t- , 4. UNDFRSHE FF t,, Approved Disapproved Signature- ate- VEHICLE AND EQUIPMENT'REQUEST FORM (Use a separate request for each vehicle request) Department: Sheriff Date: 02/06/2002 Authorized Signatory: 1. Description of vehicle or piece of equipment requested: Mid sized sedan for Criminailistics Laboratory staff 2. Reason for vehicle request: Staff courts appearances and other administrative duties` 3. Funding Source: Grant Funding Or-q # 2541 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 Fuel site limitations and ranee limitations 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: To be purchased with federal grant funds. FOR FLEET MANAGEMENT COMPLETION: 1,' Inspection/evaluation by Fleet Management as to condition of vehicle. Date of Inspection: Q/ra Make: A-Ili Model': � Year. Depreciation': -- Salvage: 0S Estimated cost of request: t C7 Condition of vehicle/equipment and fife expectancy: . 2, Fleet Management Signatory: 3. CAO Signatory: Approved: Not Approved: 4.: Date for Board Order OFFICE OF THE SHERIFF Po FLEET ]EQUIPMENT ACQUISITION /REPLACEMENT REQ'UES l- VEHIC.'L S-BOATS-OTIMI 1. DIVISION: Grime Lab By Karen.Vheldon 't'1'TIF, Chief A. Request: Purchase mid-size sedan B. Justification-. .Staff court appearances and other administrative duties. COLOR 4F VEHICLEN4T TO BE WHITE C- Source and Amount of Funds Available: 2. TECHNICAL.,5ERVICES DIVI.Y10N A. Fleet Coordinators Report (1)Estimated Cost $16,038.05 211112 Ford Taurus (2)Radio $900.00 Kenwood Radio (3)Laptop/Modem SA 00 (4)Emergency. Equip. $11,00 (5)Other $400.00 G.S.D. estimated labor charges Sub-Tatar $17,338.05 (6) Insurance Recovery $0.00 (7) Credit Depreciation $0.00 (8) Credit-Salvage $0,.00 Total Funding Needed $17,33&05 Fundingfrom Org. #2541 Recommendation: Approval Bv: Ray Ingersoll t '"fTitle: lieutenant Dat ' February 6, 2#02 Reviewed and Initialed - 6mmander tai;��__ 3. ADMINIkSTRATION- FISCAL OFFICER commend Not Recommended Comments: By: 90j'a el )_/llai� Title: Date: 4. UNI)E SHERIFF ✓'Approved Disapproved Signature: TG, __Cate: VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request') Department: Sheriff Date: 02/06/2402 Authorized Signatory: 1. Description of vehicle or piece of equipment requested: Specialized crime scene response:vehicle 2. Reason for vehicle request: To increase the ability of the Criminal:istics Laboratory to response to multiple crime scenes 3. Funding Source: Grant Funding Org# 2541 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: Custom built vehicle for crime scene processing for which limitations of fuel sites and ranee of alternative fuel vehicles will not suffice 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: To be purchased with federal grant funds. FOR FLEET MANAGEMENT COMPLETION' 1. Inspection/evaluation by Fleet Management as to condition of vehicle: Date of Inspection: 1 Make: -'� Model: Year: i9 Depreciation: A Salvage: ' , Estimated cost of request: J � Condition of vehicle/equipment and life expecty: '/` 2. Fleet Management Signatory: 3. CAO Signatory: Approved: Not Approved:_._._ 4. Date for Board Order OFFICE OF THE SHERI'FE FLEET EQUIPMENT ACQUISITION 1 REPLACEMENT REQUEST 'I ERIC US-BOATS-OTHER 1. DIVISION: gime Lab BY Karen ASTheldrjn TITL1: Chief A. Request: Purchase specialized crime scene vehicle. B. Justification: Increase the ability of the Grime Lab personnel to respond to multiple crime:scenes. C. Source and Amount of Funds Availabtc; 2 TECHNICAL SERVICES DIVISION A, Reef Coordinators Report (1)Estimated Cost $111,57.3.0 .Specialized Crime Scene Vehicle:? (2)Radio $400.00 Kett,wood Radia (3)Laptop/Modem $0.00 (4) Emergency. Equip. $0.00 (5)tither $0.00 Sub-Total $112,473.0 (6)In.virance Recovery $0.00 (7) Credit Depreciation $0.00 (8) Ci~edif- Salvage $0.0# Total Funding Needed $112,473.0 Funding,from Org. #2541 Recommendation: Approval Bv: Ray Ingersoll Tithe: Lieutenant Da ebruary,6, 2002 Reviewed and Initialed -Commander 3. ADMINISTRATION- FISCAL OFFICER ,�,,�ecomtnend Not Recommended Comments: By: , A , . ,id fTitle: Date: 4. UNDE EIIIFF v-"Approved 1)isapproved Signature' ' Date: j