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Home My WebLink AboutMINUTES - 04082003 - C60 TO: BOARD OF SUPERVISORS .`'�� - " , CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: APRIL 8, 2003 OUNTY SUBJECT: REQUEST TO PURCHASE THREE PATROL VEHICLES FOR THE SHERIFF-CORONER TO PROVIDE SERVICES INCLUDED IN THE A. C. TRANSIT PROTECTIVE SERVICES CONTRACT SPECIFIC REOUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 1. APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase three patrol vehiclesfor the Sheriff-Coroner to provide services included in the A. C. Transit Protective Services'Contract. 2. AUTHORIZE the attached appropriation adjustments appropriating $66,696 of estimated salvage value and accumulated depreciation and transferring $1,382 from the Sheriff-Coroner's budget to General Services/Fleet Services for these purchases. FINANCIAL IMPACT The estimated cost to replace the three patrol vehicles is $68,978 and will be financed by funds from salvage, accumulated depreciation, and $1,382 from the Sheriff-Coroner. A. C. Transit will reimburse the Sheriff after the purchase.is completed. BACKGROUND The Sheriff-Coroner is replacing three patrol vehicles to provide services included in the A. C. Transit Protective Services Contract. The units are three years old with mileage ranging between 56,099 to 70,000. These vehicles are not on the Master List for Vehicle Replacement in FY 2002-03. 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 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. CONTINUED ON ATTACHMENT: YES SIGNATURE: a�aQblv� �^'f�tECOMMENDATION OF COUNTY ADMINISTRATOR -RECOMMENDATION OF BOARD COMMITTEE APPROV�F OTHER ACTION OF 89AR?ON '�, iL APPROVED AS RECOMMENDED OTHER - VOTE OF SUPERVISORS UNANIMOUS {ASSENT sL ""{1 ,} AYES: NOES: - ASSENT: ABSTAIN: DISTRICT III SEAT VACANT�T MEDIA CONTACT:BARTON J.GIL.BERT(813-7100) Originating Dept.:General Services 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 I j Auditor-Controller(via FIM) ATTESTED Sheriff-Coroner(via FiM) JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY If 0 ��.,, -'� ,DEPUTY G:VAdmin\Vet,.ideReplacementSoardOrdersNSheriffDept\PatroMO Purch3PatrolVehicieApr012003.doc FM:MAK Page 1 of 1 M382(10/88) VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request) Department: Sheriff Date: 02/06/2003 Authorized Signatory: 1. Description of vehicle or piece of equipment requested: new patrol vehicle, Ford Crown Victorias, to replace aping unit for AC Transit Contract. 2. Reason for vehicle request: AC Transit patrol unit will have reached replacement age by June 2003. Ac Transit requests that it be replaced. 3. Funding Source: ORG# 2532 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: Fueling recguirements and ranee limitations are not suitable for patrol vehicles 5. If replacement vehicle, please show the following for vehicle to be replaced: vehicle number: 2034 odometer reading: 70,202 6. Reason purchase can not wait until next budget cycle: AC Transit is requesting replacement by June 2003. FOR FLEET MANAGEMENT COMPLETION: 9. Inspection/evaluation by Fleet Management as to condition of vehicle: Date of Inspection. Make: z z=o Model: C Year: i�! Depreciation: Salvage: �� Estimated cost of request: _ `; 2 . Condition of vehicle/equipment and life expectancy: : L L- is le 2. Fleet Management S" a : 3. CAO Signatory: '`'`-- Approved: Not Approved: 4. Date for Board Order OFFICE OF THE SHERIFF FLEET E+QUIPIImENT ACQuisMON/REPLACEMENT REQUEST VEHICLES-BOATS-OTHER 1. DIVISION: A1C Transit BY Robert Sherock TITLE: Lieutenant A. Rest: Purchase new patrol vehicle to replace vehicle# 2034 E. Justification: Vehicle#2034 will have been in service for three years the end of June 03. C. Source and Amount of Funds Available: Org, #2532 2. TECHNICAL SERVICES DIVISION A. Fleet Coordinators Report (1)Estimated Cost $24,000.00 2004 Ford Crown Victoria. (2)Radio $0.00 use existing (3)Laptop/Modem $7,500.00 Motorola Workstation 520 (`I)Emergency.gip. $1,433.00 Screen/Console/Push bars/Gun rack-lock (S)Other $22500.00 estimated labor charges Sub-Tow $35,433.00 (6)Insurance.Recovery $0.00 (7)Credit Depreciation ($21,032.0 depreciation funds (8) Credit-Salvage ($1,200.00 salvage value Total Funding Needed $13,201.00 Recommendation: Approval By: Ray Ingersoll a j,& Title: Lieutenant Date: January 10, 2003 Reviewed and Initialed-Commander Captain 3. ADMLN7STRAHON-FISCAL OFFICER i• Recommend Not Recommended Comments: Title: �i' , Date: / 4. UNDERSff;E EF 1 Approved Disapproved Signature: Date: 4Z!113 z d. OFFICE OF THE SHERIFF WARREN E. RUPF Contt`8 Costa CouM Sheriff Patrol Division A.C. Transit Police Kathryn J. Holmes 510-262-4288 Undersheriff Date: January 8, 2003 To: Lieutenant Ray Ingersoll, Technical Services Division From: Lieutenant Robert Sherock r 01 - Subject: A.C. Transit Replacement Patrol Vehicles A.C. Transit has three patrol vehicles stated for replacement in the year 2003. They are units #2034, #2036 and #2065. All three vehicles are scheduled for complete depreciation by the end of June 2003 and have reached the end of their viable service life. l would like all three vehicles replaced in July 2003. Additionally, we will be upgrading from the outdated M.D.C. units to the Motorola 520 Workstation units in each of the vehicles. The current emergency equipment will be moved from the vehicles with the addition of the "consoler, pop--up cage 3 and overhead shotgun t rifle mount in keeping with current Patrol Division specifications. Could you please provide me with a breakdown of casts and arrange for the purchase of the replacement vehicles. It is my belief that the cost per vehicle should be under $3,000.00 per unit (after applying the depreciation account funds) with the Motorola 520 Workstations costing approximately$7,000.00 each using the current vehicle moderns. This is an anticipated cost of approximately $30,000.00 to be budgeted in our.; l2004 fiscal'year. Please let me know the exact cost as soon as possible. Once again, 1 would like these vehicles replaced in July 2003. Capt. R. Woolard, patrol Div. Cmdr. Chief Robert Hughes, A.C. Transit Protective Services Fred Jones, Fleet Services Manager C: "OFF1C-E_ OF THE SHERIFF VI/AFttREN E. RUPF Centra Costa County sheriff Patrol [division - A.C. Transit Police Kathryn J. Holmes 514-262-4248 Undersheriff Date: January 22, 2003 To: Lieutenant Ray Ingersoll, Technical Services Division From:. Lieutenant Robert Sherock Subject: A.C. Transit Replacement Patrol Vehicles This 'memo will confirm our telephone conversations regarding the replacement of the vehicles as outlined in my memo of January 3, 2003. Please order the vehicles for delivery in July 2003. The majonity of the funds needed will come from the vehicle depreciation account. Any additional funds are available now and will be applied at the time of billing. Capt. R. Woolard, Patrol Div. Cmdr. Chief Robert Hughes, A.C. Transit Protective Services Fred Jones, Fleet Services Manager VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request) Department: Sheriff 9 Date: 02/06/2003 Authorized Signatory: 1. Description of vehicle or piece of equipment request d: new patrol vehicle,ford Crown Victorias, to replace aging unit for AC Transit Contract. 2. Reason for vehicle request: AC Transit patrol unit will have reached replacement age by June 2003. Ac Transit requests that it be replaced. 3. Funding Source: ORG## 2532 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: Fueling reguirements and range limitations are not suitable for patrol vehicles 5. If replacement vehicle, please show the following for vehicle to be replaced: vehicle number: 20136 odometer reading: 66,665 6. Reason purchase can not wait until next budget cycle: AC Transit is requesting replacement by June 2003. FOR FLEET MANAGEMENT COMPLETION: 1. Inspection/evaluation by Fleet Management as to condition of vehicle: Date of Inspection: 5 -0,3 Make: A-0sZ-0 Model: Year: 206)"-) Depreciation: 0 3' Salvage: ' Estimated cost of request: ? 2 Condition of vehicle/equipment and life expectancy: . ,jam�'� �:,3-�'s� r' ® �S ' t_�%r�[d C.. L.-,. µ�' �.v ..✓�d,,s.;+� �c�%r_"=�-x 2. Fleet Management S' n o 3. CAO Signatory: ApprovzVs ee '� Not Approved: 4. Date for Board Order c OMCE OF THE SHER�" FLEET i_,x1Pmx+tT AC+QuLsr<`m C RF.Pa., XEMENT 4EQUEST vrtcta�-gra-irrt�e ; I 3 Y 1, DIVISlOW. A1C Transit. 13Y Robert Sherock 3 E: Lieutenant A. Request: Purchase new patrol vehicle to replace vehicle#2036 � 13.Justification: Vehicle#2036 will have been in service for three years 1he end of June 03. C.Source and Amount of Funds Available: Or& It 2532 2. TECHNICAL SL'RP7C€S DIVIS101V A. Fleet C iaaato rt (1)Estimated Cost $24,000.00 2004 Ford Crown Victo (2)Radia $0.00 use existing (3)i.aptoplMockm $7,500.00 Motorola.Workstation 52 (a)Emergency-gip. $1,433.00 Screen/ConsolelPush b n rack.-lock (5)tither $2,500.40 estimated labor Charges Sw�_Tow $35,433.40 (6)Insurance Recovery $0.00 (7)Credit Depreciation ($21,432.03 depreciation funds (8)Credit-.'S`alvage {$1,240.00 salvage value Total Funding Needed $13,201.00 Recommendation: Approval t Ely: Ray Ingersoll 'Title: Lieutenant Date: Jami 10,2003 Reviewed and bitiale d-Commander 3. ADhIXNMSMZWN-FISC OFFICER v----i rm d Ivt Recorimmded Cortrtttents: 1 Title: L3ate: x ? 4_ I1NDFt;t L r approved lisapproved Signature: Bate: 900ft. hIK(rV ass) quit £T£ 9Z6 X�d £O:ZT £o/ro/ko OFFICE OF THE SHERIFF WARREN E. RUFF cow " heFtff Patrol Division • A.C. Transit Police Kathryn J. Holmes 510-262-4208 Undersheriff Date: January 8, 2003 To: Ueutenant Ray Ingersoll, Technical Services Division From: Ueutenant Robert Sherock y Subject: A.C. Transit Replacement Patrol Vehicles A.C. Transit has three patrol vehicles slated,for replacement in the year 2003. They are units #20:34, S and #206,5. All t ree vehlcles are sah�00 fer complete depreciation by the end of June 2003 and have reached the=pt1d of their viable seance life. i would like all thr"...vi-hides,rapigged in July 2DQ A ly, we will be upgrading from the Ni� .C. ,un4s.to the Il rb titian units in each of ft vehicles. The Durr'nt e!"n,. m.# P shotcan rifle vehicles with 1 thean t the"a, , rr unt in keeping wi6 ; patk 13 n . Couldu Yp ply provide me with s brtown of cots a rr.., f4c the purchase of the replacement voil es. It is my.belied#3 tt.the « per rohic l be-unifier * per unitte�" apP #C # epl<e+� n e � <. )N4iith the lt�c�totQla Wrkstaticr►s off.; cwr / rt a i crit vel rntx3sza. Thin ie an<eno> 40 P.M. in our /24 flit P. m the+ . ''as soon as posst C?nos again, l we c ld�Ike. ese vehicles re c in J Capt. R. Woolard, Parol Div. Cmdr. ON& Robert Hugh, A.C. Translst Protective Services Fred Jones, Fleet Services Imager 8 e r OFFOE-Aaf—THF—. WARREN E. RUPf on a 06COU Sli+sirl� Patrol Division - A.C. Transit Police Kathryn J. Holmes 510-262-4208 Undereheriff Date: January 22, 2003 To. Ueutenant Ray Ingersoll, Technical Services DI%Asion Prone. lieutenant Robert Sherock Subject: A.C. Transit Replacement Patrol Vehicles This memo will confirm our tol$th ?no conversahor�s regarding the replacement of the v6htdles as I in my M660" cit January9, 20C?3: Please i rtlar iiia vef is for delivery in July 2003. The ma ft of the funds needed will come from the vehicle d redationaccount. Anyd It itional funds are available now and will be applied at of blifirio. Capt, R. Woolard, Patrol Div. Cmdr. Chief Robert 1•°lthe$, A.C. Trans It Protective Services Fred Jones, Fledt Services Manager y VEHICLE AND EQUIPMENT REQUEST FORM (Use a separate request for each vehicle request) Department: Sheriff r Date: 02/06/2003Authorized Signatory: 1. Description of vehicle or piece of equipment requested: new patrol vehicle. Ford Crown Victorias, to replace aginct unit for AC Transit Contract. 2. Reason for vehicle request: AC Transit patrol unit will have reached replacement age by June 2003. Ac Transit requests that it be replaced. 3. Funding Source: ORG# 2532 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: Fueling reguireme is and range limitations are not suitable for patrol vehicles 5. If replacement vehicle, please show the following for vehicle to be replaced: vehicle number: 2065 odometer reading: 55,999 5. Reason purchase can not wait until next budget cycle: AC Transit is requesting replacement by June 2003. FOR FLEET MANAGEMENT COMPLETION: 1. Inspection/evaluation by Fleet Management as to condition of vehicle: Gate of Inspection: 3>-` 5 0113 IVlake: i ,'D Model: C leo Year: 2 L4) Depreciation: s e� Salvage: .! o Estimated cost of request: Condition of vehicle/equipment and life expectancy: 4.c ZS e_ 2. Fleet Management Sig o -�--�-- - 3. CAO Signatory: Approved: Not Approved: 4. Date for Board Order t. OFFICE OF THE SHERIFF FLEET EQUIPMENT ACQUISITION I REPLACEMENT REQUEST AffiC ES-BOATS-oTHM l. D►IMION. A/C Transit BY Robert Sherock TSF: Lieutenant A. Request: Purchase new patrol vehicle to replace vehicle#2065 B. Justification: 'Vehicle##2065 will have been in service for three years the end of June 03. C. Source and Amount of Funds Available: Org # 2532 2. TECHNICAL SERVICES I3IYISION A. Fleet Coordinators Report (1)Estimated Cast $24,000.00 2004 Ford Crown Victoria (2)Radio $0.00 use existing (3)Laptop/Modem $7,500.00 Motorola Workstation 520 (4)Emergency.Equip. $1,433.00 Screen/Console/Push bars/Gun rack-lock (5)Offier $2 �500.00 estimated labor charges Sub-Total $35,433.00 (6)Insurance Recovery $0.00 (7)Credit Depreciation ($19,0880 depreciation.funds (8)Credit-Salvage 240.00 salvage value Total Funding Needed $15,145.00 Recommendation: Approval By: Ray Ingerrsoff Title: Lieutenant Date: January 10, 2003 Reviewed and Jrtitialed_Commrn er LjjjiLCaTrtain 3. .a91T1i'Ki.11ISTR,4. t7ON- TSCAL OFFICERRecommend Not Reconintended Comments: By-, A2/A Title- Date:'Ito JA�& / 4. UNDE ERI F Approved Disapproved Signature: Date: Ld/, f�L ' OFFICE OF THE SHERIFF WARREN E. RUPF Contra Costa County Sheriff Patrol Division - A.C. Transit Police Kathryn J. Holmes 510-262-4208 Undersheriff Cate: January 8, 2003 To: lieutenant Ray Ingersoll, Technical Services Division From: Lieutenant Robert Sherock Subject: A.C. Transit Replacement Patrol Vehicles A.C. Transit has three patrol vehicles slated for replacement in the year 2003. They are units #2034, #2036 and #2065. All three vehicles are scheduled for complete depreciation by the end of June 2003 and have reached the end of their viable service life. I would like all three vehicles replaced in July 2003. Additionally, we will be upgrading from the outdated M.D.C. units to the Motorola 520 Workstation units in each of the vehicles. The current emergency equipment will be moved from the vehicles with the addition of the "console", pop-up cage , and overhead shotgun I rifle mount in keeping with current Patrol Division specifications. Could you please provide me with a breakdown of costs and arrange for the purchase of the replacement vehicles. It is my belief that the cost per vehicle should be under $3,000.00 per unit (after applying the depreciation account funds) with the Motorola 520 Workstations costing approximately $7,000.00 each using the current vehicle modems. This is an anticipated cost of approximately $30,000.00 to be budgeted in our; l 2004 fiscal year. Please let me know the exact cast as soon as possible. Once again, I would like these vehicles replaced in July 2003. Capt. R. Woolard, Patrol Div. Cmdr. Chief Robert Hughes, A.C. Transit Protective Services Fred Janes, Fleet Services Manager OFFICE OF THE SHERIFF WARREN E. RUPF Centra Costa County Sheriff Patrol Division - A.G. Transit Police Kathryn J. Holmes 510-262-4208 Undersheriff Date: January 22, 2003 To: Ueutenant Ray Ingersoll, Technical Services Division From: Ueutenant Robert Sherock�k Subject: A.G. Transit Replacement Patrol Vehicles This memo will confirm our telephone conversations regarding the replacement of the vehicles as outlined in my memo of January 9, 2003. Please order the vehicles for delivery in July 2003. The majority of the funds needed will come from the vehicle deprecation account. Any additional funds are available now and will be applied at the time of billing. Capt. R. Woolard, Patrol Div. Cmdr. Chief Robert Hughes, A.G. Transit Protective Services Fred Jones, Fteet Services Manager CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT TIC 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECRIrASE> ACCOUNT Budget Unit 0063 Fleet Services 0005 8982 EQUIPMENT REPLACEMENT RELEASE 63,096.00 0005 9922 SALE OF EQUIPMENT 3,600.00 TOTALS: $66,696.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation & By: Date:, estimated salvage ®n the following vehicles: Eq # Acc Depr Est Salvage Total Crtu INIST 2034 219032 11200 22,232 4 Date3��L 2036 219032 11200 22,232 2065 21,032 15200 22,232 BOARD OF SUPERVISORS Total 63,096 3,600 665696 YES: 7 N Deputy director General Services 2/1012003 NATURE TITLE DATE By: Date: _ REVENUE ADJ. (M 8134 Rev.2!86) JOURNAL NO. RAOO .6'I-2-- A43DlTt7bt.UWROLLER USE ONLY CONTRA COSTA COUNTY FINALAPPROVALN By' APPROPRIATION ADJUSTMENT BOARD OF SUPERVISORS TIC 27 COUNTY ADMINISTRATOR ACCOUNT CODINGBUDGET UNIT:Sherifrs Office 0253 Fleet O 0063 EXPRNOTTURE ORGANIZATION sw.AccoUNT EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE 2532 2302 Use of County Vehicle/Equip 1,382 OO 4263 4953 Autres&Trucks 1,382 CIO Tc TALs 1 382 1,382 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER: To reallocate €'Y 01-03 appropriations to allow for the replacement of three AC Transit Vehicles.#2036,#2065 and BY: DATE •-/ - #20134, and funded by AC Transit. COU INT OR: BY: w DATEq12" - BOARD OF SUPERVISORS: YES: NO: Chief of Man emel-t Sven 3/24/03 SIGNATURE TITLE DATE APPROPRIATION APOO j BY: (Deputy) DATE 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 Buffet Unit 0063 Fleet Operations 4263 4953 AUTOS & TRUCKS 66,696.00 0994 6301 RESERVE FOR CONTINGENCIES 66,636.00 4994 6301 APPROPRIABLE NEW REVENUE 66,696.00 TOTALS: $66,696.40 $133,392.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation and estimated salvage from three pieces of equipment being replaced by By: `' may° Date: , the Sheriff for AC Transit contract. CO TY IVIS , T z _ezq�,,1+0 Date: t BOARD OF SUPERVISORS YES: Deputy Director NO: m Genera(Services 2/10/2003 -PSIONATUIfE TITLE BATE By: Date: APPROPRIATION (M 8134 Rev.2/8€) ADJ. JOURNAL No. AP00