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HomeMy WebLinkAboutMINUTES - 06172003 - C.103 TO: BOARD OF SUPERVISORS +; � <, CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES ° _ COSTA DATE: JUNE 10, 2003 COUNTY SUBJECT: REQUEST TO PURCHASE FIVE ADDITIONAL ANIMAL VEHICLES AND REPLACE ONE UTILITY VEHICLE FOR THE ANIMAL SERVICES DEPARTMENT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent or his designee to purchase five additional animal vehicles and replace one utility vehicle for the Animal Services Department. AUTHORIZE the attached appropriation adjustments for these purchases. FINANCIAL IMPACT Purchase of these vehicles is estimated to be $253,091 and will be financed by $3,091 from accumulated depreciation and salvage, and $250,000 from the Animal Services budget. BACKGROUND The Animal Services Department is adding five new standard dog trucks to be used in transporting animals from the Pinole Shelter to the Martinez Shelter. The new shelter is scheduled to open December 2003 and the specialized outfitting of the vehicles requires a long lead time. Animal Services is also replacing a 23 year old utility vehicle. These vehicles are not on the Master List for Vehicle Replacement in FY 2002/03. Therefore, in accordance with Administrative Bulletin No. 5089 "County Vehicle and Equipment Acquisition and Replacement Policy with Guidelines," approval is requested for the purchase of the above-referenced vehicles. Based on a review of the need for the new and replacement 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; ak_ _,. FRECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE --OPROVE OTHER SIGNATURE(S): �` f ACTION OF BOARD t?IN im 173 2003 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS UNANIMOUS(ABSENT NM y AYES: NOES: ABSDIE I 1ZT) IN: _ MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originati 05/28/2003 09.,32 925-646-2480 CCC AUDITOR PAGE 02 CONTRA COSTA CO4 XTY ataua�.asrrl rr�ae aaala aaca rpt APPRa' PAIATION ADJUSTMENT T/C aaoAas Qu rlaaaaagxaa COUNTY ADMIXISTRAVOW ACCCUWTCOOM #ET ti141I o 03616 Alaiaaa W arria m tP a1lTrAf EXfEIICtITNSE 49COINT MCKIPTION DECREAS INCREASE- 3340 4, 4953 A and Trutke a � a 3330 49151 Ofticc Equipment and Furniture 19,E 100 � I t a 3330 49S4 medical&lAb raip;"tat 8,408,60 � 3330 loll 2074591 00 ` I a 4263 4953 akataar and Trucks(Gla nerd Iry la Flvd) I I 3330 2315 Data Pr"ming Servica(Duff) � �3,+St1��00 I g ' TALS 15NNO 00 � a � a � s 1 i I , € I I � a I a�I�I�R�i fR it M.IEt l.$20090 tm a hr of fanda to GtWal Services to purchum odd;itioaaaal snacks aaveded for Antinaf<l gm-* Ni Wd #,lac traaus - Mata ofanimids a a l to a th r�requimd with main aa l r- aaaaax�aary aalar+l�r tra►�tsi#�aac. Cry llt?N11t1`alffi I l aT+l 2,550,M tramfor of funds to Dqmrtmmt of 1at1araaaaxtion TwloalW s - Mata for network#upport and projects icrlaaailog the pre aradon and c frr to r+cw fkaatilaaa i�r lowaar"Ifies. at*" '�aa� lr�tara AYES. SUPERVISORS GIQIA, UILKEMA, GLOVER AND DESAULNIER NOES: None ASSENT: None ABSTAIN: Nene _AIL 2VILe-11 DISTRICT III SEAT VACANT ► d ra s r " atrNttl+sra;tr l-75, ` W-26--2003 (r9.320M 9,25 646 2480 P.02 YJAUDITOR-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 oRCAN3zAT,oN EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT Budget Unit 0063 deet Operations 4263 4953 AUTOS & TRUCKS 3,091.00 i i i 0990 6301 RESERVE FOR CONTINGENCIES 3,091.00 0990 6301 APPROPRIABLE NEW REVENUE 3,091.00 I TOTALS: $3,091.00 $6,182.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation and estimated salvage from equipment#5724 being replaced by the Animal BY: Date: Services Department. COUNTY ADMINISTRATOR By: __ nata- AYES: SUPERVISORS GIOIA, UILKEMA, GLOVER AND DESAULNIER NOES: Nene ASSENT: None Deputy Director ABSTAIN: None General Services 5/27/2003 DISTRICT III SEAM"VACANT ATu TITLE DATE BY ry a�s4�� �£� Date: ar 3 ' % ; APPROPRIATION ( Rev.2196, ADJ. JOURNAL NO. AP00 CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT T/C 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION REVENUE REVENUE DESCRIPTION ENCREASE <DECREASE> ACCOUNT Budget Unit 0063 Fleet Services 0005 8982 EQUIPMENT REPLACEMENT RELEASE 2,991.00 0005 9922 SALE OF EQUIPMENT 100.00 I TOTALS: $3,091.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation & BY: --- Date: estimated salvage on the following vehicles. Eq # Acc Depr Est Salvage Total COUNTY ADMINISTRATOR 5724 29991 140 31091 By: Date: AYES: SUPERVISORS CIOIA, UILKEMA, CLOVER AND DESAULNIER NOES: None J ABSENT. NooneDeputy rector 411( General Services 5/27/2003 ABSTAIN: None DISTRICT III SEAT VACANT A7u � �#T�� DATE tfy; ,f F '�E' ` e Date: REVENUE ADJ. {fit 8«4 Rev.2f86} JOURNAL NO. RA(}(} VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department: �r�n L 2 c a,`G. L? -/77` Date: � 2/ o ' Authorized Signature- Telephone: 4 4, w ` '61- Printed Name: 1. Reason and justification for vehicle request: �ta, +r� T`c� ' 1�- •�'� t � � Y �- .- Xr,5 714 - UP-14,64 ro 2. Funding Source: (Budget information w,till be used to prepare Board Order): / Is an appropriation adjustment needed? Yes ❑ No Fiscal Officer: Name: Sv6 13 c,*0 4 t-c Telephone: t/- 4-2 9 3 S 3. Description of vehicle or equipment requested (if applicable, complete an accessories form): LiY14 X /.1r►T►*r.. r)e,+.,.J5 GJ1'5S!`6A-; , A.tP- 7- A w iOfW Gas,'��.�. I.v �S�'FclC 4. Is an alternative fuel vehicle acceptable? ❑ Yes No If no, reason dean air vehicle will not work: usi � �1>wc� =�es�s,'�ei2,�-ter�e`s : 7 1�vGk Se A!S L 1= !D �i.7 L L- 1y '4 u)j 7-M+1'L./Le - u,5—,w &!e—'r-AS L-1AA i'`- A2 W,011 4 er�G Th. o ic S'","sal T a L a �?T►`r�,-� A,-i. 6 o C o ao-71'jr. 5. If replacement, which vehicle or equipment is being replaced: Type: /970 Q0A0 Vehicle/Equipment Number: 9 S 7 2,j Odometer/Hours: ` �cc7 6. Reason purchase cannot wait until next budget cycle: C u JZJ''ZA.-; u-ev-43 A&rt u H,tr_E FOR GSD FLEET MANAGEMENT AND COUNTY ADMINISTRATOR'S USE 1. Is vehicle/equipment an addition to the fleet? ❑ Yes No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: Vehicle/Equipment: Make: r-OX 0 Model: 1" -'3 S a Year: l'?7 n Condition of vehicle and/or equipment and life expectancy: V e-H-tC.A' FK cr---pS �,►r"c - _ F>(F'CGTCd c.�! CA Ur-H.'e,t.jE AR 4o Does A>0 Mr-r-7" 7 IC C UAAC-J O-e Del Accumulated Depreciation: 19 9 c 7 Estimated Salvage Value: 41/04) - _ Estimated Cost of Request: J 000 3. Fleet Manager Signature: Date: 4. CAO Approval: ❑ Yes ❑ No If Yes, Date of Board Order: CAO Approval Signature: Date: 0;VAgmtWehicle-Equipment Requestdoc 12/12/01 VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : Animal Services Department 4vDate: 03/ /2003 Authorized Signature: Telephone: 6462935 Printed Name: Sue Beadle 1. Reason and justification for vehicle request: New Shelter requires increased transportation of animals from Pinole to Martinez 2. Funding Source: (Budget information will be used to prepare Board Order): FY 02-03 Budget, 0366, 3330, 1000 accounts Is an appropriation adjustment needed? 0 Yes El No Fiscal Officer: Name: Sue Beadle Telephone: 646-2935 3. Description of vehicle or equipment requested: Standard Dog Truck 4. Is an alternative fuel vehicle acceptable? Ll Yes CD No If no, reason clean air vehicle will not work: Use and power requirements;truck must be able to pull heavy trailer; use requires varied hours and unknown length of time to location all over County. 5. If replacement, which vehicle or equipment is being replaced: Type: Not Replacement Vehicle/Equipment Number: NA Odometer/Hours: NA 6. Reason purchase cannot wait until next budget cycle: Need vehicle on-line prior to opening of new shelters expected Dec 2003. Long lead time needed for specialized outfitting of vehicle FOR GSD FLEET MANAGEMENT AND COUNTY ADMINISTRATOR'S USE 1. Is vehicle!equipment an addition to the fleet? El Yes ❑ No 2, if vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: Vehicle/Equipment: Make: Model: Year: Condition of vehicle and/or equipment and life expectancy: Accumulated Depreciation: "`" " Estimated Salvage Value: Estimated Cost of Request,; 7 t� '7 3. Fleet Manager Signature: 7-1 Date: " 2 2- 0.3 4. CAU Approval: ❑ Yes ® No If yes, Date of Board Order: CACI Approval Signature: Date: \tGsd_fs2\NIOLFLT�Fitsliare\mgmt\vchicle-EquipmentRequest.doc 12/4101 VEHICLE AND EQUIPMENT REQUEST FORM (See instruction Sheet) Department : Animal Services Department4 Date: 03/26/2003 Authorized Signature: - " Telephone: 646-2935 Printed Name: Sue Beadle 1. Reason and justification for vehicle request: Staffing and shift needs require addition of more vehicles so Officers can provide covereage to areas as needed. Currently staffing sometimes requires waiting for a vehicle. 2. Funding Source: (Budget information will be used to prepare Board Order): FY 02-03 Budget,0366, 3330, 1000 accounts Is an appropriation adjustment needed? Yes 11 No Fiscal Officer: Name: Sue Beadle Telephone: 646-2935 3. Description of vehicle or equipment requested: Standard Dog Truck 4. Is an alternative fuel vehicle acceptable? 11 Yes El No If no, reason clean air vehicle will not work: Use and power requirements;truck must be able to pull heavy trailer; use requires varied hours and unknown length of time to location all over County. 5. If replacement, which vehicle or equipment is being replaced: Type: Not Replacement Vehicle/Equipment Number: NA Odometer/Hours: NA 6. Reason purchase cannot wait until next budget cycle: Need vehicle on-line prior to opening of new shelters expected Dec 2003. Long lead time needed for specialized outfitting of vehicle FOR GSD FLEET MANAGEMENT AND COUNTY ADMINISTRATOR'S USE 1. Is vehicle/equipment an addition to the fleet? El Yes ❑ No 2. If vehicle/equipment is for replacement, an inspectionlevaluation to be completed by Fleet Manager: Date Inspected: Vehicle/Equipment: Make: Model: Year: Condition of vehicle and/or equipment and life expectancy: �r- Accumulated Depreciation: "" '" _ Estimated Salvage Value: Estimated Cost of Request 7`t 2 3, Fleet Manager Signature: Date: " 2 2 - s 4. CAC}Approval: El Yes 0 No If yes, Date of Board Order: CACI Approval Signature: Date: \\Gsd fs2\VOLT+LT\FftShare\Mgmt\Vehicle-Equipment Request.doo 12,4,01 VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : Animal Services Department Vete: 03/26/2003 Authorized Signature: Telephone: 646-2935 Printed Name: Sue Beadle 1. Reason and justification for vehicle request: Staffing and shift needs require addition of more vehicles so Officers can provide covereage to areas as needed.Currently staffing sometimes requires waiting for a vehicle. 2. Funding Source: (Budget information will be used to prepare Board Order): FY 02-03 Budget, 0366,3330, 1000 accounts Is an appropriation adjustment needed? Yes 11 No Fiscal Officer: Name: Sue Beadle Telephone: 646-2935 3. Description of vehicle or equipment requested: Standard Dog Truck 4. Is an alternative fuel vehicle acceptable? ® Yes Cl No If no, reason clean air vehicle will not work: Use and power requirements;truck must be able to pull heavy trailer; use requires varied hours and unknown length of time to location all over County. 6. if replacement, which vehicle or equipment is being replaced: Type: Not Replacement Vehicle/Equipment Number: NA Odometer/Hours: NA 6. Reason purchase cannot wait until next budget cycle: Need vehicle on-line prior to opening of new shelters expected Dec 2003. Long lead time needed for specialized outfitting of vehicle FOR CSD FLEET MANAGEMENT AND COUNTY ADMINISTRATOR'S USE 1. is vehicle/equipment an addition to the fleet? El Yes CJ No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: Vehicle/Equipment: Make: Model: Year: Condition of vehicle and/or equipment and life expectancy: Accumulated Depreciation: Estimated Salvage Value: Estimated Gast of Request: �#_�s /7 3. Fleet Manager Signature: ,,, ' ----- -._ Date: w " 4. GAO Approval: F-1 Yes C No If yes, Date of Board Order: CAO Approval Signature: Date: \\Gsd_fs2\VOLFLT\FltShare\Mgmt\Vehicle-Equipment Request,doc 1.2/4/01 VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : Animal Services Department 4 Date: 03/26/2003 Authorized Signature: r Telephone: 646-2935 Printed Name: Sue Beadle 1. Reason and justification for vehicle request: Staffing and shift needs require addition of more vehicles so Officers can provide covereage to areas as needed.Currently staffing sometimes requires waiting for a vehicle. 2. Funding Source: (Budget information will be used to prepare Board Order): 1`Y 02-03 Budget,0366, 3330, 1000 accounts Is an appropriation adjustment needed? ED Yes 0 No Fiscal Officer: Name: Sue Beadle Telephone: 646-2935 3. Description of vehicle or equipment requested: Standard Dog Truck 4. Is an alternative fuel vehicle acceptable? 1:1 Yes 0 No If no, reason clean air vehicle will not work: Use and power requirements,truck must be able to pull heavy trailer; use requires varied hours and unknown length of time to location all over County. 5. If replacement, which vehicle or equipment is being replaced: Type: Not Replacement Vehicle/Equipment Number: NA Odometer/Hours: NA 6. Reason purchase cannot wait until next budget cycle: Need vehicle on-line prior to opening of new shelters expected Dec 2003. long lead time needed for specialized outfitting of vehicle FOR GSD FLEET MANAGEMENT AND COUNTY ADMINISTRATOR'S USE 1. Is vehicle/equipment an addition to the fleet? El Yes 0 No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: -A�1^ Vehicle/Equipment: Make: Model: Year: Condition of vehicle and/or equipment and life expectancy: Accumulated Depreciation: Estimated Salvage Value: ---�- Estimated Cost of Request: �7 3. Fleet Manager Signature: Y Date: S7 -"2 -2`e°' 4. CAU Approval: Il Yes ❑ No If yes, Date of Board Order: CACI Approval Signature: Date: i\Gsd_fs2tVOLFLnF]tShare\Mgmt\Vchicle-Equipment RequestAm 124/01 VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department Animal Services Department 4-1 Date: 03/26/2003 Authorized Signature: Telephone: 646-2935 Printed Nage. Sue Beadle 1. Reason and justification for vehicle request: New Shelter requires increased transportation of animals from Pinole to Martinez 2. Funding Source: (Budget information will be used to prepare Board Order): FY 02-03 Budget, 0366, 3330, 1000 accounts Is an appropriation adjustment needed? Yes ❑ No Fiscal Officer: Name: Sue Beadle Telephone: 646-2935 3. Description of vehicle or equipment requested: Standard Dog Truck 4. Is an alternative fuel vehicle acceptable? CJ Yes 0 No If no, reason clean air vehicle will not work: Ilse and power requirements;truck must be able to pull heavy trailer; use requires varied hours and unknown length of time to location all over County. 5. If replacement, which vehicle or equipment is being replaced: Type: Not Replacement Vehicle/Equipment Number: NA Odometer/Hours: NA 6. Reason purchase cannot wait until next budget cycle: Need vehicle on-line prior to opening of new shelters expected Dec 2003. Long lead time needed for specialized outfitting of vehicle FOR GSD FLEET MANAGEMENT AND COUNTY ADMINISTRATOR'S USE 1. Is vehicle/equipment an addition to the fleet? El Yes 13 No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: ©ate Inspected: } Vehicle/Equipment: Make: Model: Year: Condition of vehicle and/or equipment and life expectancy: Accumulated Depreciation: `"`""" Estimated Salvage Value: �..- Estimated Cost of Request: 4 3. Fleet Manager Signature:. _. Date: "1-2 4. CAO Approval: 0 Yes No If yes, Date of Board Order: CAO Approval Signature: Date: \\Gsd_fs2\VOLFLT\FItShare\it4gmt\Vehicle-Bquipment Requcst.doc 12/4/01 'Aft t?, NO3 4:48PM CCC, AN IVIA , 3ERV;CES _ O. 286, P, ; ti RECEIVED MAY 23 CONTRA COSTA COUNTY FINAL�APPROIAL xCE091a IFY APPROPRIATION ADJUSTMENTTA 64xXI1 OrMAL suF�rowiaaa�� <; I We a 7 R L ! COWtTY ACI6M,ATRATIOR ACCWNT CODIZAG � E 0366 Animal St EXPENDITURE AGcltuAT nEsclxllrri�ll /tltuttmxtlalttutts�t Iw t►I c s 33W 4953 Anwa and Trucdit I I Rqa ent and ftmittxe3330 I € r 3330 4954 Wdiva&'iib 1knipme nt 8,0001 Cal, t t t 3330 141 . Permanent SoLvics 207,00100 , t � I 4263 4953 Autos and Trus(GcacItal Arai -Fleet) " 4Y i 00 t S8jW 00 3330 2315 Data Promsing iirvW- (DoM € t I I I t I � t I t Tt?1°AJ..S � t,4fl0�0t1 250,000 It 00 T ee4 APPROVED EXPLANATION OF REQUEST ADDITOR-CO iTRM 1�S200A00 tranft of fands to General Servk*s to ptcrebase ad di dolmt trucks needed fbr AAlwal Servlm crpm llons k4dadft the tmusfor of animak from ont shelter to alttoftotr ctfretT with 0210 tlnei#er- , tluxtlkr.v shOter bmustdov. COUNTY ADUM RA 011% 2.W1,000 tnoler at`hada to Departs afluformadon Tecitnology tido for networkItivffoxt sixta"etu IndadiAg fte prt.paratian and move rent ftdutim IOU new iasld", AYES: SUPERVISORS GIOIA, UILKEMA, CLOVER AND DESAULNIER NOES: None ABSENT: None ABSTAIN: None DISTRICT III SEAT VACANT Irtitrcn *e' �.. ITT xE g a �. ?> Doi* Pon t#t. MWI Iift a.. srShc.@91G..�J.its._....J.r....._._.......e......o.-.....................,�._�.......-.� .:o.. 05-27-2003 2003 04:40PM 12.5 646 2991 P.02