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HomeMy WebLinkAboutMINUTES - 04202004 - C90 TO: BOARD OF SUPERVISORS CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES 0 COSTA DATE: APRIL 20, 2004 COUNTY SUBJECT: REQUEST TO PURCHASE A VEHICLE FOR THE SHERIFF- t.* •�� CORONER SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase a vehicle for the Sheriff-Coroner and AUTHORIZE the attached appropriation adjustment for this purchase. FINANCIAL IMPACT The Sheriff-Coroner is purchasing a patrol sedan for approximately $22,348, which will be financed by funds from accumulated depreciation ($20,756) and $1,592 from the Sheriff-Coroner's budget. This vehicle is being purchased for the Service Area R-2, Zone B District (Alamo) and the Sheriff- Coroner will be reimbursed after the purchase is completed. BACKGROU'N'D The Sheriff-Coroner is replacing a patrol sedan for the Service Area P-2, Zone B District (Alamo), which was involved in an accident. The vehicle is five years old with over 30,000 miles and repair costs exceed $3,400. This vehicle is not on the Board Approved Master List for Vehicle Replacement in FY2003-04. 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 the vehicle. Based on a review of the need for the new vehicle 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: L--I�ECOMMENDATION OF COUNTY ADMINISTRATOR -RECOMMENDATION OF BOARD COMMITTEE PROVE OTHER SIGNATURES: - -, ACTION OF BOA N April 20, 2004 APPROVED AS RECOMMENDED $ OTHER VOTE OF SUPERVISORS X UNANIMOUS(ABSENT None } AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originating Dept.:General Services Department !HEREBY CERTIFY THAT THIS IS A TRUE cc: General Services©apartment AND CORRECT COPY OF AN ACTION TAKEN Administration AND ENTERED ON THE MINUTES OF THE BOARD County Accounting Ingministrator`s Office OF SUPERVISORS ON THE DATE SHOWN. #y Ad County Counsel ATTESTED 200 Auditor-Controller(via GSD) JOHN WEETEN,CLERK OF THE BOARD OF SUPERVISORS —b AND COUNTY ADMINIST R BY DEPUTY F:tVehicleReplacernentBoardOrders\SherlffDept\PatrollBO PurchVehidePatrolApr202004.doc FM:MAK Page 1 of 1 M382(10188) VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : Sheriff Date: 2/1212004 i�gL4uthorized Signature: Telephone: 33;�-1544 Printed Name: Stacey Sutter 1. Reason and justification for vehicle request: P-213 District patrol sedan involved in accident with repairs to exceed 03400.00. District wants to replace five year old vehicle. 2. Funding Source: (Budget information will be used to prepare Board Order): P-213 District funds -#7657 depreciation and 368312302 Is an appropriation adjustment needed? L�Xj Yes F No Fiscal Officer: Name: Wanda Quever Telephone: 335-1529 3. Description of vehicle or equipment requested (if applicable,complete an accessories form): 4. Is an alternative fuel vehicle acceptable? ❑Yes �No If no, reason clean air vehicle will not work: Limited fueling options and range 5. If replacement, which vehicle or equipment is being replaced:Type: Crown Victoria Vehicle/Equipment Number: 2802 Odometer/Hours: .SGs�/ocl J. Reason purchase cannot wait until next budget cycle: Vehicle needed for patrol dut'es 7. CAO Release to GSDFIe t Management: s o Date: CAO Signature: FOR GSD FLEET MANAGEMENT'S USE 1. Is vehicle/equipment an addition to the fleet? E] Yes No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: -" -,OL' Vehicle/Equipment: Make: , s Model: �%u;�-Year: Condition of vehicle and/or equipment and life expectancy: Accumulated Depreciation:.�o,'756"Estimated Salvage Value: ' Estimated Cost of Request: 121314 3. Fleet Manager Signature: Date: UAIT'Reet Services\AcgnisitionsW2$02.doc 12/12101 OFFICE OF THE SHERIFF FLEET EQUIPMENT ACQUISITION I REPLACEMENT REQUEST v�ntCL -aoATs- 1. DMSION.- PatrolIP2R AY Ernie Templeton Ti J-1: Lieutenant A-Request: Purchase new patrol vehicle for replacement of vehicle#2802 B. Justification: Vehicle###2802 involved in accident Repair costs are$3,409. Vehicle has been in service for over 5 yearn C. Source and.Amount of Funds Available: 2. TECMVICAL SERVICES D MSION A.Fleet Coordinators Report (1)Estimated Cost $22,348.00 2004.Ford Crown Victoria (2)Radio $0,00 use existing (3)Laptop/Modem $6,200.00 Motorola Workstation 800 (4)Emergency.Equip. $1,931.00 aMtional equip` (see attacked list) (5)Other $1,0.21100 estimated labor charges Sub-Total $31,499.00 (6)Insurance Recovery $0.00 (7) Credit Depreciation ($2#,756.0 accumulated depreciation funds(org.765 7) (8) Credit-,salvage $0.00 Total Funding Needed $10,923.00 ,funding from Org. 3683-2302 Recommendation: Approval BY Ray Ingersollb4-Trde: Lieutenant Date- January 8, 2004 Reviewed and initialed -Commander Captain 3. D N. STR4TI N-FISCAL OFFICER. "-Re,/ end Not Recommended Comments: By: 1 Title: �?° Date: 4. CINDERS F' Approved Disapproved Signature_ ate: _ ,, d-OL APR -02-x2004 11.07 SHERIFF'S OFFICE 525 335 1551 P.01i01 AUDIT OR-00147RIOLLER tISE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEM BY; APPROPRIATION ADJUSTMENT ryl BOARD OF SUPERVISORS T/C 27 COUNTY ADMINISTRATOR ACCOUNT CODING $UDGET UNIT: P-28 Alamo 285 EXPEWMIRE 4RGAWA't1ON SUMCCOUNT E%PEWITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE 7657 2479 Other Special Dpmtal Exp 1,592 00 7657 4953 Autos&Trucks 1,592 00 TOTALS 159200 1592 00 APPROVEDEXPLANAT'ION OP REQUEST AUDITOR-CONTROLLER: To reallocate FY 02/04 appropriations to allow for the replacement of vehicle#2801 by P-2B Alamo. BY, DATIs COUNTY ADMINISTRATOR: BY: DATE BOARD OF SUPERVISORS: On V") YES; C . 4Z NO: s ifr� i Officer 3/23/04 TrrLe GATE APPROPRKTION APOO BY: DATE ADJ.JOURNAL NO. (M129 Rett M TOTAL P.01 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 Fund 265700 Service Area P-2, Zone B 7657 4953 AUTOS & TRUCKS 20,756.00 7657 6301 RESERVE FOR CONTINGENCIES 20,756.00 7657 6301 APPROPRIABLE NEW REVENUE 20,756.00 I TOTALS: 20,756.00 41,512.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation from vehicle By: Date: Y #2802 being replaced by the Sheriff, Service Area P-2,Zone B. All additional funding will come from the Sheriff 0 CLIUNTY AC3IVIINISTRATOR Department. This vehicle was not included in the /� FY2003/04 Vehicle Master Replacement List. r Date: `� BOARD OF SUPERVISORS YES: NO: Deputy Director r General Services 3/23/2004 ....-._.._....,"/___11GNAfuRE TITLE DATE APPROPRIATION ADJ. JOURNAL No. APOO BY. (M 8934 Rev.2/86) Date: ®_ CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT T/C 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT Fund 265700 Service Area P-2, Zone B 7657 8982 EQUIPMENT REPLACEMENT RELEASE 20,756.00 TOTALS: $20,756.00 $ 0.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTRQLLER TO appropriate accumulated depreciation & By: C/ 7 Date: f estimated salvage on the following vehicles: Eq # Acc Depr Est Salvage Total / COUNTY ADMINISTRATOR 2802 209756 { 205756 �f Date: e� / BOARD OF SUPERVISORS YES: NO: 7 Deputy director General Services 3/23/2004 "-�URff TITLE DATE REVENUE ADD. ` BY: Date: JOURNAL NO. RA00 f• ,M 8134 Rev.2186)