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HomeMy WebLinkAboutMINUTES - 05172005 - C35 ........... •.o To: BOARD OF SUPERVISORS >>- CONTRA _ f FROM: BARYON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA s s ' DATE: MAY 1712005COUNTY s r�,coiiri� SUBJECT: REQUEST TO PURCHASE 26 REPLACEMENT VEHICLES FOR THE OFFICE OF THE SHERIFF-CORONER SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE -the Purchasing Agent, or designee, to purchase 26 replacement vehicles for the Office of the Sheriff-Coroner and AUTHORIZE the attached appropriation adjustments. FINANCIAL IMPACT The Office of the Sheriff-Coroner is purchasing 26 replacement vehicles for approximately $572,835, which will be funded with accumulated depreciation ($467,940), estimated salvage ($31,400), and funds transferred from the Office of the Sheriff-Coroner ($73,495). BACKGROUND The Office of the Sheriff-Coroner is replacing 26 vehicles. Twenty-four of the vehicles will be used for patrol purposes and two will be used for investigation and administrative support. Two of the 26 vehicles do not meet the Board's criteria for replacement, which are fully depreciated and the replacement cost is less than the accumulated depreciation. One of these two vehicles has 89,000 miles and the other has 98,000 miles. None of these vehicles are on the Master List for Vehicle Replacement in FY 2004-05. 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: �S SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE 'APPROVE OTHER s SIGNATURES: ACTION OF B RD N MAY 174 2005 APPROVED AS RECOMMENDED xx OTHER VOTE OF SUPERVISORS XX UNANIMOUS(ABSENT NONE ) AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) 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 Auditor-Controller(via F/M) ATTESTED MAY 1 2005 Sheriff Department(via F/M) JOHN SWEETEN,CLE K OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY ,DEPUTY F:1VehicleReplacementBoardOrders\SheriffDept\Patrol\BO Purch26VehiclesMay172005.doc FM:MAK Page 1 of 1 M382(10188) • AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT TIC 27 BOARD OF SUPERVISORS ❑ COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION EXPENDITURE EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE SUB-ACCOUNT Budtet Unit 0063 Fleet Operations 4263 4953 AUTOS & TRUCKS 4999340.00 0990 6301 RESERVE FOR CONTINGENCIES 4999340.00 0990 6301 APPROPRIABLE NEW REVENUE 4999340.00 TOTALS: $4999340.00 $9989680.00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROL R I To appropriate accumulated depreciation and estimated By: ��� _ Date: sem/� �' salvage from 26 pieces of equipment being replaced by Office of the Sheriff. These vehicles were not part of the CO NTY INIS. TOR approved FY04/05 Fleet Vehicle Replacement Plan. • Date:,. BOARD OF SUPERVISORS YES: SUPERVISORS GIOIA,UILKEMA, PIEPH©,DESAULNIER,GLOVER NO: NONE; John Sweeten,Clerk of the Board of Qun 1 Supervisors and G tyAdministrator ;:- Deputy Director ' F General Services 3/1/2005 By: Date: MAY 17 �005-­_ GNATURE TITLE DATE , (M 8134 Rev.2/86) APPROPRIATION ADJ. JOURNAL NO. APO0 j F CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT T/C 24 ACCOUNT CODING BUDGET UNIT: GENERAL SERVICES ORGANIZATION REVENUE REVENUE DESCRIPTION INCREASE <DECREASE> ACCOUNT Budget Unit 0063 Fleet Services 0005 8982 EQUIPMENT REPLACEMENT RELEASE 4679940.00 0005 9922 SALE OF EQUIPMENT 319400.00 TOTALS: $499,9340,00 $ 0.001 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER To appropriate accumulated depreciation & /"'� By: Date: estimated salvage from 26 vehicles per attached. COON IN TRATOR By: Date: BOARD OF SUPERVISORS YES: SUPERVISORS GIOIA,UILKEMA, PIEPHO,DESAULNIER,GLOVER NO: NONE Deputy Director John General Services 3/112005 Sweeten,Clerk of the Board of 4 Supervisors and County Administrator -s1 URE TITLE DATE REVENUE ADJ. By: Date: 2005 JOURNAL NO. RAOO "00/177 MA W, (M 8134 Rev.2/86) M O O O O O !t !t N to O N oo co N N O !F !t r to to 0 o N o� W vs M to v� to co r r co N so O N o O O O N t` • � CootD NNot`� O �? tiNt�. X-: Itz MOOrlrONNN 4 r o Ica cc ty cy r 0 �! 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Reason and justification for vehicle request: Listed vehicles meet or exceed Board criteria for replacement (exception - see attached memo for Ford Expeditions replacement). 2. Funding Source: (Budget information will be used to prepare Board Order): Depreciation, Salvage and 2512-4953 or designated fund Is an appropriation adjustment needed? ®Yes No Fiscal Officer: Name: Wanda Quever Telephone: 335-1529 3. Description of vehicle or equipment requested (If applicable, complete an accessories form): (List attached) 4. Is an alternative fuel vehicle acceptable? F-1Yes ®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: List attached Vehicle/Equipment Number: Odometer/Hours: Reason purchase cannot wait until next budget cycle: Sufficient Funds are available in Sheriffs Vehicle Replacement Fund to purchase listed vehicles. 7. CAO Release to GSD Fleet M ement: Yes F-1No Date: ,i/ FOR GSD FLEET MANAGEMENT'S USE 1. Is vehicle/equipment an addition to the fleet? 1:1 Yes No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Fleet Manager: Date Inspected: PIA Vehicle/Equipment: Make: Model: :Year: = S'e e A rTivf Aej3 C,?z c eijsA e-e7 Condition of vehicle and/or equipment and life expectancy: Olicfe ©1 C� Accumulated De reciation: 3Istimated SaIvage Value. 00 , Estimated Cost of Request-*'S-72. *Jy, 3. Fleet Manager Signature: Date: 'A UAFAFleet Services\AcquisitionsNid Year request.doc 12/12/01 • % • IN - • • ss Tounip of Contra Toola (Off 1-rr of t4p * rrtff January 31, 2005 Warren E. Rupf Sheriff Frank Morgan County Fleet Manager 2467 Waterbird Way Martinez, California 94553 Re: Mid Year Vehicle Replacement List I Exceptions Dear Frank, Two vehicles submitted with the mid year vehicle replacement list are short of meeting the County criteria. Unit 3645 and Unit 3647 are 2000 Ford Expedition four wheel drive Sport Utility Vehicles. At last check, Unit 3645 had about 89,000 miles and Unit 3647 had about 98,000 miles. Both vehicles are fully depreciated and replacements would actually cost less than the amount saved to replace them. The four wheel drive feature was intended to allow the Sheriff s lieutenants who perform Watch Commander duties to respond to any situation despite the terrain. These vehicles are outfitted with a variety of equipment to allow the lieutenants to take over as incident commanders and require more space than a standard patrol sedan. Experience with these vehiclesover the last few years has found their performance to be lacking. The handling characteristics of the large four wheel drive model has not been satisfactory for most situations and the four wheel drive feature has been rarely used according to the lieutenants who drive them. They would prefer a vehicle with better handling characteristics for everyday highway driving and emergency responses. With this in mind, Emergency Services Division has requested that these vehicles be replaced with the slightly smaller Chevrolet Tahoe two wheel drive SW with the police pursuit package. We are requesting that both vehicles be replaced using the patrol sedan criteria (3 years 190,000 miles) rather than the standard SUV criteria of 10 years / 100,000 miles since they are used in a similar manner. Sincerely, Warren E Rup f Sheriff Raymond Ingersoll, Lieutenant Sheriff's Fleet Manager Technical Services Division 30 Glacier Drive•Martinez,California 94553 (925)313-2400