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HomeMy WebLinkAboutMINUTES - 06062006 - C.77 To: BOARD OF SUPERVISORS CONTRA ..i �,��,=';_,, FROM: MICHAEL J. LANGO, DIRECTOR OF GENERAL SERVICES °`''f�x:' y. `s COSTA DATE: JUNE 6, 2006 _ = COUNTY rTa coux'�'i SUBJECT: REQUEST TO PURCHASE TWO ADDITIONAL VEHICLES AND TESTING EQUIPMENT FOR THE DEPARTMENT OF , AGRICULTURE SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase two additional vehicles plus testing equipment for the Department of Agriculture. FINANCIAL IMPACT The Department of Agriculture is purchasing two additional vehicles and testing equipment for approximately $78,283. The purchase will be funded with new revenue from weighing and measuring device registration fees and the establishment of new fees for point-of sale systems as adopted through County Ordinance No. 2006-09. BACKGROUND The Department of Agriculture is purchasing two additional cargo vans ($35,283) and a liquid petroleum gas (LPG) prover ($43,000), for a total estimated cost of $78,283. The prover is testing equipment mounted on a trailer and needed to perform State mandated annual testing of commercial wholesale and retail LPG dispensers in the county. The two vans are needed for two new inspectors hired to perform weights and measures inspection work. CONTINUED ON ATTACHMENT: AYES SIGNATURE: ✓RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDA OF 134COM14ITTEE .�PROV OTHER r SIGNATURE(S): / ACTION OF AR ON Vµw e, APPROVED AS RECOMMENDED V1. OTHER VOTE OF SUPERVISORS TE UNANIMOUS(ABSENT AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT: MICHAEL J. LANGO(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 /V G �6 � y �,G Auditor-Controller(via F/M) ATTESTED V , �C_.6� Agriculture(via F/M) JOHN CULLEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY DEPUTY G:\Admin\VehicleReplacementBoardorders\Agriculture\BO Purch2Veh&Egt.6-6-06.doc FM:BG Page 1 of 1 M382(10/88) ti VEHICLE AND EQUIPMENT REQUEST FORM R (See Instruction Sheet) Department : Agriculture/Weight & Measures Date: 5/2/2006 Authorized Signature: J Telephone: 6-5250 Printed Name: Vince Guise 1. Reason and justification for vehicle request: Van to be set up for newly authorized and budgetted Weights and Measures employee. 2. Funding Source: (Budget information will be used to prepare.Board Order): New revenue from increase in registration fees. Is an appropriation adjustment needed? ®Yes ❑No Fiscal Officer: Name: Vince Guise Telephone: 6-5250 3. Description of vehicle or equipment requested (If applicable, complete an accessories form): Ford E-250 van. 4. Is an alternative fuel vehicle acceptable? ❑Yes ® No If no, reason clean air vehicle will not work: The needed vehicle is not available in a hybrid and CNG has too limited of a range and availability of fueling sattions. 5. If replacement, which vehicle or equipment is being replaced: Type: N/A Vehicle/Equipment Number: N/A Odometer/Hours: N/A 6. Reason purchase cannot wait until next budget cycle: Employees to be hired prior to next budget cycle. 7. CAO Release to GSD Fleet Management: [ Yes ❑ No Date: I�b CAO Signature: FOR GSD FLEET MANAGEMENT'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: Model: Year: Condition of vehicle and/or equipment and life expectancy: Accumulated Depreciation: A�& Estimated Salvage Value: Estimated Cost of Request: 0' 3 3. Fleet Manager Signature: Date: S' 4 - 6 HABoard Ordcr\vehicle-EquipmentRequest-Fillin.doc 12/12/01 1 i Instructions 1. Use a separate request form for each vehicle. 2. Funding Source: Information to be descriptive and is to include funding source (i.e., grant funds, etc.) and department charge numbers. This information is used to prepare "Financial Impact" paragraph on Board Order and requisition. No vehicle or equipment will be ordered until funding is transferred into the proper General Services Department Accounting fund and approval by the Board of Supervisors has been received. 3. Purchase of a car, van or pick-up requires an accessories form to be completed and attached to the Vehicle and Equipment Request Form. Accessories forms (pdf files) are available for download from the intranet site or by calling (925) 313-7071. 4. Alternative Vehicles: CNG = Compressed Natural Gas Hybrid = Combination of gasoline and electric Electric=Charging stations available at 1220 Morello Avenue or 2467 Waterbird Way, Martinez 5. Describe vehicle or equipment type being replaced. Vehicle and odometer or equipment number and hour usage must be completed. 6. Reason must be specific. Poor planning is not a justification. General Information: Purchase Time: No vehicle or equipment will be ordered until funding is transferred into the proper General Services Department-Accounting fund and approval by the Board of Supervisors has been received. Purchase time varies in length depending on type of vehicle or equipment requested and.the supplier. On average, the process takes approximately 90 days after the Fleet Manager receives Board of Supervisors approval. Rev 8-1-03 JE, i; /I HABoard Order\Vehicle-EquipmentRequest-Fillin.doc 12/12/01 ■ I • VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : A riculture/Wei ht & Measures Date: 5/2/2006 6111 r'' Authorized Signature: Telephone: 6-5250 Printed Name: Vince Guise 1. Reason and justification for vehicle request: Van to be set up for newly authorized and budgetted Weights and Measures employee. 2. Funding Source: (Budget information will be used to prepare Board Order): New revenue from increase in registration fees. Is an appropriation adjustment needed? ®Yes ❑No Fiscal Officer: Name: Vince Guise Telephone: 6-5250 3. Description of vehicle or equipment requested (If applicable, complete an accessories form): Ford E-250 van. 4. Is an alternative fuel vehicle acceptable? ❑Yes ®No If no, reason clean air vehicle will not work: The needed vehicle is not available in a hybrid and CNG has too limited of a range and availability of fueling sattions. 5. If replacement, which vehicle or equipment is being replaced: Type: N/A Vehicle/Equipment Number: N/A Odometer/Hours: N/A 6. Reason purchase cannot wait until next budget cycle: Employees to be hired prior to next budget cycle. 7. CAO Release to GSD Fleet Management: F�' Yes ❑ No Date:S 3 10,6 CAO Signature: FOR GSD FLEET MANAGEMENT'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: Aila Vehicle/Equipment: Make: Model: Year: Condition of vehicle and/or equipment and life expectancy: . Accumulated Depreciation: MLAt_ Estimated Salvage Value: Estimated Cost of Request: g �3 3. Fleet Manager Signature: Date: 9- Com, HABoard Order\Vehicle-EquipmentRequest-Fillin.doc 12/12/01 Instructions 1. Use a.separate request form for each vehicle. 2. Funding Source: Information-to be descriptive and is to include funding source (i.e., grant funds, etc.) and department charge numbers. This information-is used to prepare "Financial Impact paragraph on Board Order and. requisition. No vehicle or equipment will be ordered until funding is transferred into the proper General Services Department Accounting,f and and approval by the Board of Supervisors has been received. 3. Purchase of a car, van or pick-up requires an accessories form to be completed and attached to the Vehicle and Equipment Request Form. Accessories forms (pdf files) are available for download from the intranet site or by calling (925).313-7071. 4. Alternative Vehicles: CNG = Compressed Natural Gas Hybrid = Combination of gasoline and electric Electric=Charging stations available at 1220 Morello Avenue or 2467 Waterbird Way, Martinez 5. Describe vehicle or equipment type being replaced. Vehicle and odometer or equipment number and hour usage,must be completed. 6. Reason must be specific. Poor planning is not a justification. General Information: Purchase Time: No vehicle or equipment will be ordered until funding is transferred into the proper General Services Department Accounting fund and approval by the Board of Supervisors has been received. Purchase time varies in length depending on.type of vehicle or equipment requested and the supplier. On average, the process takes approximately 90 days after the Fleet Manager receives Board of Supervisors approval. Rev 8-1-03 JE H:\Board Order\Vehicle-EquipmentRequest-Fillin.doc 12/12/01 • VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department : A-griculture/Weg hts & Me sures Date: 5/3/2006 Authorized Signature: 4,of Telephone: 6-5250 Printed Name: Vince Guise . 1. Reason and justification for vehicle request: Testing equipment is needed to perform State mandated inspection work. 2. Funding Source: (Budget information will be used to prepare Board Order): New revenue from increase in registration fees. Is an appropriation adjustment needed? ®Yes ❑No Fiscal Officer: Name: Vince Guise Telephone: 6-5250 3. Description of vehicle or equipment requested (If applicable, complete an accessories form): LPG trailerized prover (as quoted from Gas Service & Supply, Bossier City, LA) 4. Is an alternative fuel vehicle acceptable? ❑Yes ®No If no, reason clean air vehicle will not work: N/A 5. If replacement, which vehicle or equipment is being replaced: Type: N/A Vehicle/Equipment Number: N/A Odometer/Hours: N/A 6. Reason purchase cannot wait until next budget cycle: Revenue for this purchase is currently available.. 7. CAO Release to GSD Fleet Management: N' Yes ❑ No Date: CAO Signature: �lLL4c}CUyt tom, FOR GSD FLEET MANAGEMENT'S USE 1. Is vehicle/equipment an addition to the fleet? V�d 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: 000 3. Fleet Manager Signature: Date: 3 Q(, 111Board Otder\Vehicle-EquipmentRequesl-Fillin.doc 12/12/01 Instructions 1. Use a separate request form for each vehicle. 2. Funding Source: Information to be descriptive and is to include funding source (i.e., grant funds, etc.) and department charge numbers. This information is used to prepare "Financial Impact' paragraph on Board Order and requisition. No vehicle or equipment will be ordered.until fisnding is transferred into the proper General Services Department.A ccountink.fund and approval by the Board of Supervisors has been received. 3. Purchase of a car, van or pick-up requires an accessories form to be completed and attached to the Vehicle and Equipment Request Form. Accessories forms (pdf files) are available for download from the intranet site or by calling (925) 313-7071. 4. Alternative Vehicles: CNG . = Compressed Natural Gas Hybrid = Combination of gasoline and electric Electric=Charging stations available at 1220 Morello Avenue or'2467 Waterbird Way, Martinez 5. Describe vehicle or equipment type being replaced. Vehicle and odometer or equipment number and hour usage, must be completed. 6. Reason must be specific. Poor planning is not a justification. General Information: Purchase Time: No vehicle or equipment will be ordered until funding is transferred into the proper General Services.Department Accounting fund and approval by the Board of Supervisors has been received. Purchase time varies in length depending on type of vehicle or equipment requested and the supplier. On average, the process takes approximately 90 days after the Fleet Manager receives Board of Supervisors approval. Rev 8-1-03 JE 1, FIABoard Ordcr\Vchicle-EquipmentRequest-Fillin.doc 12/12/01