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Home My WebLink AboutMINUTES - 04102007 - C.72 TO: ., BOARD OF SUPERVISORS %��"��- -:ss`-:=��r CONTRA FROM: MICHAEL J. LANGO, DIRECTOR OF GENERAL SERVICES ^� COSTA o DATE: APRIL 10, 2007 ^� COUNTY .�rT'9 COLIN'� SUBJECT: REQUEST TO PURCHASE FIVE ADDITIONAL NEW VEHICLES FOR THE COMMUNITY SERVICES BUREAU OF THE �- Z EMPLOYMENT AND HUMAN SERVICES DEPARTMENT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent, or designee, to purchase five additional new vehicles for the Community Services Bureau of the Employment and Human Services Department. FINANCIAL IMPACT The Community Services Bureau is purchasing five additional vehicles for an estimated purchase cost of $62,674. The vehicles will be purchased with funds provided by the State Department of Education (100% State Funds). BACKGROUND The Bureau is purchasing five additional sedans for ongoing operations of the Child Development Program. 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 SIGNATUR . -_A-,RtCOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE --de'APPROVE OTHER r SIGNATURES ACTION OF BO D Nio�� 1W J-7- APPROVED AS RECOMMENDED '111� OTHER VOTE O SUPERVISORS VOTE (ABSENT ) AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT: MICHAEL J.LANGO(313-7100) Originating Dept.:General Services Department cc: General Services Department I HEREBY CERTIFY THAT THIS ISA TRUE Administration AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD Accounting OF SUPERVISORS ON THE DATE SHOWN. Fleet /I�y�/ /W � Auditor Controller ATTESTED ,T� i Community Services(via Fleet) JOHN nLLEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY ,DEPUTY G:\Admin\VehicleReplacementBoard0rders\CommSvcs\BO Community Svc Purch 5 Veh Apr032007.doc Page 1 of 1 M382(10188) VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department: Community Se De artment Date:J December 18, 2006 Telephone: (925) 646-5940 Authorized Signature: p - Printed Name: Al Prince 1. Reason and Justification for Vehicle Request: For ongoing program operations 2. Funding Source: (Budget information will be used to prepare Board Order):State Department of Education Reserve fund(ORG## 187 1) Is an appropriation adjustment needed? ❑ yes ®No Fiscal Officer: Name Eric Pormento Telephone: (925) 646-5979 3. Description of vehicle or equipment requested (if applicable, complete an accessories form): 2007 Ford Focus Sedan @ $12,549.21* 4. Is an alternative fuel vehicle acceptable? ❑ yes ®No If no, reason clean air vehicle will not work:No venders have responded for Purchasing's FY 2006-2007 Request for bids for alternate fuel vehicles. CSD was unsuccessful in FY 2005-2006 in its attempts to obtain Toyota Prius's. CSD requires vehicle(s) now for program operations 5. If replacement, which vehicle or equipment is being replaced: Type: Vehicle/Equipment Number: Odometer/Hours: 6. Reason purchase cannot wait until next budget cycle: CSD waited during last budget cycle (FY 2005-2006) to purchase alternative fuel vehicles and for six months in 2006 for County Bid Process. Vehicles needed now 7. CAO Release to GSD Fleet Management: ❑ yes ❑No Date: t ly p 0 CAO Signature: I✓� 1�V�-n FOR GSD FLEET MANAGEMENT'S USE 1. Is Vehicle/equipment an addition to the fleet: Kyes ❑No 2. If vehicle/equipment is for replacement, an inspectio n/evaluation to be completed by Feet Manager: Date Inspected.: Vehicle/Equipment: Make: Model: Year: Condition of vehicle and/or equipment and life.expectancy Accuinulated Depreciation: Estimated Salvage Value: Estimated Cost of Request: 3. Fleet Manager Signature: - Date: FY 2006-2007 Bid Quote. VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department: Commurdtv Services-Department Date: December 18, 2006 Authorized Signature:_ %! Telephone: (925) 646-5940 Printed Name: Al Prince 1. Reason and Justification for Vehicle Request: For ongoing program operations 2. Funding Source: (Budget information will be used to prepare Board Order):State Department of Education Reserve fund (ORG# 1871) Is an appropriation adjustment needed? ❑ yes M No Fiscal Officer:Name Eric Pormento Telephone: (925) 646-5979 3. Description of vehicle or equipment requested(if applicable, complete an accessories form): 2007 Ford Focus Sedan @ $12,549.21* 4. Is an alternative fuel vehicle acceptable? ❑ yes ®No If no, reason clean air vehicle will not work:No venders have responded for Purchasi g's FY 2006-2007 Request for bids for alternate fuel vehicles. CSD was unsuccessful in FY 2005-2006 in its attempts to obtain Toyota Prius's. CSD requires vehicle(s) now for program operations 5. If replacement, which vehicle or equipment is being replaced: Type: Vehicle/Equipment Number: Odometer/Hours: 6. Reason purchase cannot wait until next budget cycle: CSD waited during last budget cycle (FY 2005-2006) to purchase alternative fuel vehicles and for six months in 2006 for County Bid Process. Vehicles needed now 7. CAO Release to GSD Fleet Management: N yes ❑No Date: t 1 j;'-AA 01 CAO Signature: Vt� as A.V%- FOR GSD FLEET MANAGEMENT'S USE 1. Is Vehicle/equipment an addition to the fleet: M yes ❑No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Feet 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: 3. Fleet Manager Signature: - Z= Date: FY 2006-2007 Bid Quote. VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department: Community Services De artment Date: December 18, 2006 Authorized Signature: Telephone: (925) 646-5940 Printed Name: Al Prince 1. Reason and Justification for Vehicle Request: For ongoing program operations 2. Funding Source: (Budget information will be used to prepare Board Order):State Department of Education Reserve:fund (ORG# 1871 Is an appropriation adjustment needed? ❑ yes ®No Fiscal Officer: Name Eric Pormento Telephone: (925) 646-5979 3. Description of vehicle or equipment requested (if applicable, complete an accessories form): 2007 Ford Focus Sedan , $12,549.21* 4. Is an alternative fuel vehicle acceptable? ❑ yes ®No If no, reason clean air vehicle will not work: No venders have responded for Purchasing's FY 2006-2007 Request for bids for alternate fuel vehicles. CSD was unsuccessful in FY 2005-2006 in its attempts to obtain Toyota Prius's. CSD requires vehicle(s) now for program operations 5. If replacement, which vehicle or equipment is being replaced: Type: Vehicle/Equipment Number: Odometer/Hours: 6. Reason purchase cannot wait until next budget cycle: CSD waited during last budget cycle (FY 2005-2006) toup rchase alternative fuel vehicles and for six months in 2006 for County Bid Process. Vehicles needed now 7. CAO Release to GSD Fleet Management: ❑ yes ❑No Date: I l Z" G-- CAO Signature: �}CtAA IM FOR GSD FLEET MANAGEMENT'S USE 1. Is Vehicle/equipment an addition to the fleet: 154 yes ❑No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Feet 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 P 3. Fleet Manager Signature: .— Date: ! "-0 7 FY 2006-2007 Bid. Quote. VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department: Community Services Department Date:_ December 18, 2006 Authorized Signature:_ I Telephone: (925) 646-5940 Printed Name: Al Prince 1. Reason and Justification for Vehicle Request: For ongoing program operations 2. Funding Source: (Budget information will be used to prepare Board Order):State Department of Education Reserve fund (ORG# 1871) Is an appropriation adjustment needed? ❑ yes ®No Fiscal Officer:Name Eric Pormento Telephone: (925) 646-5979 3. Description of vehicle or equipment requested(if applicable, complete an accessories form): 2007 Ford Focus Sedan @ $12,549.21* 4. Is an alternative fuel vehicle acceptable? ❑ yes ®No If no,reason clean air vehicle will not work:No venders have responded for Purchasing's FY 2006-2007 Request for bids for alternate fuel vehicles. CSD was unsuccessful in FY 2005-2006 in its attempts to obtain Toyota Prius's. CSD requires vehicles now for program operations 5. If replacement, which vehicle or equipment is being replaced: Type: Vehicle/Equipment Number: Odometer/Hours: 6. Reason purchase cannot wait until next budget cycle: CSD waited during last budget cycle (FY 2005-2006) to purchase alternative fuel vehicles and for six months in 2006 for County Bid Process. Vehicles needed now 7. CAO Release to GSD Fleet Management: FXI yes ❑No Date: "I\ 3rt� p CAO Signature: WZ 7 m VA FOR GSD FLEET MANAGEMENT'S USE 1. Is Vehicle/equipment an addition to the fleet: r yes F-1No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Feet 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: 3. Fleet Manager Signature: 'L Date: 1_-22-- FY -2Z- FY 2006-2007 Bid Quote. VEHICLE AND EQUIPMENT REQUEST FORM (See Instruction Sheet) Department: Community Servicgs Department Date:_ December 18, 2006 Authorized Signature:_ I Telephone: (925) 646-5940 Printed Name: Al Prince 1. Reason and Justification for Vehicle Request: For ongoing program operations 2. Funding Source: (Budget information will be used to prepare Board Order):State Department of Education Reserve fi.md (ORG# 1871) Is an appropriation adjustment needed? ❑ yes ® No Fiscal Officer:flame Eric Pormento Telephone: (925) 646-5979 3. Description of vehicle or equipment requested(if applicable, complete an accessories form): 2007 Ford Focus Sedan @a, $12,549.21* 4. Is an alternative fuel vehicle acceptable? ❑ yes ®No If no, reason clean air vehicle will not work: No venders have responded for Purchasing's FY 2006-2007 Request for bids for alternate fuel vehicles. CSD was unsuccessful in FY 2005-2006 in its attempts to obtain Toyota Prius's. CSD requires vehicle(s) now for program operations 5. If replacement, which vehicle or equipment is being replaced: Type: Vehicle/Equipment Number: Odometer/Hours: 6. Reason purchase cannot wait until next budget cycle: CSD waited during last budget cycle FY 2005-2006) to purchase alternative fuel vehicles and for six months in 2006 for County Bid Process. Vehicles needed now 7. CAO Release to GSD Fleet Management: ❑ yes ❑ No Date: t t + CAO Signature: VVW 40vy\V\n FOR GSD FLEET MANAGEMENT'S USE 1. Is Vehicle/equipment an addition to the fleet: Kyes ❑ No 2. If vehicle/equipment is for replacement, an inspection/evaluation to be completed by Feet 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: 3. Fleet Manager Signature: -C - ' � Date: I-Zz-0-7 .F FY 2006-2007 Bid Quote. A. February 9, 2006 SERVICES COMMUN11 Y�ENT DEPAR Joe Valentine Executive Director Cassandra.Lewis, CDD Consultant Patricia Stroh,PhD California Department of Education, CDD Program Services 1430 N. Street, Suite 3410 Director Sacramento, Ca. 95814 Dear Cassandra: Contra Costa County Community Service Department (CCCCSD) is seeking approval for expenditure to purchase vehicles for use by Community Service Department (CSD) Staff. Currently, CSD owns 5 cars. The Community Service Department is planning to replace two vans with two of the seven vehicles we are requesting approval for expenditure. There are 400 employees who work in CSD childcare; many of these staff members must have access to attend mandatory meetings, transport parents and children. Geographically, Contra Costa County is approximately 50 miles wide and has 19 center-based programs located throughout the County. It is vitally important that staff have the ability to drive to various sites to conduct County business. Our program conducts case conference with parents on a regular basis. Many people who are part of the case conference frequently drive across County in order to participate in the case conference meetings. In addition, CSD provides transportation to children to take children on field trips as well as provides transportation to parents, so they can attend parent meetings. The County is a public agency and adheres to a required internal procurement process. Contra Costa County is identified as a public entity and is therefore exempt from Title V regulation §18027. We would appreciate hearing the Department of Education, Child Development Division as your earliest convenience. Please feel free to call me with any questions at 510-374-7462. 7imni�y, Joe Valentine, Duector Community Service Department cc: Pat Stroh, Assistant Director Community Service Department C OR 425 Bisso Lane Drive,Suite 260 Concord.California 94520 Tel 925 646 5540 Fax 925 646 5904 www.ccccsd.or2