Title
Environmental Management Department recommending the Board:
1) Approve the addition of one (1) AutoRAE2 Cradle P/N T02-0103-00 and (1) AutoRAE2 Controller P/N T02-0107-000 (gas monitoring equipment) to the Fiscal Year 2025-2026 Fixed Asset List in the total amount of $13,000; and
2) Approve and authorize the chair to sign a budget transfer increasing appropriations for fixed assets offset by a decrease to minor equipment and an increase to operating transfers. (4/5 vote required)
FUNDING: Non-General Fund Homeland Security Grant, administered by the El Dorado County Sheriff’s Office and CUPA funds.
Body
DISCUSSION / BACKGROUND
Environmental Management’s Hazardous Materials/Certified Unified Program Agency (CUPA) Division is requesting approval to purchase the AutoRAE2 Cradle P/N T02-0103-00 and AutoRAE2 Controller P/N T02-0107-000 using Homeland Security Grant funding managed by the El Dorado County Sheriff’s Office.
Historically, purchases made with this Grant and classified as Fixed Assets under Purchasing guidelines, were submitted to the Board for approval by the Sheriff’s Office. However, updates to payment procedures and general ledger code requirements within the Fenix system now require Environmental Management to complete these purchases directly. The Sheriff’s Office will then reimburse the Department via Journal Entry.
The RAE Systems AutoRAE cradle (item T02-0103-000) will serve as an interface that allows the Department’s direct-read gas monitors to connect directly to the AutoRAE2 Controller (item T02-103-000), which in turn connects to a desktop or laptop computer. This configuration significantly streamlines calibration and diagnostic activities because all components needed for calibration are preassembled. As a result, staff can perform “one-touch” calibration and troubleshooting simply by placing the monitor in the cradle, opening the gas bottles, and pressing the calibrate button.
These pieces of equipment can only be operated by trained and qualified Environmental Management staff within the Hazardous Materials/CUPA Division, as they are essential for troubleshooting, maintaining, and calibrating the Division’s inventory of five RAE portable gas detectors. For this reason, they should be included on Environmental Management’s Fixed Asset List.
ALTERNATIVES
Denial of this request will result in the inability to procure specialized equipment, which has been pre-approved for purchase via a Homeland Security Grant and subsequently will deny the benefit of this equipment to the Hazardous Materials/CUPA Division and the Community they serve.
PRIOR BOARD ACTION
See Discussion/Background above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
El Dorado County Sheriff’s Office
CAO Fiscal
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to the Net County Cost, Non-General Fund Homeland Security Grant are being utilized for the purchase of the Fixed Assets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
CONTACT
Jeffrey Warren, REHS
Director of Environmental Management