Title
Department of Transportation recommending the Board authorize the acquisition of two vehicles (fixed assets) prior to the adoption of the Fiscal Year 2012-2013 budget.
Body
BUDGET SUMMARY: |
|
Total Estimated Cost
|
$60,948 |
|
|
Budgeted
|
$0 |
New Funding
. |
$0 |
Savings
|
$0 |
Other
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$60,948 (Carryover) |
Total Funding Available
|
$60,948 |
|
|
Change To Net County Cost
|
$0 |
Fiscal Impact/Change to Net County Cost
No change to Net County Cost - Appropriations and purchase orders exist in FY 2011-2012, to be re-established in FY 2012-2013.
Background
The Board approved a list of Fleet vehicles to be purchased with the adoption of the FY 2011-2012 Department of Transportation Budget. Based on this list, bids were received for the listed vehicles and the Board approved the bids at the regular meeting of 2/14/2012, Legistar #12-0191. Purchase orders for the vehicles were then established in FY 2011-2012, but two vehicles were not delivered to the County before the June 30, 2012 fiscal year end date. A Chevrolet AWD van was subsequently delivered by Coalinga Motors, Inc. on July 24, 2012, and a Ford F150 4x4 is yet to be delivered by Downtown Ford Sales, but is expected to be delivered before the final approval and adoption of the 2012-2013 Budget.
Reason for Recommendation
In order to receive a $500 discount as allowed on the bid (for payment within 20 days) for the Chevrolet AWD van, the invoice is required to be paid by 8/13/12. The Department recommends that the Board authorize the acquisition of the two vehicles thereby allowing for the re-establishment in FY 2012-2013 of purchase orders in the amount remaining on the existing FY 2011-2012 purchase orders for the Chevrolet AWD van ($34,322.34) and the Ford F150 4x4 ($26,624.98). This subsequently allows the Auditor/Controller to make the payment to the vendors at a time which allows for the County to receive the discount offered by the vendors.
Sufficient appropriations currently exist in the proposed FY 2012-2013 Budget to make these purchases, but appropriations will be increased in the FY 2012-2013 Budget Addenda by $60,947 in order to allow the purchase of the remaining vehicles on the Fleet purchase list that was included in the recommended FY 2012-2013 budget. Additionally, at Budget Addenda, the the FY2012-2013 Fleet purchase list will be edited to include the "carryover" Chevy AWD van and Ford F150 4x4.
Pursuant to Government Code section 29124, Board approval is required to purchase fixed assets prior to the formal adoption of the FY 2012-13 Budget.
Action(s) to be taken following Board approval
1. Purchasing Agent will re-establish purchase orders in FY 2012-2013 for Coalinga Motors Inc. for the remaining amount of $34,322.34, and for Downtown Ford Sales for the remaining amount of $26,624.98.
2. Department of Transportation will immediately submit a claim to the Auditor/Controller for payment to Coalinga Motors, Inc. for the Chevrolet AWD van in order to receive the vendor's $500 discount, and will promptly submit a claim to the Auditor/Controller for the Ford F150 4x4 at the time that it is received by the County.
Contact
Kimberly Kerr, Interim Director
Department of Transportation
Concurrences
N/A