Title
Sheriff’s Office recommending that the Board:
1) Approve and authorize the Purchasing Agent to process a Change Order to Purchase Order 21001194 with TriVan Truck Body LLC to increase the total amount to approximately $220,000 to outfit the chassis of a Crime Scene Investigation (CSI) Vehicle;
2) Increase the amount of the replacement CSI Vehicle to $220,000 on the FY 2024-25 Fixed Asset list; and
3) Approve and authorize the Chair to sign a FY 2024-25 budget transfer increasing the Sheriff's Office Fixed Asset appropriations by $10,000 for the completion of the CSI Vehicle by increasing the use of Special Revenue Funds (4/5 vote required).
FUNDING: Supplemental Law Enforcement Services Fund.
Body
DISCUSSION / BACKGROUND
The current CSI vehicle is an aging ambulance that was purchased by the County for $1. It has been utilized as the CSI vehicle for over 15 years and served its purpose when needed, however it is not ideal given its age and the wear and tear that has been put on the vehicle. Since it was previously utilized as an ambulance, this vehicle has not been customized or purposefully built for the CSI function, therefore, CSI tools and equipment do not fit properly in the current vehicle. While there are many drawers and cabinets, they are not built for the size of items that the Sheriff's Office utilizes. In turn, nearly all the CSI equipment is laid on the floor of the vehicle for transportation and then rummaged through to find the proper piece of equipment needed at a crime scene. The vehicle can only hold a minimal amount of equipment and personnel. Due to this, CSI members are required to travel to a crime scene in their personal vehicles or are forced to find a patrol vehicle that they can use. Another hindrance is that the ambulance is not 4-wheel drive making many areas in the County off limits for travel causing tools and equipment to be moved from the ambulance to whatever vehicle is available causing unnecessary delay. Finally, the ambulance has several mechanical and engine issues, and currently will not start due to a possible electrical issue. It has over 170,000 miles on it and is at its end of life.
On December 2, 2020, with Legistar file 20-1539, the Board approved a budget transfer to increase the FY 2020-21 appropriations and to add a replacement CSI Van to the Fixed Asset list. Subsequently, Purchase Order (PO) 21001194 in the amount of $176,198.67 was released for the purchase of a truck van body from TriVan Truck Body LLC, and PO21001196 in the amount of $60,612.23 was released for purchase of a Ford F550 truck from Downtown Ford Sales.
Due to supply chain problems, the 2021 Ford F550 truck could not be delivered, the County’s order had to be cancelled and the County was afforded the opportunity to process a Purchase Order for an alternative vehicle. The original quote and build specifications were tied to the availability of a Ford F550, as that vehicle was not available, TriVan was contacted to adjust the build to fit a Chevrolet 5500HD chassis. These modifications increased the cost of the build. On February 14, 2023, with Legistar file 23-0303, the Board approved a Change Order to PO21001194 to increase the amount to $194,000. Due to further delays in purchasing the Chevrolet 5500HD chassis, the quote had to be refreshed and costs have increased. The vehicle build is currently quoted at $200,517.56 plus applicable use tax for an approximate total of $220,000.
This item is being brought back to your Board for approval of the changes due to the increases in pricing, and the need to increase the cost of the Sheriff’s Fixed Asset items on the FY 2024-25 Fixed Asset list.
ALTERNATIVES
The Board could choose not to approve this item and/or to direct staff to find another vendor with would cause further delays in the purchase.
PRIOR BOARD ACTION
02/14/2023 Legistar file 23-0303
12/02/2020 Legistar file 20-1539
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no impact to Net County Cost as Special Revenue Funds are being utilized for the additional cost associated with this vehicle.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain Board Chair signature on the original Budget Transfer and forward the Budget Transfer to the Chief Administrative Office for processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Bryan Golmitz