Title
Department of Transportation recommending the Board:
1) Approve the retroactive addition of one (1) partial engine to the Fiscal Year (FY) 2022-23 Fixed Asset List totaling $15,000; and
2) Decrease two (2) roll-off chipper boxes currently on the FY 2022-23 Fixed Asset List from $45,000 to $37,500 each for a total of $15,000.
FUNDING: Road Fund. (100%)
Body
DISCUSSION / BACKGROUND
On November 22, 2022, Department of Transportation (DOT) equipment mechanics determined there was a terminal failure to a portion of dump truck #23-24’s engine. Historically, DOT has ordered the necessary parts for the repair without a competitive bid, as it falls under the C-17 Purchasing Policy, 3.5 Specific Exemptions and Written Findings of Fact. DOT staff requested a quote from Riverview International Trucks, LLC. on November 29, 2022, and obtained the quote on December 7, 2022, after Riverview International Trucks, LLC. was able to locate the necessary partial engine. The invoice totaled $19,826.16 for the partial engine, which included a $5,000 core deposit, leaving the partial engine with a final cost of $14,826.16 after the core deposit with tax is reversed. DOT subsequently generated a purchase order (PO) on December 13, 2022, and it was fully approved under the Purchasing Policy exemption on December 16, 2022.
The partial engine was ordered utilizing the PO with budgeted appropriations under object 4161, equipment parts. DOT staff picked the partial engine up at Riverview International Trucks, LLC in Sacramento, California on January 7, 2023, and invoiced DOT accordingly. Staff coded the invoice as it was listed on the PO and began the payment process. Once the invoice reached the Auditors Office approval step and it was reviewed on February 8, 2023, they reached out to Fiscal staff stating it needed to be coded as a fixed asset - equipment improvement and was not considered a part. DOT and Fiscal staff provided historical justification as well as clarification that...
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