Title
Community Development Agency, Administration and Finance Division, recommending the Board approve and authorize the acquisition of certain fixed assets originally included on the fixed asset list for Fiscal Year 2014/15, as identified below, that were unable to be received prior to the end of the fiscal year, June 30, 2015.
FUNDING: Road Fund, Fleet Management Internal Service Fund, HD23 Grant Funds.
Body
DEPARTMENT RECOMMENDATION
Community Development Agency, Administration and Finance Division, recommending the Board approve and authorize the acquisition of: one (1) 4-Wheel Drive Loader, one (1) Heavy Truck Vehicle Lift, and one (1) International Truck equipped with a Hookloader System for Community Development Agency, Transportation Division (Transportation); four (4) HazMat SCBA Sets for Environmental Management; and one (1) 4x4 pick-up truck and nine (9) C-Max Energi plug-in hybrid automobiles for Fleet Services . These fixed assets were originally included on the fixed asset list for Fiscal Year 2014/15, however they were unable to be received prior to June 30, 2015. This authorization will allow the vendors to be paid in a timely manner. If approved, the increased funding to pay for the additional fixed assets not already re-budgeted in FY2015/16 will be added through the addenda process in September 2015.
DISCUSSION / BACKGROUND
The following items were approved by Procurement and Contracts (Procurement) in FY2014/15 but will not be received until FY2015/16:
Procurement awarded Bid #15-760-030 and issued PO201513989 to Mecom Equipment, LLC on March 24, 2015 in the amount of $127,690.13. Receipt of the 4-Wheel Drive Loader for Transportation's Maintenance Unit is expected prior to the adoption of the County budget in September.
After awarding Bid #15-060-039, Procurement issued PO201518195 on April 13, 2015 in the amount of $45,187.71 to Municipal Maintenance Equipment, Inc for the purchase of a heavy truck vehicle lift system for Transportation's Tahoe Maintenance Shop. This item is expected to be received prior to the adoption of the County budget in September.
Procurement issued PO201521370 on May 27, 2015 to Bauer Compressors, Inc. in the amount of $20,796.83 for the purchase of four (4) HazMat SCBA sets for the Environmental Management Division. These items are expected to be recieved prior to the adoption of the County budget in September.
Procurement awarded Bid #15-070-022 for the purchase of various types of Fleet vehicles. On December 23, 2014, PO201510945 for $24,571.28 was issued to Downtown Ford Sales for the purchase of a F-150 4x4 regular cab truck (bid vehicle "L") for Fleet Services. Additionally, Procurement issued PO201519599 on May 26, 2015 for $273,542.63 to Downtown Ford Sales for the purchase of nine (9) C-Max Energi plug-in hybrid automobiles (bid vehicle "A") for Fleet Services. The C-Max vehicles were rebudgeted in the FY2015/16 proposed budget. These vehicles are expected to be received prior to the adoption of the County budget in September.
Procurement awarded Bid #15-070-058 for the purchase of an International Truck equipped with a hookloader system and hooklift hot patch truck body. On June 2, 2015, PO201521723 was issued to Riverview International Trucks, LLC for $234,877.15 for Transportation's Maintenance Unit. This item has been rebudgeted in the FY2015/16 proposed budget, but may arrive before the adoption of the County budget in September.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
CAO / Buildings and Grounds will be the end user for the F-150 4x4 regular cab truck purchased by Fleet Services, and various departments and agencies will be the end users for the C-Max Energi plug-in hybrid Fleet vehicles.
CAO RECOMMENDATION
CAO recommending the Board move staff's recommendations.
FINANCIAL IMPACT
There is no change to Net County Cost. Appropriations and purchase orders existed in FY2014/15 and as part of the normal year-end process will be liquidated. The savings from not purchasing the fixed assets in FY2014/15 as originally intended will finance the purchase of the same fixed assets in FY2015/16. Any funding needed for unanticipated carryover fixed assets will be added through the normal addenda process in September 2015.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Purchasing Agent will re-establish purchase orders in FY2015/16 in the amount of $723,904.90.
2) The Agency will submit claims to the Auditor/Controller for payment once the equipment/vehicles are recieved.
STRATEGIC PLAN COMPONENT
Effective Services
CONTACT
Kate Sampson, Assistant Director of Administration and Finance
Community Development Agency