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File #: 19-1556    Version: 1
Type: Agenda Item Status: Approved
File created: 10/11/2019 In control: Board of Supervisors
On agenda: 11/5/2019 Final action: 11/5/2019
Title: Department of Agriculture recommending the Board: 1) Approve the addition of one (1) Seraphin Slip on Calibration Unit with three 5 gallon stainless steel provers with a 50 gallon high speed prover to the Department's Fixed Asset List; and 2) Approve and authorize the Chair to sign a budget transfer from General Fund Appropriation for Contingency in the amount of $32,311 for the fixed asset, to re-budget the item in order to complete a purchase that was approved as part of the FY 2018-19 Budget and Fixed Asset List, but unable to be delivered prior to the end of the fiscal year. (4/5 vote required) FUNDING: General Fund.
Attachments: 1. A - Budget Amendment, 2. B - Purchase Order and Documentation, 3. Executed Budget Transfer

Title

Department of Agriculture recommending the Board:

1) Approve the addition of one (1) Seraphin Slip on Calibration Unit with three 5 gallon stainless steel provers with a 50 gallon high speed prover to the Department's Fixed Asset List; and

2) Approve and authorize the Chair to sign a budget transfer from General Fund Appropriation for Contingency in the amount of $32,311 for the fixed asset, to re-budget the item in order to complete a purchase that was approved as part of the FY 2018-19 Budget and Fixed Asset List, but unable to be delivered prior to the end of the fiscal year. (4/5 vote required)

 

FUNDING:  General Fund.

Body

DISCUSSION / BACKGROUND

The Department of Agriculture, Weights and Measures received additional funding from the Department of Food and Agriculture for our County’s share of the State’s Unclaimed Gas Tax revenues for FY 2018-19. El Dorado County Weights and Measures inspectors inspect and test various types of weighing and measuring devices throughout the county. One of the main types of devices inspected are gasoline dispensers. This calibration unit is to replace a 1990 used truck the department purchased in 2009 from Contra Costa County. This equipment is used to test every gas station in El Dorado County. Each gas pump actually has six meters (eight if they sell diesel) that have to be tested for fuel accuracy. All such devices are under the scrutiny of weights and measures. They are tested for accuracy and inspected to determine if they are appropriate for their intended use. 

The purchase of this piece of equipment could not meet the completion date or the ship date prior to FY 2018-19 year end due to the manufacturer not having all neccessary parts. The cost of the equipment is $32,311. Because the equipment was unable to be delivered in time, this amount was not spent from the prior year budget resulting in a return to General Fund fund balance for FY 2018-19. The department is seeking to adjust the Fiscal Year 2019-20 Budget to increase appropriations to allow for the purchase for this fiscal year.

Fixed Asset purchase includes the replacement of gasoline calibration truck (1990 GMC) with a Seraphin slip on calibration unit. Pemberton Fabricators Inc. is the only vendor for the Seraphin Slip On Calibration Unit with three 5-gallon stainless steel provers and one 50-gallon high speed prover, and is a sole source vendor.

ALTERNATIVES

The Board could choose not to fund this piece of equipment that is needed to perform weights and measures daily task. Unfortunately the piece of equipment is replacing a very out dated 1990 truck that is in need of replacement as only one prover working out of three which creates additional staff labor to fill and test each type of fuel one at a time and not utilize all three working provers that the new equipment will provide.

 

PRIOR BOARD ACTION

File # 19-0280 3/19/19 approved on the consent calendar

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

CAO - Procurement & Contracts

 

CAO RECOMMENDATION / COMMENTS

It is recommended that the Board approve this item

 

FINANCIAL IMPACT

Approval of this item would reduce General Fund Contingency by $32,311 and increase appropriations in the Department of Agriculture's FY 2019-20 budget. 

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1) The Clerk of the Board will obtain the Chair’s signature on the original budget transfer and will forward the budget transfer to the Auditor/Controller for processing.

2) The Clerk of the Board will forward one (1) copy of the signed budget transfer to the Department of Agriculture, for further processing of approved fixed asset purchase.

 

STRATEGIC PLAN COMPONENT

Economic Development, Healthy Communities, Public Safety

 

CONTACT

Charlene Carveth x5522 or Myrna Tow x6647