TO: Board of Supervisors
FROM: Jason Martin, Deputy Fire Chief
REPORT BY: Stacie McCambridge, Staff Services Manager
SUBJECT: Budget Amendment to Increase Capital Asset Amount of Two Mechanic Service Trucks and Surplus Two Older Service Trucks
RECOMMENDATION
title
Approve a Budget Amendment to complete the buildout of two replacement mechanic service trucks; waive competitive bidding requirements for specialized equipment and services; and authorize assets to be deemed as surplus and disposed at public auction. (Fiscal Impact: $30,000; Fire Fund; Not Budgeted; Discretionary)
[4/5 vote required]
body
BACKGROUND
In June of 2023, the Board of Supervisors adopted the Fiscal Year 2023-24 Fire Budget, which included the cost of two mechanic service trucks in the amount of $320,000. Due to an unforeseen rise in costs, the current quotes obtained to complete the buildout has increased by $15,000 per vehicle. The increases include the following items: utility boxes from Interstate ($5,500), emergency communication equipment from Wattco ($17,000), and vehicle striping/graphics from Napa Sign ($7,500).
The County Fire Department is also requesting a waiver of competitive bidding requirements and a sole source award for the purchase to install communication equipment from Wattco and lettering/graphics from Napa Sign. Wattco provides local highly specialized work on emergency vehicles not only for the County Fire Department, but also for the County Sheriff’s Office. Napa Sign is the only local vehicle graphic company. The Fire Department has used other County-based vendors in the past, but they are no longer in business. Napa Sign Shop has completed work previously for the Department and already has Department logos and graphic templates on file.
The current mechanic trucks (purchased in 1999 & 2011) have outlived their useful lives and are now requiring more maintenance due to failing parts. California Code section 25363 authorizes the Board of Supervisors, upon four-fifths vote, to sell at public auction and convey to the highest bidder for cash, any property belonging to the County and not required for public use. As a general practice, the County Fire Department attempts to fully depreciate vehicles before identifying replacement or surplus status. Both mechanic trucks in service will be sold at public auction if approved today.
Requested Actions:
1. Approval of a Budget Amendment increasing appropriations by $30,000 in Fire Operations (2100000-55400) offset by use of available fund balance, to transfer; and
2. Increase of capital assets in the amount of $30,000 for the purchase of the increased pricing for utility boxes, emergency communication equipment, and striping of vehicles.
3. Request waiver of competitive bidding requirements and sole source award for the purchase to install lettering/graphics and communication equipment from Wattco ($17,000), Suisun, California, and Napa Sign Shop ($7,500), Napa, California, pursuant to County Ordinance Code section 2.36.090; and
4. Authorize to declare 1999 Ford F350 (Asset No. 26850) and 2011 Ford F450 (Asset No. 27511) as surplus and no longer required for public use, remove the item from inventory, and dispose at public auction.
FISCAL & STRATEGIC PLAN IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
No |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
The cost increases were unforeseen to complete the build up of two new, previously approved, mechanics trucks. The two old mechanic trucks have outlived their usefulness and the repairs are beginning to outweigh the value of the vehicles. |
|
Is the general fund affected? |
No |
|
Future fiscal impact: |
The cost of maintaining the new vehicles will be supported by the Fire Protection Fund (2100). |
|
Consequences if not approved: |
The maintenance cost and down time of the vehicles would continue to grow. Standardized bidding process would be used not keeping with the standardized equipment currently used. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by California Code of Regulations title 14, section 15378 (State CEQA Guidelines) and, therefore, CEQA is not applicable.