TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works, Fleet Department
REPORT BY: Mercedes Meats - Supervising Staff Services Analyst
SUBJECT: Disposal of County Surplus Vehicles, Competitive Bid Award, Budget Amendment and Establish One Capital Asset
RECOMMENDATION
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Approve and authorize disposal of nine county surplus vehicles to be sold at auction; approve and authorize purchase of capital equipment and competitive bid award to Jimmy Vasser Toyota for a 2025 Toyota Rav 4; and approve an associated Budget Amendment. (Fiscal Impact: $38,000 Expense and Increased Revenue; Fleet Fund - Replacement Vehicles; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The county has nine vehicles that have outlived their useful lives, have been or will be removed from service, and are no longer required for public use. With approval of today’s actions, these nine vehicles will be declared surplus and sold at auction. Today’s actions will authorize the Public Works Director and/or Fleet Manager to sign the certificate of titles for the surplus items being sold at auction. As a general practice, Fleet Management attempts to maximize utilization of vehicles before identifying them as surplus. Typically, Fleet vehicles are replaced when they have been driven 120,000 miles and/or are 12 years old and patrol vehicles are replaced when they have been driven 90,000 miles and/or are 4 years old. In some instances, vehicles that exceed the typical replacement cycle may be retained if their maintenance costs and condition warrant continued use. Conversely, some vehicles are declared surplus and disposed of before they reach the replacement target because the cost to maintain and/or repair them are not justified. Additionally, vehicles involved in major collisions, require major engine or transmission work, or experience excessive wear or exposure to harsh conditions are generally declared surplus and disposed of if the costs of making the necessary repairs or providing continued maintenance are not justified. California Code Section 25363 authorizes the Board of Supervisors, upon a four-fifths (4/5) 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.
In addition, with today’s action we are requesting retroactive approval to award Jimmy Vasser Toyota a competitive bid award for the purchase of a 2025 Toyota Rav 4 in the amount of $38,000, approval of an associated budget amendment to increase Equipment appropriations in the Fleet Vehicle Replacement subdivision, offset by use of its available fund balance, and approval of the capital equipment purchase to replace Unit 426 which was totaled in August 2025.
The Fleet Division’s Vehicle Replacement budget includes appropriation to replace vehicles for urgent cases such as this. Therefore, Fleet was able to purchase the replacement vehicle in November 2025. Approval of today’s action will replenish appropriations for future potential urgent replacement needs.
Requested Actions: (4/5 vote required)
1. Declare certain capital asset vehicles as surplus and no longer required for public use;
2. Authorize the Auditor-Controller to remove these surplus assets from the capital asset listing;
3. Authorize the sale of capital asset surplus vehicles at public auction;
4. Authorize the Public Works Director and/or Fleet Manager to sign the certificate of titles for the surplus items being sold at auction;
5. Authorize the purchase of capital equipment and competitive bid award to Jimmy Vasser Toyota for the purchase of a 2025 Toyota Rav 4 in the amount of $38,000; and
6. Increase Equipment appropriations in Fleet-Vehicle Replacement budget (Fund 4100 Sub-division 4102000 Account 55400) by $38,000, offset by use of available fund balance.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The vehicles recommended for surplus and auction have outlived their usefulness, have been or will be removed from service, and are no longer required for public use. Revenue will be deposited into Fleet Fund 4100 Replacement Vehicle Sub-Division 4102000. The 2025 Rav 4 will replace the totaled vehicle (Unit 426). |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Selling surplus vehicles at auction has no future fiscal impact past the current fiscal year. Replacement and Operations and Maintenance charges for the replacement vehicle will be charged accordingly within the Fleet Internal Service Fund. |
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Consequences if not approved: |
Accumulated surplus property would exceed existing storage capacity. The Ag Dept will be lacking sufficient vehicles. |
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Additional Information: |
Strategic Initiative: Elevate County Service and Workforce Excellence |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.