TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works, Fleet Division
REPORT BY: Kat Chambers - Supervising Staff Services Analyst
SUBJECT: Disposal of County Equipment - Trailer, Sole Source Award and Establish One Capital Asset (Replacement Trailer)
RECOMMENDATION
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Approve and Authorize the disposal of a trailer to be sold at auction; approve and authorize the purchase of a capital asset for a replacement trailer and Sole-source award to Pape Machinery in the amount of $65,643. (Fiscal Impact: $2,187 Net Cost; Fleet Fund; Budget Re-allocation; Discretionary)
[4/5 vote required]
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BACKGROUND
On June 15, 2026, a County truck hauling a wide-load trailer and paver was traveling southbound on Berryessa Knoxville Road when it was involved in a rollover incident while taking evasive action to avoid a northbound vehicle. The truck remained upright, while the County-owned trailer and attached rental paver overturned. The paver remained attached to the trailer after the rollover.
As a result of the accident, the trailer (Equipment No. 1626, Asset No. 100082, 2017 model) sustained damage beyond repair and was declared a total loss. The paver was also damaged but is repairable. An insurance claim was filed to replace the trailer, repair the paver, and collect loss of use charges related to the paver. The insurance claim is expected to exceed $200,000 with a $15,000 deductible.
The expenditure of $65,643 for the replacement trailer will be offset by the estimated insurance reimbursement of approximately $63,456 upon final settlement of the claim, resulting in a net cost of approximately $2,187.
Today's action will authorize the disposal of the totaled trailer, its removal from the County’s capital asset listing, and its sale at auction. The action will also authorize the Public Works Director and/or Fleet Manager to sign the certificate of title and any other documents necessary to complete the sale of the trailer at auction.
Additionally, approval is requested to purchase, through sole-source at government pricing through a Sourcewell Contract, a replacement trailer in the amount of $65,643. Sufficient appropriations are available within the Roads Equipment Replacement Fund due to prudent fiscal management and equipment replacement costs coming in below budget.
The insurance proceeds related to the totaled trailer are not included in this action. Acceptance and appropriation of the insurance settlement will be presented to the Board under a separate Board letter following final resolution of the claim. Due to the operational needs of the Roads Division, replacement of the trailer cannot be deferred until the insurance claim is settled.
Requested Actions:
1. Declare capital asset 100082 as surplus and no longer required for public use;
2. Authorize the Auditor-Controller to remove this surplus asset from the capital asset listing;
3. Authorize the sale of capital asset surplus at public auction;
4. Authorize the Public Works Director and/or Fleet Manager to sign the certificate of titles for the surplus
item to be sold at auction; and
5. Authorize the purchase of a capital asset and sole source award to Pape Machinery for the purchase of a Trail King TKT50 Tilt Trailer in the amount of $65,643, with no increase to budget or capital asset appropriations.
[4/5 vote required]
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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Where is it budgeted? |
The trailer was not budgeted and is not part of the fiscal year 2026-27 approved capital assets, however, there is sufficient appropriations in Roads Equipment Replacement Fund 4100; Subdivision 4101000 to cover the cost, therefore, Budget Amendment is not needed. The expenditure of $65,643 for the replacement trailer will be offset by the estimated insurance reimbursement of $63,456, resulting in a net cost of $2,187. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval of the replacement purchase will allow the Roads Division to maintain its efficiency and reliability when transporting equipment and support road maintenance, repair projects, and emergency response. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The insurance settlement will offset a portion of the costs and will be presented to the Board for approval for acceptance of the settlement proceeds |
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Consequences if not approved: |
Roads Division will be down one trailer, the loss will create scheduling conflicts and limit the number of crews that can work simultaneously, resulting in significant delays. During emergency situations such as storm events or roadway hazards, delays in response times will extend the duration of road closures or unsafe conditions. Reduced operational capacity will negatively impact the ability to complete routine projects on schedule, decrease productivity, and increase the risk of deferred maintenance. |
Strategic Initiatives: Build Healthy, Connected Communities
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.