TO: Board of Supervisors
FROM: Oscar Ortiz - Sheriff-Coroner
REPORT BY: Rollie Soria, Staff Services Analyst II
SUBJECT: Budget Transfer Capital Asset Increase: Small Incident Command Van
RECOMMENDATION
title
Sheriff requests the following regarding the purchase of a small incident command van:
1. A waiver of competitive bidding requirements and sole source award to TriVan Truck Body of Ferndale, Washington for the purchase of a small incident command van in the amount $192,807, pursuant to County Ordinance § 2.36.090; and
2. Approval of a Budget Transfer increasing appropriations by $12,807 in Sheriff-Operations (1000-1360000-55400) offset by decreasing appropriations in Sheriff-Coroner (1000-1361000-52490). (4/5 vote required)
body
EXECUTIVE SUMMARY
Approval of today’s requested actions will allow the Sheriff’s Office to increase appropriations in capital asset equipment to account for the price increase of a small incident command van, approved for purchase in the Adopted Budget for Fiscal Year 2021-2022 and to approve a sole-source purchase.
FISCAL & STRATEGIC PLAN IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
Yes |
|
Where is it budgeted? |
Sheriff’s Budget |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
Purchasing a smaller IC van is discretionary. However, the currently used IC van needs to be refurbished at a cost far exceeding the purchase of a smaller, more agile van. |
|
Is the general fund affected? |
Yes |
|
Future fiscal impact: |
Any future fiscal impact will be budgeted accordingly. |
|
Consequences if not approved: |
If not approved, Sheriff’s Office will be unable to purchase the small IC van. |
|
County Strategic Plan pillar addressed: |
Effective and Open Government |
|
|
|
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.
BACKGROUND AND DISCUSSION
Pursuant to Part I: Section 8E of the County Policy Manual, Board of Supervisors approval is required to reallocate capital asset appropriations, either through the budget process or a Board of Supervisors meeting.
The Schedule of Capital Assets in the Adopted Budget for Fiscal Year 2021-2022 includes a small Incident Command (IC) van for $170,000 in the Sheriff-Operations budget (Fund 1000, Org 1360000, Object 55400). An IC vehicle plays an integral role in the Sheriff’s Office responsibility of preserving life and safety. During critical incidents (natural disasters, local emergencies, accidents and anything that requires heightened security), the small IC van will be used as a central office for rapid deployment with the ability to traverse narrow, remote roads and difficult terrain. While being built on a smaller platform, the van comes outfitted with several workstations, slide-swivel seating, voice/video/data interoperability, exterior briefing screens, whiteboard surfaces, drone command, generator, exterior awnings and numerous other features.
Sheriff’s Office has worked with several vendors over the past year, obtaining vehicle specifications and price comparisons. Due to the custom nature of the vehicle, TriVan Truck Body of Ferndale, Washington was the lowest bidder by way of the Sourcewell competitively bid pricing contract. However, costs have increased since budget approval, with the lowest-priced van currently quoted at $192,807. Sheriff-Operations budget has $10,000 in unspent capital asset appropriations and is seeking approval of a budget transfer to move the remaining $12,807 from Other Professional Services expense in Sheriff-Coroner. Approval of today’s requested actions will allow the Sheriff’s Office to move appropriations accordingly and award sole source purchase to TriVan Truck Body for the purchase of a small IC van.