HomeMy WebLinkAboutAgenda - 10-16-2012 - 5f
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ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date:October 16, 2012
Action Agenda
Item No.5-f
SUBJECT:FY 2012-2013 Purchase of Vehicles through Vehicle Replacement Internal
Service Fund
DEPARTMENT:Financial and Administrative PUBLIC HEARING: (Y/N)No
Services
ATTACHMENT(S):INFORMATION CONTACT:
Internal Service Fund Vehicle Listing
Internal Service Fund FY2012-2013 Frank Clifton, 919-245-2300
BudgetClarence Grier,919-245-2453
PaulLaughton, 919-245-2152
Jeff Thompson, 919-245-2658
PURPOSE:
To approvethe final list of County vehicles to be purchased through theVehicle
ReplacementInternal Service Fund established with the FY2012-13 Budget.
BACKGROUND:
The2012-13Budgetestablishedthe Vehicle Replacement Internal Service
Fund for County vehicle purchases. Internal Service Funds are an accounting device used to
accumulate and allocate costs internally among the functions of the County.All County vehicle
purchases willoccur through this fund instead of through departments’ operating budgets. The
internal service fund centralizesall vehicle purchases, which will increase the effectiveness of
vehicle cost and replacement monitoring.
As the budget processconcluded, staffinformed the Board of County Commissioners(BOCC)
that staffwould bring a final listing of the vehicles that the County proposes to purchasewithin
the fund. Attached isthe finalized list of vehicles to be purchased. The list coincides with and
outlinesthe vehicles approved in the FY 2012-2013 budget and the amounts to be funded with
and without debt financing forthe BOCC’s consideration. The total amount of vehicles to be
debt financed will be $640,503, and $54,470 of vehicleswill be purchased with auto property
insurance claims funds received through September 30, 2012. The total dollar amount of the
vehicles to be purchased will be$694,973. Additionally there is sufficient fund balance that can
be considered as an option to purchase the vehicles.
FINANCIAL IMPACT:
The financial impact of the purchaseof the vehicle replacement vehicles
is $694,973.
RECOMMENDATION(S):
The Manager recommends that the Board approve the purchase of
the recommended vehicles based on the information aboveand the attached documents, and
authorize staff to use available funds, fund balance and/or debt financing to purchase the
vehicles.
Orange County
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Vehicle Replacement Fund
Listing of FY 2012- 2013 Vehicles To Be Purchased
Revenues
FY12FY13Total
Auto Property Insurance Claim Funds40,67013,80054,470
Internal Services Fund640,503640,503
Total40,670654,303694,973
Expenses
FY12FY13Total
Vehicle Requisitions/Purchases
Env. Health Ford F150 Truck18,21518,215
Health Toyota Prius Sedan22,45522,455
DEAPR Soil and Water Ford F150 Truck19,00119,001
DEAPR Parks Ford F150 Truck17,35217,352
EMS Ford F150 Truck24,95124,951
Env. Health Ford F150 Truck18,30118,301
Health Toyota Prius Sedan23,95023,950
DSS Toyota Prius Sedan23,95023,950
DSS Toyota Prius Sedan23,95023,950
IT Ford Transit Connect19,90119,901
AMS Ford Transit Connect19,90119,901
Sheriff Chevrolet Tahoe (6 each)157,780157,780
Future Requisition Estimates
EMS QRV/Ambulance Assets198,737.00198,737
EMS MERV Upfit25,000.0025,000
Planning/Inspections Chevrolet Equinox (3 each)69,852.0069,852
DSS Van Bench Seat, Cargo Racking11,674.0011,674
Total40,670654,303694,973
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Vehicle Replacement -Internal Service Fund
Purpose of Fund
In FY 2012-13,the Commissioner Approved Budgetestablishesa second Internal Service Fund, for
County vehicle purchases. Internal Service Funds are an accounting device used to accumulate and
allocate costs internally among the functions of the County.Historically, the County has used an
internal service fund to account for one activity - its employee dental insurance program. If the Board
of County Commissioners (BOCC) approves the new Internal Service Fund, vehicles purchaseswould
occur through this fundinstead ofthedepartments’ operatingbudgets. The change would centralize
vehicle purchases, which wouldincrease the effectiveness ofvehicle performance and cost
monitoring.
The list below outlines Manager recommended vehicle requestsforFY 2012-13.During the
summer/early fall, staff will providea complete list of recommended, debt-financed, vehicle purchases,
for the BOCC’s consideration.
FY 2012-13Manager’s Recommended Vehicles
DepartmentItem DescriptionCost
Vehicle due to be replaced (Parks)$19,397
Department of the
Environment, Agriculture,
Parks and Recreation
Vehicle due to be replaced (Soil and Water Conservation)$19,397
Funds to re-purpose F800 vehicle for use as a Mass Casualty
$25,000
response unit (Administration)
Emergency Services
F-150 to replace high mileage vehicle (Life Safety
$28,171
Management)
Replaced ambulance for aging fleet(Emergency Medical
$227,848
Services)
Previous truck rendered unusable, 12/2010. Transport
equipment and personnel to conduct Wastewater Treatment $21,000
Management Programinspections (Environmental Health)
Health
2 new Toyota Prius' for Family Home Visiting staff (Personal
$46,000
Health)
Chevrolet Malibus to replace 1999 Ford Ranger (#438), 1997
Planningand Inspections$51,000
Ford Pickup (#364), 1989 Chevrolet1500 Pickup (#478)
6 replacements for Chevrolet Caprice plus taxes and fees
Sheriff
(Non-Jail Operations)$157,780
Social ServicesVehicle due to be replaced $44,910
FY 2012-13 Manager RecommendedTotal: $640,503
FY 2012-13 Source of Funds: Short-term Installment Financing/Internal Reserves$(640,503)
Net County Cost:$-