HomeMy WebLinkAboutAgenda - 09-17-2013 - 5lORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 17, 2013
Action Agenda
Item No. 5 -1
SUBJECT: FY 2013 -2014 Purchase of Vehicles through Vehicle Replacement Internal
Service Fund
DEPARTMENT: Financial and Administrative PUBLIC HEARING: (Y /N) No
Services, Asset Management
Services
ATTACHMENT(S):
Internal Service Fund Vehicle Listing
INFORMATION CONTACT:
Clarence Grier, 919 - 245 -2453
Paul Laughton, 919 - 245 -2152
Jeff Thompson, 919 - 245 -2658
Alan Dorman, 919 - 245 -2627
1
PURPOSE: To approve the final list of County vehicles to be purchased through the Internal
Services Fund established within the FY2013 -2014 budget.
BACKGROUND: The Board of County Commissioners initially established the Vehicle
Replacement Internal Service Fund during FY 2012 -2013 for County vehicle purchases. The
Internal Service Fund is an accounting device used to accumulate and allocate costs internally
among the functions of the County. All County vehicle purchases will eventually occur through
this Fund instead of through departments' operating budgets. The internal service fund
centralizes all vehicle purchases, which will improve the ability to monitor vehicle acquisition and
associated costs.
In June 2013 staff presented the attached list of vehicles recommended for purchase for FY
2013 -2014 and committed to bringing this list back for Board approval in the fall.
The list coincides with and outlines the vehicles approved in the FY 2013 -2014 budget and the
amounts to be funded with and without debt financing for the BOCC's consideration. The total
dollar amount of the vehicles to be purchased will be $899,416. The vehicles will be purchased
with installment financing.
FINANCIAL IMPACT: The financial impact of the purchase of the replacement vehicles is
$899,416.
RECOMMENDATION(S): The Manager recommends that the Board approve the final list of
County vehicles to be purchased through the Internal Services Fund established within the
FY2013 -2014 budget.
Vehicle Replacement - Internal Service Fund
Purpose of Fund
In FY 2012 -13, the Commissioner Approved Budget established a 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. With the
creation of this Vehicle Replacement Fund, vehicles purchased occur through this fund instead of the
departments' operating budgets. The change centralizes vehicle purchases, which increases the
effectiveness of vehicle performance and cost monitoring.
Recommendations are founded upon vehicle age, mileage, maintenance costs, fuel efficiency, and
departmental mission need. The average age and accumulated mileage of the recommended
replacements are 14 years and 140,000 miles, respectively.
Recommended replacement vehicle platforms are the Toyota Prius for administrative, highway and
street use; the Chevrolet Captiva for moderate all- terrain use; the Chevrolet All Wheel
Drive Equinox for heavy all- terrain use; the Ford Transit Connect for highway utility, service and light
cargo use; the Ford F150 (both two and four wheel drive) for heavy utility use with the 4x4 option for
heavy all- terrain use for Environmental Health, Emergency Services, and DEAPR missions; and the
Chevrolet Tahoe for non -jail law enforcement use. All platforms are evaluated for department mission
utility, durability, maintenance standardization, and fuel efficiency.
The list below outlines recommended vehicle requests for FY 2013 -14. Pricing is based upon current
State Contract rates. During the early fall, staff will provide a complete list of recommended, debt -
financed, vehicle purchases, for the BOCC's consideration.
FY 2013 -14 Recommended Vehicles
Department
Item Description
Cost
Asset Management
Services
Ford Transit Connect — replaces #532 2001 Dodge pick -up
$24,547
Ford F150 4x4 Crew Cab truck — replaces #533 1996 GM
$24,635
truck
Department of the
Environment, Agriculture,
F350 15 passenger van — replaces #424 1999 Dodge
$24,181
Parks and Recreation
passenger van
F550 Light dump truck — replaces #471 1995 Ford F250
$35,724
dump truck
2 Ford F150 4x4 Crew Cab Trucks — Replaces #663 2006
Ford Expedition (destroyed by fire) and #698 2006 Ford
$95,206
Expedition (existing EMS Supervisor); includes aftermarket
Emergency Services
upfit costs
Freightliner /Excellence Ambulance to replace aging Wheeled
Coach ambulance unit (Emergency Medical Services);
$236,136
includes aftermarket upfit costs
3 Ford F150 4x4 trucks — replaces Environmental Health Ford
$58,216
Health
Rangers #388 (1997), #414 (1998), and #421 (1999)
Toyota Prius — replaces #455 2000 Dodge Stratus
$24,045
Housing, Human Rights,
and Community
Toyota Prius — replaces #498 2000 Dodge Intrepid
$24,045
Development
Planning and Inspections
2 Chevrolet Captiva Front Wheel Drive vehicles — replaces
$38,045
Ford Rangers #450 (2000) and #464 (2000)
Sheriff
6 Chevrolet Tahoes - replacements for Ford Crown Victoria
Interceptors (Non -Jail Operations)
$140,785
4 Toyota Prius — replacements of Chevrolet Cavaliers #381
Social Services
(1997) and #382 (1997); Chevrolet Malibus #441 (1999) and
$96,180
#442(1999)
3 Chevrolet Equinox All Wheel Drive vehicles — replaces Ford
Tax Administration
Crown Victorias #366 (1997) and #377 (1997); Chevrolet
$77,671
Malibu #444 (1999)
FY 2013 -14 Recommended Total: $899,416
FY 2013 -14 Source of Funds: Short -term Installment Financing /Internal Reserves $(899,416)
Net County Cost: $ -