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RESOI.UTIOIV _AI)OPTI.N(;
POLICYAND PROCEDURES MANUAL COVERL'VC
AC'OULSITIO~; MAINTE;~'A,'VCE AND DISPOSAL
OL' COUNTY I'EHILCES
BE LT 12ESOLVED by the Butte C-ounty Board off` Supervisors that it approves and adopts the
Policy and Procedures Manual Covering Acquisition, Maintenance and I~ispasal of County
Vehicles as set forth in the attached Exhibit "~" end made a part hereof.
~'ASSED AND ADOPTED by the Butte County Board of Supervisors this 11`x' day of January
?000 by the following vote:
;AYES: Supervisors Beeler, Houx, Josiassen, Davis and Chair Dolan
NOES: None
ABSENT: None
ATTEST:
NOT ~'O'TlNtp: None
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`` .lane Dolan ,Chair
Butt County Board of Supervisors
JOHN S. BLACKLOCK, Chief .Administrative
Officer and Clerk of the ~oard
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GENERAL SERVICES 1~D1V11I°~1ISTI~~,rI~IC)
CHIEF ADMINISTRATIVE C)~~FIC~
e$u a~~ COUNTY ()F BUTTE
25 COUNTY CENTER DRIVE
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o ~ o OROVILLE, CALIFORNIA 95965-3380
° ° Telephone: (530)538-7631
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t'OVN~~I Fax: (530} 538-7120
M!itE PYEAT i
~E NEFiAI_ Sc F.LICES DiRF%:.TOR
TCI: Board of Supcr~ Tsars
FROM: Mike F~~catt. General Ser~iees Director
SUBJECT: Summan~ of Provisions -Police & Procedures Manual -Acquisition.
Maintenance cYz Disposal of Comlt~ ~'chiclcs
DATE: December 2H, 1999
'The --Acquisition. Maintenance c4c Disposal of County Vehicles-~ polio and procedures manual ~~~~as prepared
10 pray"IdG 1lnlfarnl praetlCCS far pUfC-laSing- Tllailltallliilg alld dISpOS1Ilg Of Caunty v"C111C1CS. Falla~~lllg 1S <Z
summary aCthc provisions contained in the manual:
The section on the Acquisition of Vehicles describes the pro~~isions for budgeting. requisitioning-
soiiciting of bids and a~~arding af~ purchase orders.
• The section an Registration of Vehicles describes the requirement for the ti~chicle dealer to process the
initial registration and the need for Purchasing Scr~~ices to process the application for undercover plaics
~'<~hen required.
o The section on Departmental Responsibilities dcscribcs the departments- responsibilii~ ~~~ith respect to
tracking the ~~ehielcs bti the Capital Asset Number- obtaining a gas credit card. obtaining pre~~cnti~~c
maintenancc_ accident reporting and for prodding safet~~ equipment in the ~~ehicles.
• The section on Seised or Donated Vehicles describes the need io have the properi~~ accepted bt the Board
of Supervisors- for assignment oC a capital asset number. and far ~~chiclc registration or deelaratian of
surplus as appropriate.
• The section on Transfer of Vehicles between Count~~ Departments dcscribcs the need to ti~rite a
memorandum to the Auditor-Controller, obtain an Equipment Transfer. obtain a nc>,~ gas credit card- and
register lrith undcrcoler plates if required.
® 'The section on Declaration of Vehicles as Surplus dcscribcs the recd for ~~~riting a memorandum to the
Auditor-Controller. obtaining an Equipment Transfer. hay ing the ~~chicics declared b. the Board of
Supervisors. deiiti~cring the .chicle to Public Works- and disposing of the surplus ~ehielcs b~~ Purchasing
Scr~ ices.
• The section an Emissions Testing dcscribcs the responsibility of Purchasing Seri-ices for identif}~ing
t~chicles requiring emissions testing. notifi~ing the departments b~~ Public Works. emissions testing
performed b~~ Public Works. and the importance of performing emissions testing. ~~hen due.
ec. John Blacklock_ Chief Administrati~~c Officer
ACQUISITION, MAINTENANCE AND DISPOSAL
OT COUNTY VEHICLES
BUTTE GOUNTY
PURCHASING SERVICES
VehRegisP&P Rev. 12 27-99 Butte County Purchasing Services Page 1 of 8
ACQUISITION, MAINTENANCE AND DISPOSAL
OF COUNTY VEHICLES
INTRODUCTION
Purchasing Services is responsible for the acquisition, licensing and disposal of all County
owned and leased vehicles. Public Works is responsible for management of the emissions
inspection program for all County departments except the Fire Department. This policy and
procedures manual is designed to outline the procedures followed by all departments involved
in the acquisition, maintenance or disposal of County owned or leased vehicles.
1.0 ACQUISITION OF VEHICLES
1.1 Budget Authorization: Departments are limited to purchase of the vehicles}
described in the fixed asset section of their budget or the vehicle(s) subsequently
approved for purchase by the Board of Supervisors.
1.2 Purchase Requisition: Once budgetary authority has been established, the
department requesting the purchase of a vehicle submits their requirement to
Purchasing Services on a Purchase Requisition. The requisition should provide
a specific description of the vehicle; however, the description should not be so
restrictive that just one brand or model can meet the specification. The budget
page number or agenda item should be noted on the requisition.
1.3 Solicitation: Purchasing Services normally purchases vehicles by sending an
Invitation for Bids (IFB) to all vehicle dealers that have expressed an interest in
selling vehicles to Butte County. The bids are opened publicly and Purchasing
Services consults with the requesting department to ensure that the lowest bid
vehicle meets the specifications.
1.4 Award Approval: The award of the purchase order far vehicles valued at more
than $10,000 each must be approved in advance by the Board of Supervisors if
the ourchase is made on a sole source basis. If insufficient funds are allocated;
a budget transfer must be approved prior to completing the purchase. Upon
approval by the Board of Supervisors, if required, and encumbrance of the funds
by the Auditor, the successful vehicle dealer is notified that the purchase has
been approved.
1.5 Purchase of Fully Equipped Used Vehicles: Departments occasionally have
opportunities to acquire used vehicles (patrol cars, unmarked cars, pick-up
trucks, and four-wheel drive) that are fully equipped far placement in service at a
substantially reduced cost from other governmental agencies. Purchase of such
used vehicles is acceptable if the following conditions are met:
The vehicles must first be included in the adopted budget with
sufficient funds to cover the purchase, sales, tax, delivery cost and
licensing.
Prior to purchase, the vehicle shall be inspected by an authorized
representative of a department to determine overall physical condition
VehRegisP&P Rev. 12 27 99 Butte County Purchasing Services Page 2 of 8
ACQUISITION, MAINTENANCE AND DISPOSAL
OF COUNTY VEHICLES
and damage, if any, and for the purpose of reviewing maintenance
records of the vehicle.
Prior to making any commitment on the purchase of the vehicle, the
department head or designated representative shall first obtain
approval from the purchasing agent or authorized deputy.
Delivery of vehicles shall be by commercial carrier unless the
department can demonstrate a less expensive method of delivery.
1.6 Delivery to the County: The dealer physically delivers the vehicle{s} to the
ordering department. The ordering department inspects the vehicle to ensure
that it meets the specifications. The ordering department then notifies
Purchasing Services that the vehicle meets the specifications, and Purchasing
Services signs the delivery documents. Purchasing Services then initiates the
documentation required to track capital assets.
2.0
3.0
1.? Capital Asset Number: Upon notification by Purchasing Services that a vehicle
has been received, the Auditor assigns a capital asset number for tracking the
vehicle. The capital asset number shall be assigned the day it is requested to
permit immediate tracking of the vehicle by the capital asset number.
REGISTRATION OF VEHICLES WITH THE DEPARTMENT OF MOTOR VEHICLES
2.1 Initial Registration: The terms of the IFB require the dealer selling the vehicle to
process the initial registration.
2.2 Undercover Plates: Should the vehicle require undercover plates, Purchasing
Services will process the paperwork to turn in the Government plates and apply
for a temporary permit and the permanent undercover plates.
DEPARTMENTAL RESPONSIBILITIES
3.1 Capital Asset Number: As noted in 1.6 above, the Auditor assigns a capital asset
number for tracking the vehicle while it remains as County property. The vehicle
is carried on the department's fixed asset register until it is removed via an
Equipment Transfer (ET) to declare the vehicle surplus or transfer it to another
department.
3.2 Gas Card: Upon receipt of a request from the department that will control the
vehicle, Public Works will issue a gas card for the vehicle. Gasoline purchases
made with this card will be charged to the department under Account 554.030
Interfund Expenditures.
3.3 Maintenance of Vehicles: Using departments shall normally use Public Works for
maintenance of the vehicles. Upon notification by Public Works, departments
shall have vehicles scheduled for mandatory emissions testing as described in
Section 7.0 below.
VehRegisP&P Rev. 12-27-99 Butte County Purchasing Services Page 3 of ~
ACQUISITION, MAINTENANCE AND DISPOSAL
OF COUNTY VEHICLES
3.4 Evidence of Financial Responsibility: Vehicles owned ar leased by Butte County
are self-insured. To ensure compliance with the State of California's financial
responsibility laws, departments shall place the "Evidence of Financial
Responsibility" notice, Exhibit 1, in the glove compartment of each vehicle under
their control.
Evidence of Financial Responsibility
This vehicle is owned or leased by the County of Butte and operated by Gounty
employees or agents of the County. The County of Butte is self-insured for
automobile liability and property damage as authorized under the laws of the
State of California. Claims against the Gounty, in accordance with Government
Code Section 910, et seq., should be directed to Butte County Board of
Supervisors, 25 County Center Drive, Oroville, CA 95965.
EXHIBIT 1
3.5 Accident Reporting: The actions taken following an accident in a County owned
or leased vehicle are similar to the actions one would take following an accident
in one's privately owned vehicle. The first priority is to ensure that help is
obtained for injured parties. The driver should not leave the scene of an accident
until insurance information is exchanged between the parties in the event of a
minor accident, or until authorized to leave by law enforcement officials in the
event of a serious accident. The Evidence of Financial Security, Exhibit 1 above;
shall be used in lieu of proof of insurance documentation. The names,
addresses and insurance information should be obtained from all others involved
in the accident. The names and contact information for witnesses should also be
obtained. Serious accidents must be reported to the Department of Motor
Vehicles within ten days following the accident. Departments are responsible for
keeping accident reporting forms in every County owned or leased vehicle under
their control.
3.6 Safety Equipment: Departments shall ensure that every County awned vehicle or
leased vehicle under their control is equipped with a first aid kit, CPR pocket
mask, safety flares and a fire extinguisher.
3.7 Responsibility for Vehicles: The ordering department is responsible for control
and all associated casts for vehicles purchased on its behalf until the vehicle is
transferred from its responsibility by an Equipment Transfer (ET).
VehRegisPBP Rev. 12-27-99 Butte Gounty Purchasing Services Page 4 of 8
ACQUISITION, MAINTENANCE AND DISPOSAL
OF COUNTY VEHICLES
4.0 SEIZED OR DONATED VEHICLES
4.1 Vehicles Included: This section includes vehicles that are seized or awarded to
the County by a court, or vehicles that are donated to the County.
4.2 Acceptance: The department having custody of the seized or donated vehicle
shall prepare an agenda item for acceptance of the vehicle for the County by the
Board of Supervisors by the next meeting of the Board of Supervisors.
4.3 Capital Asset Number: The department shall obtain a Capital Asset Number for
the vehicle from the Auditor according to the provisions of 3.1 above.
4.4 Vehicles Used by the County: If the department elects to use the vehicle,
Purchasing Services will assist in the registration process. The department shall
fallow the provisions of Sections 3.2 through 3.6 above.
4.5 Vehicles Declared Surplus: If the department elects to declare the vehicle
surplus, the provisions of Section 6.0 below shall be followed.
5.0 TRANSFER OF VEHICLES BETWEEN COUNTY DEPARTMENTS
5.1 Memorandum to Auditor: The first step in transferring a vehicle from one
department to another is a memorandum from the department that transfers the
vehicle from its accountability. This memorandum shall include:
^ a separate listing for each vehicle
^ brand name, body style and model year
^ capital asset number
^ vehicle identification number (VIN}
^ license number
^ reason for transfer of vehicle
5.2 Equipment Transfer: The Auditor-Controller prepares an Equipment Transfer
{ET} for the vehicle{s} to be transferred and sends the ET to the transferring
department. The transferring department physically moves the vehicles} to the
receiving department. The ET must be signed by bath the transferring
department and the receiving department then returned to the Auditor-Controller.
Without a properly approved ET, the original department will continue to be
charged with ownership of the vehicle.
5.3 Gas Card: Use of the original gas card issued by Public Works will result in the
charging of gasoline purchases to the original department. Therefore, it is
essential that the department transferring the vehicle ensure that the original gas
card is cancelled. The department receiving the vehicle is responsible for
requesting a new gas card from Public Works.
5.4 Undercover Plates: A vehicle with undercover plates transferred to a department
that does not require undercover plates for the transferred vehicle must have the
VehRegisP&P Rev. 12-27-99 Butte County Purchasing Services Page 5 of 8
ACQUISITION, MAINTENANCE AND DISPOSAL
OF COUNTY VEHICLES
undercover plates turned in to Purchasing Services. The vehicle must then be
provided with a temporary permit, and be reregistered with Government plates.
Purchasing Services will process the turn-in of the undercaver plates and the
registration with Government plates. However, the transferring departments
must advise Purchasing Services of the license plate and capital asset numbers
before this process can begin.
6.Q DECLARATION OF VEHICLES AS SURPLUS
6.1 Memorandum to Auditor: The first step to declare a vehicle as surplus is for the
department to send a memorandum to the Auditor requesting the vehicles} to be
dispositioned as surplus. The memorandum shall include:
^ a separate listing for each vehicle
^ brand Warne, body style and model year
^ capital asset number
^ vehicle identification number (VIN}
^ license number
^ comprehensive reason for declaring the vehicle to be surplus
^ operational condition of the vehicle
The memorandum shall also state the status of the vehicle as described below:
6.1.1 Operational Vehicle: Operational vehicles are those vehicles in
operational condition that can potentially be sold at auction.
6.1.2 Cannibalized Vehicle: Cannibalized vehicles are those vehicles that will
be held by the department so that parts can be removed to repair
operational vehicles. Prior to the decision to declare a vehicle as
cannibalized, the department should consider all the added costs
associated with the cannibalization of vehicles:
^ The value of the labor involved in removing the needed parts from the
cannibalized vehicle.
^ The possible loss of revenue that would have been realized had the
vehicle been auctioned.
^ The shorter life expectancy of the used parts and the associated
additional labor required to prematurely replace the used parts.
^ The possibility that upon completion of the cannibalization process,
the County may be required to pay to have the remaining parts of the
unserviceable vehicle removed from County property.
^ Departments will be charged for all costs associated with the disposal
of cannibalized vehicles.
VehRegisP&P Rev. 12-27-99 Butte County Purchasing Services Page 6 of 8
ACQUISITION, MAINTENANCE AND DISPOSAL
OF COUNT1( VEHICLES
6.1.3 Unserviceable Vehicle: An unserviceable vehicle is a vehicle that is
normally not operational, and there is na economical justification for
maintaining it for cannibalization. Disposal of such vehicles normally
results in minimal, or sometimes negative, revenue for the County.
A copy of this memorandum shall be sent to Purchasing Services.
6.2 Equipment Transfer: The Auditor-Controller prepares an Equipment Transfer
(ET} for the vehicle(s) to be surplused and sends the ET to the Storeroom. The
Storeroom physically moves the vehicle(s) to the Public Works Yard, signs off on
the ET and forwards a copy to Purchasing Services.
6.3 Declaration by Board of Supervisors: Based on the information contained in the
memorandum and in the ET, Purchasing Services shall prepare a declaration of
surplus vehicles} to be submitted to the Board of Supervisors within four weeks
of receipt of the ET.
6.4 Delivery of Vehicles to Public Works: The department should request the
Storeroom to deliver vehicles designated as operational or unserviceable to
Public Works. The department should also notify Public Works and Purchasing
Services in advance of the delivery of surplus vehicles to Public Works.
Departments are responsible for removing dash-mounted radios, fire
extinguishers and other special equipment prior to delivery of vehicles to Public
`Works. Vehicles that have been declared surplus by the Board of Supervisors
should be maintained by the department if they have been selected for
cannibalization.
6.5 Disposition of Vehicles by Purchasing Services: Purchasing Services will dispose
of surplus vehicles as described below:
6.5.1 Operational Vehicles: Purchasing Services will arrange for sate of
operational vehicles by an auctioneer. Employees involved in the
declaration of vehicles as surplus or who are involved in the sale of
surplus vehicles shall not purchase the vehicles either directly or
indirectly.
6.5.2 Unserviceable Vehicles: Purchasing Services will select the company to
dispose of unserviceable vehicles.
7.0 EMISSIONS TESTING
7.1 Vehicle Database: Purchasing Services shall maintain a database to track
County ownedlleased vehicles. This database shall contain the necessary data
to identify the vehicles, the responsible department and to determine dates for
required emissions testing. Purchasing Services shall provide reports, on an as
requested basis, to Public Works identifying vehicles in need of emissions
testing.
VehRegisP&P Rev. 12-27-99 Butte County Purchasing Services Page 7 of 8
ACQUISITION, MAINTENANCE AND DISPOSAL
OF COUNTY VEHICLES
7.2 Emissions Testing Notification: Public Works shall notify the departments
(with the exception of the Fire Department} when departmental vehicles require
emissions testing.
7.3 Emissions Testing: The departments are responsible for timely completion of
mandatory emissions testing. Public Works normally conducts emissions testing
and maintains applicable records. Departments that have emissions testing
done by outside sources shall provide documentation evidencing the emissions
testing to Public Works.
7.4 Failure to Perform Emissions Testing: Departments that fail to have
emissions testing performed jeopardize the exempt status for all County vehicles.
Therefore, the initial failure to perform mandatory emissions testing shall be
reported to the department head. If this initial reporting does not result in timely
completion of emissions testing, the Chief Administrative Officer will be notified
accordingly.
VehRegisP&P Rev. 12-27-99 Butte County Purchasing Services age o