Agenda - 11-01-2016 - 7-b - Reimbursement Resolution for Capital Projects and Equipment Costs

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6 Attachment 2 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. The current internal services fund is still being subsidized by the general fund. In the spring and summer of 2016, staff will be working with a recognized fleet services consulting firm to fully optimize the internal services fund model for Orange County. This optimization will influence recommendations for the internal services fund starting in FY 2017-18. Recommendations for vehicle replacements are based on vehicle age, mileage, maintenance costs, fuel efficiency, and departmental mission need. The average age and accumulated mileage of the recommended replacements are 12 years and 161,754 miles, respectively. The vehicle replacement process is a dynamic process that unfolds over the course of a year. During the replacement cycle vehicles originally listed for replacement may ultimately not be selected for replacement as other fleet vehicles become a higher priority for replacement. The FY2016-17 approved vehicles involves public safety vehicles only in anticipation of the significant structural optimization expected within the Fleet Internal Services Fund to be recommended for FY2017-18 and beyond. Recommended replacement vehicle platforms are the Dodge Charger for the Sheriff's office patrol vehicle (high performance highway and street use); the Dodge Durango All Wheel Drive for heavy all- terrain use and for emergency operations support in inclement weather; the four wheel drive Ford F250 for heavy utility use within Animal Services Operations; and the Ford F550 chassis/Horton medical service carriage package for the ambulance need. Specialized vehicle platforms are also included to meet specific departmental service needs. All platforms are evaluated for department mission utility, durability, maintenance standardization, and fuel efficiency. The list below outlines approved vehicle requests for FY 2016-17. Pricing is based upon the current state contract rates. The Board of Commissioners approved this vehicle list, and the financing amount of $789,722 as part of the FY 2016-17 Budget Ordinance, to allow these vehicles to be ordered and placed into service in the early fall of 2016.