REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
June 9, 2020
FROM
JAMES E. JENKINS, Director, Airports
SUBJECT
Title
Appropriation Adjustments for Operational Costs
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of the County of San Bernardino (County)
a. Authorize the Auditor-Controller/Treasurer/Tax Collector to post the budget adjustments as detailed in the Financial Impact section, to the County’s Department of Airports 2019-20 budget in the amount of $209,609 to fund unanticipated operational costs. (Four votes required).
b. Approve the purchase of unbudgeted fixed assets in an amount not to exceed $23,000 for two QT Pod Model M4000 Self-Serve Terminals with DPI Module.
2. Acting as the governing body County Service Area 60- Apple Valley Airport (CSA 60):
a. Authorize the Auditor-Controller/Treasurer/Tax Collector to post the budget adjustments, as detailed in the Financial Impact section, to CSA 60’s 2019-20 budget in the amount of $13,000 to fund the purchase of an unbudgeted fixed asset. (Four votes required).
b. Approve the purchase of unbudgeted fixed assets in an amount not to exceed $13,000 for one QT Pod Model M4000 Self-Serve Terminal with DPI Module.
(Presenter: James E. Jenkins, Director, 387-8810)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The County’s Department of Airports (Airports) and CSA 60 are requesting budget adjustments in the amount of $209,609 and $13,000, respectively, to fund unanticipated operational costs and the purchase of QT Pod Model M4000 Self-Serve Terminals. These unanticipated costs are funded by salary savings and savings from fixed assets procured at lower than budgeted cost and general maintenance. Airports and CSA 60 are requesting the following budget adjustments to its respective general operating budget:
County:
|
FUND CENTER |
Commitment Item/GL Account |
Description |
Action |
Amount |
WBSE |
|
6315001000 |
51001010 |
Regular Salary |
Decrease |
77,976 |
N/A |
|
6311001000 |
54404045 |
Heavy Equipment |
Decrease |
98,000 |
N/A |
|
6311001000 |
54504050 |
Vehicles |
Decrease |
33,633 |
N/A |
|
6311001000 |
52002870 |
Gen Maint- Struct, Imp and Grounds |
Increase |
209,609 |
N/A |
CSA 60:
|
Fund Center |
Commitment Item/GL Account |
Description |
Action |
Amount |
WBSE |
|
4003004552 |
52002870 |
Gen Maint-Struct, Imp and Grounds |
Decrease |
13,000 |
N/A |
|
4003004552 |
54404040 |
Equipment |
Increase |
13,000 |
N/A |
BACKGROUND INFORMATION
Airports and CSA 60 provide for the management, maintenance, and operation of a total of six county-owned airports. Approval of the budget adjustments will allow Airports and CSA 60 to fund unanticipated operational costs. General Maintenance includes operational costs such as emergency repairs to airport fencing due to vehicle damage by airport visitors and/or local traffic accidents, technical assistance calls and repairs to the airport gate security system as a result of software connection issues or physical damage to the card reader or gate arm, and replacement of HVAC systems at the Commercial Hangar Complex.
Approval of the budget adjustments will also allow Airports and CSA 60 to fund the purchase of QT Pod Model M4000 Self-Serve Terminals. Airports and CSA 60 were informed by the vendors (Fuel Master for Needles and QT Pod for Apple Valley and Twenty-Palms) that the software for the existing credit card terminals will no longer be supported after June 01, 2020. Consequently, neither Airports nor CSA 60 would have access to parts or technical support for the existing terminals in the event of a disruption which may lead to the inability to sell fuel. The QT Pod Model M4000 Self-Serve Terminals were purchased for the following locations: Apple Valley Airport (CSA 60), Twenty-nine Palms Airport, and Needles Airport.
This recommended budget adjustment aligns with the County and Chief Executive Officer Goal and Objective to Operate in a Fiscally-Responsible and Business-Like Manner by allowing Airports and CSA 60 to utilize existing budget to support airport operations.
PROCUREMENT
Vendors were solicited to provide credit card terminals and service agreements to Airports and CSA 60. A non-competitive solicitation was required due to the specialized needs of Airports and CSA 60 for the specific model of credit card terminals and the limited suppliers that could meet the terminal requirements. Airports and CSA 60 contacted the following vendors to solicit bids: Fuel Master, Leaders Merchant Services, and QT Pod Petroleum on Demand.
Airports and CSA 60 received no response from Leaders Merchant Services.
Airports and CSA 60 received quotes from Fuel Masters for the three requested locations as follows: Twenty-Nine Palms $ 21,250, Needles $13,490 and Apple Valley (CSA 60) $11,344. These costs did not include the annual service plan which would facilitate credit card processing and technical assistance/maintenance for the terminals.
Airports and CSA 60 received quotes from QT Pod Petroleum on Demand: Twenty-Nine Palms $13,220, Needles $13,670, and Apple Valley (CSA 60) $12,190. The quotes for Twenty-Nine Palms and Needles are inclusive of the cellular service plan. Apple Valley (CSA 60) did not require a cellular service plan as the M4000 terminal is compatible with an already existing system. QT Pod Petroleum on Demand has supplied the equipment to Airports and CSA 60 pending review of the service agreements with County Counsel.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Agnes Cheng, Deputy County Counsel, 387-5455) on June 2, 2020; Auditor-Controller/Treasurer/Tax Collector (Erika Gomez, General Accounting Manager, 382-3196) on June 2, 2020; Purchasing (Bruce Cole, Supervising Buyer, 387-2233) on June 2, 2020; Finance (Elias Duenas, Administrative Analyst, 387-4052) on June 2, 2020; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on June 2, 2020.