AGENDA ITEM 1 H Consent Item. Julie Petersen, Fiscal Administration Manager. SUBJECT: Blanket Purchase Order Revisions for Fiscal Year 2015/16

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1 AGENDA ITEM 1 H Consent Item MEMORANDUM DATE: February 4, 2016 TO: FROM: El Dorado County Transit Authority Julie Petersen, Fiscal Administration Manager SUBJECT: Blanket Purchase Order Revisions for Fiscal Year 2015/16 REQUESTED ACTION: BY MOTION, Approve Revised Blanket Purchase Orders above $25,000 for Fiscal Year 2015/16 BACKGROUND The El Dorado County Transit Authority (El Dorado Transit) Purchasing Procedures and the Joint Powers Agreement establishing El Dorado Transit require Board approval for Purchase Orders over $25,000 and Purchase Requisitions over $5,000. DISCUSSION Preliminary estimates for represented employee health premiums were projected for Fiscal Year (FY) 2015/16. Once all rates are received from health providers; the trend is for employees to shift plans and carriers. Preliminary estimates for unrepresented employee health premiums were under projected for Fiscal Year (FY) 2015/16. The recommended increase includes the total health insurance premium charged to El Dorado Transit. Employee contributions are subtracted to reflect actual agency expenses for budget purposes. The requested increase to the CalPERS 457 Deferred Compensation Plan has a Zero effect to El Dorado Transit. This is a voluntary plan funded from employee payroll deductions. Purchase order B21001 is the mechanism that allows for these deductions and payments. Salary & Benefit Accounts Purchase Order B21007 El Dorado County Risk Management El Dorado County Transit Authority February 4, 2016 Agenda

2 Health Insurance $50,000 $65,000 Purchase Order B20134 El Dorado County Risk Management Health Insurance $15,000 $30,000 Purchase Order B21002 Health Benefit Service Division, California Public Employees Retirement System Health Insurance $408,000 $540,000 Purchase Order B21001 CalPERS 457 Deferred Compensation Plan Health Insurance $90,000 $98,000 Service and Supply accounts within the Maintenance Department are utilized to achieve the maximum cost saving by purchasing from a variety of vendors. When vendor blanket purchase orders are increased, purchases for other vendors are reduced so the line item remains within budget. Purchase order B21083 for Steve Stymeist Collision Center is increased to allow for the rebranding of currently held vehicle assets that will not be replaced in the near future. It is the intent of staff to have all new vehicles delivered with the updated color. Service & Supply Accounts Purchase Order B21038 Bus & Equipment Repair of CA Maintenance Vehicle/Equipment $24,000 $35,000 Purchase Order B21083 Pacific Gas & Electric Maintenance Vehicle/Equipment $24,000 $100,000 FISCAL IMPACT The increase of these blanket purchase orders are incorporated with the proposed Mid- Year Budget Adjustments included in a separate agenda item. El Dorado County Transit Authority February 4, 2016 Agenda

3 PURCHASE ORDER NO. B21007 ACCOUNT: CLASS: 125 TO: EL DORADO COUNTY SHIP & INVOICE TO: RISK MANAGEMENT EL DORADO COUNTY TRANSIT AUTHORITY 330 FAIR LANE PLACERVILLE, CA Contact: Vendor Phone No: (530) PROMISED DELIVERY DATE TERMS: NET 30 Fax No: EL DORADO COUNTY PROVIDED HEALTH INSURANCE PLAN TO INCLUDE; MEDICAL, DENTAL, CHIROPRACTIC, AND VISION $65, COVERAGE OPTION FOR TRANSIT DRIVERS FOR FISCAL YEAR 07/01/15 THROUGH 06/30/16 NOTE: PURCHASE ORDER REFLECTS PREMIUM CHARGED. EDCTA ACTUAL COST IS REDUCED BY PAYROLL DEDUCTION OF EMPLOYEE PORTION. I hereby certify that this purchase order is in accordance SUB $65, $65,000.00

4 PURCHASE ORDER NO. B21002 ACCOUNT: CLASS: 125 TO: HEALTH BENEFIT SERVICE DIVISION SHIP & INVOICE TO: CALIFORNIA PUBLIC EMPLOYEES EL DORADO COUNTY TRANSIT AUTHORITY RETIREMENT SYSTEM PO BOX 4032 SACRAMENTO, CA Contact: Robert Sharp Vendor Phone No: (888) Fax No: (916) PROMISED DELIVERY DATE EL DORADO COUNTY TRANSIT AUTHORITY TERMS: NET DUE EDCTA SPONSORED HEALTH INSURANCE COVERAGE FOR UNREPRESENTED AND MANAGEMENT EMPLOYEES FOR FISCAL $450, YEAR 07/01/15 THROUGH 06/30/16 PAYROLL DEDUCTIONS SENT TO CalPERS HEALTH BENEFIT SERVICE DIVISION ARE PAID THROUGH AN ELECTRONIC FUNDS TRANSFER TRANSACTION NOTE: PURCHASE ORDER REFLECTS PREMIUM CHARGED. EDCTA ACTUAL COST IS REDUCED BY PAYROLL DEDUCTION OF EMPLOYEE PORTION. I hereby certify that this purchase order is in accordance SUB $450, $450,000.00

5 PURCHASE ORDER NO. B21001 ACCOUNT: 2032 CLASS: 125 TO: CalPERS 457 DEFERRED SHIP & INVOICE TO: COMPENSATION PLAN EL DORADO COUNTY TRANSIT AUTHORITY PO BOX 2647 LEWISTON, ME Contact: Lisa Crowell Vendor Phone No: (617) Fax No: (617) PROMISED DELIVERY DATE TERMS: NET DUE OPTIONAL EMPLOYEE PAID SUPPLEMENTAL INCOME PLAN FOR RETIREMENT FOR FISCAL YEAR 07/01/15 THROUGH 06/30/16 $98, PAYROLL DEDUCTIONS SENT TO CalPERS 457 ARE PAID THROUGH AN ELECTRONIC FUNDS TRANSFER TRANSACTION NOTE: PURCHASE ORDER REFLECTS PREMIUM CHARGED. EDCTA ACTUAL COST IS REDUCED BY PAYROLL DEDUCTION OF EMPLOYEE PORTION. I hereby certify that this purchase order is in accordance SUB $98, $98,000.00

6 PURCHASE ORDER NO. B21038 ACCOUNT: 5040 CLASS: 110 TO: BUS & EQUIPMENT REPAIR OF CA SHIP & INVOICE TO: 31 KAREN ROAD EL DORADO COUNTY TRANSIT AUTHORITY BELMONT, CA Contact: Vendor Phone No: (415) Fax No: (415) PROMISED DELIVERY DATE TERMS: NET 30 PARTS AND SUPPLIES FOR FLEET VEHICLE MAINTENANCE ON AN AS NEEDED BASIS FOR FISCAL YEAR 07/01/15 THROUGH 06/30/16 $35, I hereby certify that this purchase order is in accordance SUB $35, $35,000.00

7 PURCHASE ORDER NO. B21083 ACCOUNT: CLASS: 110 ACCOUNT: 5040 CLASS: 110 TO: STEVE STYMEIST COLLISION CNTRS SHIP & INVOICE TO: 3948 HIGHWAY 49 EL DORADO COUNTY TRANSIT AUTHORITY PLACERVILLE, CA Contact: Sue Pardi (Office Manager) Vendor Phone No: (530) Fax No: (530) PROMISED DELIVERY DATE TERMS: NET 30 COLLISION REPAIR FOR COMMUTER BUSES ONLY FACILITY TO ACCOMMODATE OUR COMMUTER BUSES IN EL DORADO COUNTY $100, FOR FISCAL YEAR 07/01/15 THROUGH 06/30/16 I hereby certify that this purchase order is in accordance SUB $100, $100,000.00

AGENDA ITEM 2 A Action Item. Motor Coach Industries Procurement Funding

AGENDA ITEM 2 A Action Item. Motor Coach Industries Procurement Funding AGENDA ITEM 2 A Action Item MEMORANDUM DATE: April 5, 2018 TO: FROM: SUBJECT: Julie Petersen, Finance Manager Motor Coach Industries Procurement Funding REQUESTED ACTION: BY MOTION, 1. Approve the engagement