MEETING DATE: 2/8/2022
DEPARTMENT: ASSESSOR
DEPT HEAD/DIRECTOR: Tom Slavich
AGENDA ITEM PREPARER: Gabriel Orozco
SBC DEPT FILE NUMBER: 865
SUBJECT:
ASSESSOR'S OFFICE - T. SLAVICH
Approve Budget Adjustment in the amount of $47,335,00 to Fixed Assets Equipment other than Computer for the Purchase of a Phone System, by the Assessor's Office (4/5 Vote Require).
SBC FILE NUMBER: 865
AGENDA SECTION:
CONSENT AGENDA
BACKGROUND/SUMMARY:
The State Supplementation for County Assessors’ Program (SSCAP) - SSCAP was created to provide funding to assist County Assessors in performing property assessments. Program funds are available for technological improvements.
San Benito County Assessor's office has received a total of $750,000 in grant funding from FY 2018-2019 to FY 2020-2021.
The County Assessor had requested to use some funds for the purchase of a phone system. In order to follow correct accounting practice and recognize the purchase as a system and capitalize the asset. The Assessor's office is requesting a budget adjustment to Fixed Assets - Equipment other than Computer in the amount of $47,335.00.
According to current Purchasing Policy any fixed asset above $5,000 must be brought to the Board of Supervisors for approval. Since this is a fixed asset request, it is required to ask the Board of Supervisors for approval to transfer these funds.
RESOLUTION OR ORDINANCE NEEDED FOR THIS ITEM:
N/A
CONTRACT NEEDED FOR THIS ITEM:
N/A
CONTRACT AND RFP HISTORY:
Procedures were followed according to the Purchasing Policy Section 4.1 to 4.4.
4.1 Commodities/Equipment
(h) Procurement
(4) Commodity/Equipment Purchases from $15,001 and up:
At this level, departments may want to consider advertising
for prospective suppliers, unless it is in the County's best
interest to seek suppliers through other means. It is
recommended that departments seek formal written quotes
from at least three probable sources or provide written
justification as to why an alternative method is in the best
interests of the County.
As the policy states the County went out and obtained 3 quotes from three
different contractors to the phone system we needed set up.
There quotes are set below:
1. Monterey Bay Telecom, Inc. - $47,334.70
2. TPX Communication - $53,488.12
3. Windstream Enterprise - $109,001.84
Monterey Bay Telecom, Inc was selected as the quote to move forward with.
LAST CONTRACT AMOUNT OR N/A:
N/A
STATE IF THIS IS A NEW CONTRACT/ HOW MANY PAST AMENDED CONTRACTS/ OR N/A:
N/A
STRATEGIC PLAN GOALS:
BUDGETED:
No
Budget Adjustment Needed: Yes
Unfunded Mandate (Is this a mandate not funded by the State): N/A