COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

 

DATE:

October 7, 2002

BOARD MEETING DATE:

October 22, 2002

 

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Fueling of Vehicles Used to Transport Students for the County Office of Education

 

Recommendation

Adopt a resolution authorizing the President of the Board to execute an agreement with the County Office of Education (Office of Education) that specifies the terms and conditions whereby the Office of Education and its contractors can fuel their vehicles at County fueling facilities.

 

Key Facts

1.

The Office of Education has requested that they and their contractors be allowed to use County fueling facilities to obtain fuel for their vehicles.

 

2.

The County's automated fueling facilities have sufficient capacity to provide this service.

 

Discussion

The Office of Education operates over one hundred and twenty-five special day classes for disabled children throughout the County. The operation of these special day classes includes transporting hundreds of children to and from their homes. Fuel is a cost of the program and the Office of Education approached the Department and asked if they could contract with the County to obtain fuel at locations that were accessible to them or their transportation contractors.

 

We have two fueling facilities - one at Grant Corporation Yard in Redwood City and one at Tower Road in San Mateo - that we believe can be made available to the Office of Education and its contractors. The facilities are equipped with card readers that activate the pumps and automatically registers and totalizes the amount of fuel delivered.

 

We will, by the terms of the proposed agreement, provide the Office of Education with a "gas" card for each of its or its contractors' vehicles for use at the facilities. The Office of Education will be responsible for all fuel that is used by it or its contractors based on the monthly volume recorded as used, and they will reimburse the County for the actual cost of the fuel plus $0.10 per gallon to cover our administrative costs.

 

Vision Statement

We believe our recommendation is consistent with Shared Commitment to "responsive, effective and collaborative government", and Goal Number 22, "County and local governments effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County," as allowing the Office of Education to use our existing facilities reduces the Office of Education's costs while not increasing our costs.

 

Fiscal Impact

There is no impact to the General Fund or any other fund administered by the County by your Board authorizing the execution of the proposed agreement as the agreement provides that the County will be reimbursed for the costs of the fuel and administrative costs.

 

A form of resolution and agreement has been approved by County Counsel and the Office of Education has executed the agreement.