HomeMy WebLinkAbout66-1006-25RJEFFERSON COUNTY
STATE OF WASHINGTON
In the Matter of Approving the
Equipment Rental and Revolving RESOLUTION NO. 66-1006-25R
Fund Rental Rates
for the 2026 Calendar Year
WHEREAS, pursuant to section 36.33A.040 RCW, every county shall establish, by
resolution, an "equipment rental and revolving fund", hereinafter referred to as "the ER&R
Fund", in the county treasury to be used as a revolving fund for the purchase, maintenance, and
repair of county road department equipment; for the purchase of equipment, materials, supplies,
and services required in the administration and operation of the fund; and for the purchase or
manufacture of materials and supplies needed by the county road department; and
WHEREAS, Jefferson County established an ER&R fund by Resolution No. 88-77; and
WHEREAS, pursuant to RCW 36.33A.040, rates for the rental of equipment owned by
the fund shall be set to cover all costs of maintenance and repair, material and supplies consumed
in operating and maintaining the equipment, and the future replacement thereof; and
WHEREAS, pursuant to RCW 36.33A.040, rates shall be determined by the County
Engineer or other appointee of the county legislative body and shall be subject to annual review
by the legislative body; and
WHEREAS, in mid-2024 the County Administrator determined that the ER&R/Fleet
program should be under the supervision of the Public Works Director/County Engineer rather
than the Central Services Department; and
WHEREAS, chapter 136-600 WAC, Equipment Rental and Revolving (ER&R) Fund,
was established to clarify duties, responsibilities, submittal requirements related to the
administration of an equipment rental and revolving fund; and
WHEREAS, the Fleet Services Division of the Public Works Department manages the
Equipment Rental and Revolving Fund in accordance with chapter 36.33A RCW as a revolving
internal -service fund for road -maintenance vehicles, equipment, and supplies as well as the
vehicles and equipment of other County departments that participate in the program; and
WHEREAS, the Fleet Services Division of the Public Works Department abides by the
internally -adopted "Equipment Rental & Revolving (ER&R) Fund Management Policy" attached
hereto; and
WHEREAS, the 2026 rental rates have been prepared by the County Engineer; and
WHEREAS, as prescribed by 136-600-050 WAC, the rates for the rental of equipment
owned by the fund incorporate: (1) estimated service life in years and service life remaining; (2)
replacement cost; (3) salvage value; (4) estimated operating and maintenance costs; (5) direct
Pagel of 3
and indirect cost of maintaining and operating facilities specific for ER&R equipment; and (6)
ER&R program administration; and
WHEREAS, pursuant to WAC 136-600-050, rental rates of equipment shall be reviewed
and set annually by the County Engineer, and the County Engineer shall certify to the legislative
body that the proposed rates are an appropriate use of county road funds as required by RCW
36.80.030; and
WHEREAS, pursuant to WAC 136-600-050, ER&R rates shall be reviewed and adopted
annually by the county's legislative authority; and
WHEREAS, pursuant to title 136 WAC, the Washington State County Road
Administration Board (CRAB) requires that all counties make certain reports each year to ensure
they are in compliance with the Standards of Good Practice; and
WHEREAS, WAC 136-600-070 requires the County Engineer to submit to CRAB by
April 1st of each year: (1) the adopted county road rental rates effective January 1st of that year;
(2) the resolution of the legislative authority adopting said rates; (3) the ER&R management
policy; and
NOW, THEREFORE, THE BOARD OF COUNTY COMMISSIONERS OF
JEFFERSON COUNTY, WASHINGTON, HEREBY RESOLVE AS FOLLOWS:
Section 1. Whereas Clauses are Findings of Fact. The Jefferson County Board of Commissioners
hereby adopts the above "Whereas" clauses as Findings of Fact.
Section 2. Purpose. The purpose of this Resolution is to approve and adopt the Jefferson County,
Washington, Equipment Rental and Revolving (ER&R) Fund Rental Rates for the 2026 Calendar
Year.
Section 3. Adoption of the ER&R Fund Rental Rates for the 2026 Calendar Year. Jefferson County
Board of Commissioners hereby approves and adopts the Equipment Rental and Revolving Fund
rental rates for the 2026 calendar year, which are attached hereto and incorporated herein by
reference.
Section 4. Severability. If any section, subsection, sentence, clause, phrase or section of this
Resolution or its application to any person or circumstance is held invalid, the remainder of this
Resolution or its application to other persons or circumstances shall be fully valid and shall not be
affected.
Section 5. SEPA Categorical Exemption. This Resolution is categorically exempt from the State
Environmental Policy Act under WAC 197-11-800 (19).
Section 6. Effective Date. The hereto attached Equipment Rental and Revolving Fund rental rates
for the 2026 calendar year shall become effective January 1, 2026.
(SIGNATURES FOLLOW ON NEXT PAGE)
Page 2 of 3
ADOPTED and APPROVED this L�day of 92025.
SEAL:
ATTEST
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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
Heat%er��vy&-No&llettZe, District 1
Heidi Eisenhour, Chair, District 2
Excused Absence
Greg Brotherton, District 3
% 1 G�
Caro n Gallaway, CM Date Mon a Reinders, P.E., Dat
Cl of the Board Public Works Director/County Engineer
Page 3 of 3
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A,et Info
Monthly
000901
2015 New Holland T4.85
Equip-Grounds-UtltyTractor-70-100hp
Active
County Roads
$0
$0
j $1,000
$80
$150
$1,230
r
$0
50
$12,000
$960
$1,800
$14,760
000902
2015 US Mower HS-60FSM
Equip-Attach-Grounds-ShoulderMower
Active
County Roads
$50
$0
$2S0
$80
$0
$380
$600
$0
$3,000
$960
$0
$4,560
000904
2014 Caterpillar A26B
Equip -Attach -Construction -Auger
Active
County Roads
$25
$0
$50
$80
$0
$155
$300
$0
$600
$960
$o
$11860
000908
2017 Ford F250
C1-Pickup-3/4Ton-4WD
Active
County Roads
$100
$0
$725
$80
$400
$1,305
$1,200
$0
$8,700
$960
$4,900
$15,660
000909
2017 Ford F250
CS-Pickup-3/4Ton-4WD
Active
County Roads
$100
$0
$725
$80
$400
$1,305
$1,200
$0
$8,700
$960
$4,800
$15,660
000913
2017 Ford Explorer Interc
CS-SUV-Compact-Pursuit4WD
Active
County Roads
$0
$175
$300
$80
$150
$705
$0
$2,100
$3,600
$960
$1,BOD
$9,460
000917
12017 Ford F450
C5-StraightTruck-FlatBed
Active
County Roads
$600
$0
$925
$80
$450
$2,055
$7,200
$0
$11,100
$960
$5,400
$24,660
000918
2017 Caterpillar CS44B
Equip-PW-Roller-Steel
Active
County Roads
$400
$0
1 $225
$80
$150
$855
$4,B00
$0
$2,700
$960
$1,800
$20,260
000919
2017 Freightliner M2-106
CS-StraightTruck-Utility-InsAerial
Active
County Roads
$1,600
$0
$11500
$80
$500
$3,690
$19,200
$0
$18,000
$960
$6,000
$44,160
000920
2017 Ford F250
CS-Pickup-3/4Ton-4WD
Active
County Roads
$250
$0
$925
$80
$450
$1,705
$3,000
$0
$11,100
$960
$5,400
$20,460
000921
2017 Ford F250
CS-Pickup-3/4Ton-4WD
Active
County Roads
$250
$0
$925
$80
$450
$1,705
$3,000
$0
$11,100
$960
$5,400
$20,460
000925
2017 New Holland T4.90
Equip-Grounds-UtltyTractor-70.100hp
Active
County Roads
$250
$o
$1,000
$80
$375
$1,705
$3,000
$0
$22,000
$960
$4,SW
$20,460
000926
2017 US Mower HS-60FSM-XHD4VB
Equip-Attach-Grounds-MowerDeck
Active
County Roads
$100
$0
$250
$90
$0
$430
$1,200
$0
$3,000
$960
$0
$5,160
000927
2018 Ford F250
C1-Pickup-3/4Ton-4WD
Active
County Roads
$350
$0
$925
$80
$500
$1,955
$4,200
$0
$11,100
$960
$6,000
$22,260
000932
2017 Shark HPB353007A
Equip-Stationary-PressureWasher
Active
County Roads
$0
$o
$0
$80
$0
$80
$0
$0
$0
$960
$o
$960
000933
2010 Volvo ET-16
C8-Semi7ruck-Conventional
Active
County Roads
$300
$o
$1,100
$80
$350
$1,930
$3,600
$0
$13,200
$960
$4,200
$21,960
000934
2017 Leeboy CSV816
Equip-PW-ChipSpreader
Active
County Roads
$1,200
$0
$1,200
$80
$100
$2,580
$14,400
$0
$14,400
$960
$1,200
$30,960
00D939
2017 Steel inc. Express Snow Pu
Equip -Attach -Construction -Paver
Active
County Roads
$20
$0
$275
$90
$o
$265
$120
$0
$2,100
$960
$0
$3,180
000942
2019 Buffalo Mega BT
Equip-TrailerMtd-Blower
Active
County Roads
$0
$o
$2S
$80
so
$105
$o
$0
$300
$960
$0
$1,260
OW944
2017 Freightliner 114SD
C8-StraightTruck-DumpBed-2-axle
Active
County Roads
$1,600
$0
$1,400
$80
$750
$3,830
$19,200
$0
$16,800
$960
$9,000
$45,960
000948
2018 Ford F550
CS-StraightTruck-FlatBed
Active
County Roads
$2,100
$o
$725
$80
$450
$2,355
$13,200
$0
$8,700
$960
$5,400
$28,260
000949
12018 Ford F550
C5-StraightTruck-FlatBed
Active
County Roads
$1,100
$0
$725
$80
$450
$2,355
$13,200
$0
$8,700
$960
$5,400
$28,260
000950
2018 Tailgate Spreader
Equip Attach - Sand/Salt
Active
County Roads
$0
$0
$o
$80
$0
$80
$0
$0
$0
$960
$0
$960
000952
2017 Freightliner 1145D
C8-StraightTruck-DumpBed-2-axle
Active
County Roads
$1,650
$0
$1,400
$80
$500 $3,630
$19,800
$0
$16,800
$960
$6,000
$43,560
000953
2018 Flink Spreader HG14578
Equip-Attach-Snow-Spreaderinsert
Active
County Roads
$100
So
$275
$80
$0 $455
$1,200
$0
$3,300
$960
so
$5,450
000954
2028 Flink Spreader HG14578
Equip-Attach-Snow-Spreaderinsert
Active
County Roads
$100
So
$275
$80
$0 $455
$1,200
$0
$3,300
$960
$0
$5,460
000955
2018 Freightliner 114SD
CB-StraightTruck-DumpBed-2-axle
Active
County Roads
$1,650
$0
$1,300
$80
$750
$3,780
$19,3W
$0
$15,600
$960
$9,000
$45,360
000960
2020 Olympic 30TDT-3
Trailer-Tiltbed->10,001GVW
Active
County Roads
$150
50
$375
$90
$0
$605
$1,800
$0
$4,500
$960
$0
$7,260
000961
2018 Freightliner 108SD
C8-StraightTruck-DumpBed-l-axle
Active
County Roads
$1,200
$750
$1,100
$80
$750
$3,880
$14,400
$9,000
$13,200
$960
$9,000
$46,560
000962
2018 Freightliner 108SD
CB-StraightTruck-DumpBed-l-axle
Active
County Roads
$1,200
$750
$1,100
$80
$750
$3,980
$14,400
$9,000
$13,200
$960
$9,000
$46,560
000963
2018 Flink H6085184540007
Equip-Attach-Snow-Spreaderinsert
Active
County Roads
$150
$20
$375
$80
50
$625
$1,800
$240
$4,500
$960
$0
$7,500
000964
2019 FORD F250
Cl-Pickup-3/4Ton-4WD
Active
County Roads
$300
$200
$725
$80
$350
$1,655
$3,600
$2,400
$9,700
$960
$4,200
$19,860
000965
12019 FORD F650
CS-StraightTruck-FlatBed
Active
County Roads
$900
$0
$1,400
$90
$500
$2,BB0
$10,8W
$D
$161800
$960
$6,000
$34,560
000966
2019 CASE CX145D
Equip -Tracked -Excavator
Active
County Roads
$675
$500
$675
$80
$250
$2,180
$8,1W
$6,000
$8,100
$960
$3,000
$26,160
000971
2019 FUNK 201
Equip-Attach-Snow-Plow-11'
Active
County Roads
$75
$10
$275
$80
$0
$440
$900
$120
$3,300
$960
$0
$5,280
000972
2019 Auto Flagger AF-54
Equip-TrailerMtd-Safety-Auto Flagge
Active
County Roads
$50
$25
$275
$80
$0
$330
$600
$300
$2,100
$960
$0
$3,960
000973
2019 Auto Flagger AF-54
Equip-TrailerMtd-Safety-Auto Flagge
Active
County Roads
$50
$25
$175
$80
$o
$330
$600
$300
$2,200
$960
$0
$3,960
000990
2020 International HX520
CB-StraightTruck-Dump8ed-2-axle
Active
County Roads
$1,600
$750
$1,400
$80
$750
$4,580
$19,200
$9,000
$16,800
$960
$9,000
$54,960
000981
2020 Monroe 15'
Equip-Attach-Snow-Spreaderinsert
Active
County Roads
$200
$100
$275
$80
$0
$655
$2,400
$1,200
$3,300
$960
so
$7,860
000993
2020 Case CX80C
Equip -Tracked -Excavator
Active
County Roads
$400
$225
$925
$80
$450
$2,080
$4,800
$2,700
$11,200
$960
$5,400
$24,960
000994
2020 John Deere 325G Track
Equip-Tracked-SkidSteerLoader
Active
County Roads
$200
$100
$425
$80
$50
$855
$2,400
$1,200
$5,100
$960
$600
$10,260
000985
12020AutoflaggerAF-54
Equip-TrailerMtd-Safety-AutoFlagge
Active
County Roads
$50
$25
$175
$90
$0
$330
$600
$300
$2,100
$960
$0
$3,960
000986
2020 Autoflagger AF-54
Equip-TrailerMtd-Safety-AutoFlagge
Active
County Roads
$50
$25
$175
$80
$0
$330
$600
$300
$2,100
$960
$0
$3,960
000987
2020 Autoflagger AF-54
Equip-TrailerMtd-Safety-Auto Flagge
Active
County Roads
$50
$25
$175
$90
$0
$330
$600
$300
$2,100
$960
$0
$3,960
o0D988
2020 Autoflagger AF-54
Equip-TrailerMtd-Safety-AutoFlagge
Active
County Roads
$50
$25
$175
$80
$0
$330
$600
$300
$2,100
$960
$0
$3,960
000989
2020 Kohler 10KW Generator
Quilcene Generator
Active
County Roads
$50
$25
$0
$80
$5
$160
$600
$300
$0
$960
$60
$1,920
000990
2020 Caterpillar HMF210
Equip-Attach-Grounds-BrushCutter
Active
County Roads
$50
$25
$175
$80
$0
$330
$600
$300
$2,100
$960
$0
$3,960
000995
2021 Ver-Mac PCMS548
Equip-TrailerMtd-Safety-Message Boa
Active
County Roads
$125
$25
$125
$80
$0
$355
$1,500
$300
$2,500
$960
$0
$4,260
000996
2021 Ver-Mac PCMS548
Equip-TrailerMtd-Safety-Message Boa
Active
County Roads
$125
$25
$225
$80
$0
$355
$1,500
$300
$1,500
$960
$0
$4,260
000997
2021 Ver-Mac PCMS548
Equip-TrailerMtd-Safety-Message Boa
Active
County Roads
$125
$25
$125
$30
$0
$355
$1,500
$300
$1,500
$960
$0
$4,260
000998
2021 Ver-Mac PCM5548
Equip-TrailerMtd-Safety-Message Boa
Active
County Roads
$125
$25
$125
$80
$0
$355
$1,500
$300
$1,500
$960
$0
$4,260
000999
2022 Ford F450
CS-StraightTruck-FlatBed
Active
County Roads
$700
$325
$925
$80
$450
$2,480
$8,400
$3,900
$11,100
$960
$5,400
$29,760
001001
2021 John Deere Auger
Equip Attach
Active
County Roads
$25
$10
$0
$80
$0
$115
$300
$120
$0
$960
$0
$1,390
001002
2021 Forks Attachment
Equip Attach
Active
County Roads
$10
$10
$0
$80
$0
$100
$220
$120
$0
$960
$0
$1,200
001004
2022 Monroe MCV-180-94-56-W
Equip-Attach-Snow-Spreaderinsert
Active
County Roads
$200
$100
$275
$80
$0
$655
$2,400
$1,200
$3,300
$960
So
$7,860
001005
2023International HX520
CB-StraightTruck-DumpBed-2-axle
Active
County Roads
$1,550
$750
$1,400
$80
$800
$4,580
$18,600
$9,DD0
$16,900
$960
$9,600
$54,960
001006
2022 John Deere 672G
Equip -Wheeled -Grader
Active
County Roads
$1,250
$750
$1,200
$80
$800
$3,980
$13,800
$9,000
$14,400
$960
$9,600
$47,760
001007
2021 Case CX80
Equip -Tracked -Excavator
Active [countyRoads
525
$225
925
$80
$500
$2 255
T $6 300
-- --
00
$11,300
960
$6 000
27 O60
Assetlnfo
Unit # Year Make Model Category Status Department
001008 2021 Olympic OM14-2E Trailer-Tiltbed->10,001GVW Active County Roads
Deprec
$50
Rep]
$30
O/M
$175
Overh
$80 ,
Fuel
$0
Total
$335
Deprec
$600
Repl
$360
O/M
$2,100
0�c,hd
$960
Fuel
1 0
Total
$4,020
001009
2022 Case CX80
Equip -Tracked -Excavator
Active
County Roads
$525
$225
$925
$80
$50D
$2,255
$6,300
$2,700
$11,100
$960
$6,000
$27,060
001010
2021 US MowerEX50HDR
Equip-Attach-Grounds-BrushCutter
Active
County Roads
$50
$25
$425
$80
$0
$580
$600
$300
$5,100
$960
$0
$6,960
001012
2022 US Mower EXSOHDR
Equip-Attach-Grounds-BrushCutter
Active
County Roads
$50
$25
$425
$80
$0
$590
$600
$300
$5,100
$960
$0
$6,960
003013
2022 Olympic 33TDT-3AFW
Trailer-Tiltbed->10,001GVW
Active
County Roads
$250
$125
$375
$80
$0
$830
$3,000
$1,500
$4,500
$960
$0
$9,960
001014
2022 Olympic 20TDT-2
Trailer-Tiltbed->10,001GVW
Active
County Roads
$150
$100
$375
$80
$0
$705
$1,800
$2,200
$4,500
$960
$0
$8,460
001015
2022 Case SC-60
Equip -Attach -Construction -Tamper
Active
County Roads
$50
$15
$0
$80
$0
$145
$600
$190
$0
$960
$0
$1,740
002016
12022 Case SC-80
Equip -Attach -Construction -Tamper
Active
County Roads
$so
$15
$0
$80
$0
$145
$600
$180
$0
$960
$0
$1,740
001017
2024 International HX5205FA 6X4
CB-StraightTruck-DumpBed-2-axle
Active
County Roads
$1,250
$600
$1,400
$80
$700
$4,030
$15,000
$7,200
$16,800
$960
$8,400
$48,360
001019
2023 Monroe 15'
Equip-Attach-Snow-Spreaderinsert
Active
County Roads
$350
$175
$275
$80
$0
$BBD
$4,200
$2,10D
$3,30D
$960
$0
$10,560
001020
2022 Water Treatment System
Wash Rack
Active
County Roads
$125
$50
$275
$80
$0
$530
$1,500
$600
$3,300
$960
$0
$6,360
001021
2023 Ford F150
C1-Pickup-1/2Ton-4WD
Active
County Roads
$525
$150
$67S
$80
$350
$1,780
$6,300
$1,800
$8,100
$960
$4,200
$21,360
001022
2023 Ford F1SO
C1-Pickup-1/2Ton-4WD
Active
County Roads
$525
$150
$675
$80
$350
$1,780
$6,300
$1,800
$8,100
$960
$4,20D
$21,360
001024
2022 MB HLP/HTP
Equip -Attach -Grounds -Sweeper
Active
County Roads
$250
$75
$225
$80
$0
$630
$3,000
$900
$2,700
$960
$0
$7,560
001030
2023 Ford F250
C1-Pickup-3/4Ton-4WD
Active
County Roads
$500
$75
$675
$80
$300
$1,630
$6,000
$900
$8,100
$960
$3,600
$19,560
001031
12023 Ford F250
Cl-Pickup-3/4Ton-4WD
Active
lCounty Roads
$500
$75
$675
$80
$300
$1,630
$6,000
$900
$8,100
$960
$3,600
$19,560
001033
2023 Bomag BT65
Equip-Other-PortableTool-Powered
Active
County Roads
$65
$15
$0
$80
$0
$160
$780
$180
$0
$960
$0
$1,920
001034
2023 Bomag BVP/18/45
Equip-Other-PortableTool-Powered
Active
County Roads
$40
$10
$0
$80
$O
$130
$480
$120
$0
$960
$0
$1,560
001035
2023 Morbark1621X
Equip-Grounds-WoodChipper
Active
County Roads
$a0D
$300
$475
$80
$25
$1,6BO
$9,600
$3,600
$5,700
$960
$300
$20,160
001039
2023 Generac26Kw Hoh Gen.
Generator(Hoh)
Active
County Roads
$75
$SO
$10
$90
$10
$225
$90D
$600
$120
$960
$220
$2,700
001048
2024 Ford F350
Cl-Pickup-lTon-4WD
Active
County Roads
$500
$150
$775
$80
$550
$2,055
$6,000
$1,800
$9,300
$960
$6,600
$24,660
001049
2024 TrailKing Tilt Trailer
Trailer-Tiltbed->10,001GVW
Active
County Roads
$75
$SO
$275
$90
$0
$480
$900
$600
$3,300
$960
50
$5,760
001056
2024 Falcon 4Ton
Equip-TrailerMtd-Pavement-Hotbox
Active
County Roads
$200
$150
$175
$80
$10
$615
$2,400
$1,900
$2,100
$960
$120
$7,380
001058
2025 Broom Bear (Elgin)
On Order
County Roads
$3,000
$1,100
$925
$80
$150
$5,255
$36,000
$13,200
$11,100
$960
$1,800
$63,060
001066
2023 Supierior Broom
Broom
Active
County Roads
$650
$250
$1,000
$80
$250
$2,230
$7,800
$3,000
$12,000
$960
$3,000
$26,760
001067
2025 Superior Broom
Broom
Active
County Roads
$775
$250
$1,000
$80
$250
$2,355
$9,300
$3,000
$12,000
$960
$3,000
$28,260
001068
2025 Ditch Witch
On Order
County Roads
$600
$200
$275
$80
$50
$1,205
$7,200
$2,400
$3,300
$960
$600
$14,460
001069
2024 John Deere Grinder
Cold Planer
Active
County Roads
$75
$50
$175
$80
$0
$380
$900
$600
$2,100
$960
$0
$4,560
007785
2009John Deere 410J
Equip-Wheeled-BackhoeLoader-Heavy
2nd Life
County Roads
$0
$0
$525
$80
$150
$755
$0 _ _ _ $0
$0 _ $0 _
$6,300
$960
$1,800
$9,060
007901
2011 Ford F 450
C5-StraightTruck-FlatBed
2nd Life
County Roads
$0
$0
$525
$80
$300
$905
_$6,3_00
$960
$3,600
$10,860
007859
2014 Ford F150
Cl-Pickup-1/2Ton-2WD
2nd Life
County Roads
$300 $0 $400 $0 $100 $800
$0
$43,975 $11,535 $72,055 $11,600 $23,485 $162,650
$3,600 $0 $4,800 $0 _ $1,200 $9,600
$0 $0 50 $0 $0 $0
$527,700 $138,420 $864,660 $139,200 $281,820 $1,951,800
147 - Number of Assets, - _ - _ " ' � -` -" �" '"""`
-.•
Assetinfo
goamol"ITTV,.- -•. r..
__ _ Monthly
�•. - .
. .
�•.
Annually
...
000833
2013 Ford Escape
C1-SUV-Compact-4WD
Active
County Roads
$0
$0
$125
$80
$100
$305
$0
$0
$1,500
$960
$1,200
$3,660
000890
2016 Ford Explorer Base
C1-SUV-Compact-4WD
Active
County Roads
$225
$0
$475
$80
$100
$880
$2,700
$0
$5,700
$960
$1,200
$10,560
00D912
2016 Ford F150
Cl•Pickup-Halfron-4WD
Active
County Roads
$100
$0
$675
$80
$75
$930
$1,200
$0
$8,100
$960
$900
$11,160
001023
2023 Ford Mini Connect
Cl-Van-Cargo-Mini
Active
County Roads
$450
$125
$150
$80
$100
$905
$5,400
$1,500
$1,800
$960
$1,200
$10,860
001055
_
2024 Ford Bronco
C1•SUV-Compact-4WD
Active
County Roads
$250
$100
$225
$80
$75
$730
$3,000
$1,200
$2,700
$960
$900
$8,760
001061
_
2023 Ford Mach-E
CS-SUV-Compact-EV-4WD
Active
County Roads
$350
$125
$50
$80
$0
$605
$4,200
$1,500
$600
$960
$0
$7,260
�, .-_
$0
350 $1,700 $480 $450 $4,355
$0 $0 $0 $0 $0 $0
1 $16,500 $4,200 $20,400 $5,760 $5,400 $52,260
JEFFERSON COUNTY DEPARTMENT OF PUBLIC WORKS POLICY
TITLE: EQUIPMENT RENTAL & REVOLVING (ER&R) FUND MANAGEMENT POLICY
EFFECTIVE DATE: September 15, 2025
Section 1, Purpose
1.1 To provide funds for timely and efficient replacement of vehicles, equipment, and materials; and
systems and equipment used for maintaining vehicles and rental equipment.
1.2 To formalize a policy consistent with applicable statutes on the level and components of
Unrestricted Net Current Assets and to outline the formula to be used in determining rental rates
to assure compliance with the desired level of Unrestricted Net Current Assets.
1.3 To maintain customer -department rental -rate stability.
1.4 This policy shall be signed and approved by the Public Works Director and County Engineer and
may be updated at any time as authorized by the Public Works Director and County Engineer.
Section 2, References
2.1 Revised Code of Washington, Chapter 36.33A, "Equipment Rental and Revolving Fund"
2.2 Washington Administrative Code (WAC) 136-600
2.3 Revised Code of Washington, Chapter 43.09 Section 210, Local Government Accounting
2.4 Budgeting Accounting Reporting System (BARS) Manual, Office of State Auditor, Volume 1, Part 3,
Chapter 7
2.5 Miller Comprehensive Governmental GAAP Guide, current edition.
2.6 Equipment Rental & Revolving Fund Guidance, Washington State Auditor's Office
2.7 GASB Codification of Governmental Accounting and Financial Reporting Standards. Section
1300.104.
Section 3, Definition of Terms:
3.1 "Fleet", "Fleet Services" or "Fleet Services Division" is the Fleet Services Division of the Public
Works Department, sometimes known as "ER&R" due to its management of the Equipment Rental
and Revolving Fund.
3.2 "ER&R Fund" or the "Fund" is the revolving fund managed by the Fleet Services Division in
accordance with RCW 36.33A to provide for the operation, maintenance and replacement of
certain fleet equipment.
3.3 "Unrestricted Net Current Assets" means the difference between the total current financial assets
and total current liabilities of the fund. It represents the balance of all financial resources available
for current operations and appropriation and expenditure after all revenues and expenditures
have been accounted for at the end of a given period.
3.4 "Rental Rate" means the amount charged to the using agency for the use of Equipment Rental and
Revolving Fund vehicles or equipment. The rentals may be charged to user agencies on an hourly,
daily or monthly basis consistent with RCW 36.33A. Rental Rates include, but are not limited to,
prior to their formation of their next budget. Further, rates may be adjusted so as to include
temporary or one-time costs or profits over the course of more than one fiscal year so as to lessen
variation in rental rates from year to year.
Section 5, Unrestricted Net Current Assets
5.1 Unrestricted Net Current Assets should be no less than 25% of the lifetime accumulated
depreciation for all vehicle/equipment assets currently owned by the fund, as determined by the
Working Capital Reserve Recommendation for Each County Fund as adopted by the Board of
County Commissioners (County Resolution 65-13 or subsequent resolutions as replace it).
5.2 Unrestricted Net Current Assets and the lifetime accumulated depreciation for all
vehicle/equipment assets currently owned by the fund will be measured on the last day of each
year for purposes of determining compliance with Subsection 1 of this Section.
5.3 Fund assets are stored and invested under the control of the Jefferson County Treasurer.
5.4 Any interest income generated by the Fund shall be deposited into the ER&R fund.
Section 6, Agreements with Customer Departments
6.1 By August Is'of each year, the manager of the Fleet Services Division shall, at a minimum, transmit
the following year's vehicle/equipment rates to each customer department. The rates should be
accompanied by an agreement for each customer department for the coming year.
6.2 Each agreement will detail the following:
6.2.a Fleet inventory assigned to the customer department;
6.2.b Rental rate for each assigned asset;
6.2.c Services to be provided by Fleet Services for each assigned asset;
6.2.d Costs and mark-up rates;
6.2.e The assigned assets to be replaced during the year and the estimated rental rate of each
replacement asset; and
6.2.f A summary of this policy as it applies to the relationship between Fleet Services and the
customer department.
6.3 The agreements will be reviewed and revised as needed during the year by mutual agreement of
both parties.
Section 7, Equipment Purchase
7.1 Fleet Services will purchase replacement and additional fleet assets after consultation with each
respective customer department.
7.2 Asset purchases will prioritize, roughly in order of importance, the following considerations:
7.2.a Safety of operation in intended application;
7.2.b Suitability for intended application;
7.2.c Anticipated efficiency in intended application
3
are normally given an asset number in CAMS preceded with a "9" to denote their reimbursable
status and to indicate that they are not Fleet owned.
8.3 Hybrid plans: Unique and legacy rental arrangements may be mutually agreed upon by Fleet
Services and the customer department. An example might be a plan that allows a customer to fuel
their vehicles at Fleet fuels sites when Fleet does not own the asset and is providing no other
services for the asset.
Section 9, Determination of Rental Rates
9.1 All rental rates will be set and/or reviewed by the County Engineer. The following costs shall be
included in the asset rental rate:
9.1.a Operations/Maintenance (O&M): Operating and maintenance costs shall be determined
by using the most recent cost information available for the preceding twelve months plus
a factor using comparable data, if available, for any anticipated increase in costs due to
increasing asset age. For vehicles or equipment with no cost history, the manager of Fleet
Services shall develop an estimate using whatever indices or comparable data are
available.
9.1.b Fuel: Fuel costs shall be determined by using the most recent usage information available
for the preceding twelve months and multiplying it by anticipated per -gallon costs for the
coming year (available from U.S. DOE EIA or commercial sources). For vehicles or
equipment with no usage history, the manager of Fleet Services shall develop an estimate
using comparable data or the usage history of the asset replaced by the one in question. A
similar methodology will be employed to calculate the "fuel" costs for electric vehicles if
Fleet is paying for the electricity. Currently, Fleet manages one EV charger at the
Courthouse. It is preferrable at this time for departments to provide for and manage their
own charging at their facilities since these systems are typically tied to the building's
electrical system and not metered separately.
9.1.c Depreciation and Replacement: The asset replacement premium is made up of two
components commonly referred to as "depreciation" and "replacement factor" or just
"replacement". Depreciation is computed by dividing asset purchase cost, inclusive of all
special equipment and upfitting costs, by of the lifecycle (in months) assigned to the asset.
The replacement factor represents the difference between the cost of acquiring the
current asset and the cost to acquire its future replacement (inclusive of all equipment and
upfitting), which will be higher due to inflation. The replacement factor shall be added to
the rental rate. This factor should, in general, account for inflation of at least 3%,
compounded annually, on the initial purchase cost of the asset. The replacement factor
may also be revised periodically if conditions warrant, such as when the customer
department chooses a different type of replacement or in the case of very long lifecycles
where such a blanket estimate is inadequate.
Asset replacement cost should be periodically updated to current actual cost, and
replacement charges adjusted accordingly. For all future purchases, asset purchase cost
shall include all costs of obtaining the asset and configuring it for service as required by the
customer department, including customization and upfitting unless other arrangements
are agreed upon with the customer regarding ahead of time.
9.1.d Program Overhead: Overhead costs include management and administration, facility
expenses, utilities, training, tools and equipment, insurance, software, etc. These costs are
partially captured in the shop rate charged when vehicles and equipment are worked on
5
9.6 Rental rates established pursuant to this policy shall be subject to annual review and approval by
the County Engineer and County Commission; this typically occurs through the County's normal
annual budgeting process in the August/September timeframe.
9.7 Hourly Rental Rates (Roads): For Road Fund assets only, hourly rental rates may also be assigned
for the purpose of job costing; however, rent paid to ER&R for these assets is still based on the
monthly rental rate set as described above in Section 9.1. These hourly rates will be set by the
County Engineer.
Section 10, Options for Normal Termination of Rental
10.1 Replacement of like kind needed: Replacement unit will be procured; retired unit will be disposed
of. Both asset files will be marked with a clear indication that the unit was replaced by the
replacement unit, including both asset numbers.
When it is time to replace an asset, Fleet Services will review with the customer department the
funds available to use for the replacement (See Section 15 for more discussion on this topic). If the
amount of replacement funds collected for the asset have not been adequate to replace the asset,
Fleet Services and the customer department may agree to:
10.1.a Defer the replacement to allow more replacement funds to accumulate if the asset is
serviceable;
10.1.b Customer may contribute additional funds for the asset's replacement to fund the
difference;
10.1.c Fleet Services and the customer department may agree to use funds accrued for
replacement of other assets that the customer/department is renting, but must
understand that this will mean the replacement of these other assets will necessarily be
deferred. Fleet Services and the customer may need to agree on rate increases
throughout the customer's fleet to address replacement shortfalls. As of 2025, this has
become necessary as rapid inflation has outpaced the replacement premium charged in
the fleet.
10.2 Unit no longer needed and no replacement needed: The unit to be retired will be disposed of.
Depreciation and replacement costs were paid during the rental of the unit. For small customer
departments renting only a few assets, it may be appropriate to examine whether any of these
accumulated funds should be returned to that department or, alternatively, used to help fund
other future replacements for the same customer. For larger customer departments, rapid
inflation in recent years has resulted in underfunding for replacements, and therefore it is likely a
best practice to retain any accumulated funds for future replacements of other assets used by the
same customer department. Since the scenario described in this Section 10.2 does not often
happen, each situation is unique and should be treated as such.
10.3 Replacement of non -like kind needed: Fleet Services will prepare an estimate of the replacement
unit to be procured; retired unit will be disposed of. When the replacement asset will cost more
than the like -kind replacement, the customer may be required to fund the difference or defer
replacements of other assets. See discussion in 10.1 above.
Section 11, Options for Early Termination of Rental
11.1 Unit no longer needed or its operation no longer funded and no replacement needed: Another
customer department may assume the rental and use of the unit, or the unit may be sold at
surplus auction.
7
date/time. Fleet Services has had good success selling assets through GovDeals.com which
satisfies the applicable RCWs related to public auctions and advertisements
13.2 No surplus asset will be sold to the manager of Fleet Services nor to an immediate family member
thereof.
13.3 No surplus asset will be sold to an employee of Fleet Services, to any county employee who was a
regularly assigned driver or operator of the asset, to any county employee who was the manager
or supervisor responsible for the use of the asset, nor to any immediate family member thereof
unless said family member is purchasing on behalf of a company and not for personal use.
13.4 All assets shall be clearly and publicly advertised in a consistent manner to gain maximum
exposure to a potential bidder pool. Current practice is to advertise on platforms such as
GovDeals with supplemental outreach on social media and the County's website.
13.5 Fleet, at its discretion, may assist with auctioning non -Fleet owned vehicle/equipment assets.
Fleet will charge the customer for this service at 15% of the asset's sale value at auction and not
less than $250. Fleet will not manage auctions for other county items or property. Departments
should make their own arrangements for disposing of these items.
Section 14, Second -Life Vehicles/Equipment
14.1 Previous versions of this policy allowed county departments to purchase used vehicles from Fleet
Services once they were no longer needed and then place them into a "reimbursable" service
program. As discussed in Section 8.2, this type of rental arrangement is generally no longer
supported except in special cases.
14.2 Fleet Services recognizes that there may be times when spares or extra vehicles make sense for a
department's program and that used Fleet vehicles may be appropriate to fill these needs. These
"second -life" assets should not be used to avoid higher rental costs associated wtih
vehicles/equipment that are needed for daily or regular program use. They should only be
considered for spares, backups, intermittent, or temporary use.
14.3 Fleet Services and a customer department agree that a second -life vehicle is an appropriate way to
meet the customer department's needs. This may be accomplished through the following steps:
14.3.a For the purposes of customer billing, the current vehicle asset number is "retired" in CAMS
and a new asset number is assigned. The new asset number will be the old asset number
preceded by a "7". For example, asset #962 would become a "new" asset numbered #7962.
This is an important step. Experience has shown that without a re -numbering system, Fleet
personnel and customers lose track of which vehicles are first -life and eligible for replacement
and which are second -life and therefore not eligible for replacement.
When creating a second -life vehicle, it is not necessary nor desirable to set up a "new" asset in
MUNIS. There is still only one (1) asset, and MUNIS tracts the original asset from purchase
through disposal. Therefore, when a unit is placed into "second -life" status, no changes are
necessary in the MUNIS system.
14.3.b Sufficient documentation will be entered into the CAMS system under both the original asset
number and new asset number so that there are records detailing what happened in both
places. The original asset (in this example #962) will be marked as "Out of Service" in CAMS.
Do not mark it as "Sold" because it is still part of the inventory, just with a new number for the
purposes of customer billing. Add notes in CAMS indicating that the asset was assigned a new
number (in this example #7962). Do not overwrite previous entries in the CAMS system;
9
Section 16, Fleet Services Operations and Billing
16.1 All time for which Fleet Services Staff are compensated, all parts issued and all fuel and fluid
dispensed will be billed to the appropriate accounting codes, whether to individual fleet assets, to
departmental asset accounts or to indirect codes internal to Fleet Services funds. Rates will reflect
the following additional costs:
16.1.a Labor rates billed will be at a rate that includes all benefits, indirect time, facility costs,
mechanical shop and service costs, administrative and support services and other
overhead costs attributable in general to the services provided by Fleet Services;
16.1.b Parts mark-up rates will be calculated to include all costs incumbent in ordering, stocking
and dispensing stocked and special -order parts; and
16.1.c Fuel mark-up rates will be calculated to include all costs of operation of the fuel sites.
16.2 Fleet Services shall evaluate general work categories and individual instances of repair work and
will either perform the tasks in house or outsource them, whichever is, in the judgment of Fleet
Services, most economical, efficient and effective.
16.3 Fleet Services will strive to consolidate orders of vehicles, equipment, fuels, fluids, parts and
services, and to limit diversity within the fleet to the minimum necessary to support customer
operations, preserve competition and maintaining a diverse, competitive and flexible supplier
base. Fleet Services' goal in this area shall be to enhance consistency within the fleet.
16.4 While complying with all applicable purchasing laws, Fleet Services will use the most economical
and competitive methods of procuring vehicles, equipment, fuels, fluids, parts and services. Such
methods may include use of Washington State Department of Enterprise Services contracts,
cooperative procurement with other county or municipal entities and the standard procurement
processes of Jefferson County.
16.5 Fleet Services will maintain and operate a data system designed for and capable of tracking,
monitoring and reporting comprehensive information on the costs and usage of all fleet assets.
Fleet Services will make such information and analysis as is requested available to its customer
departments upon request.
Digitally signed by Monte Reinders
DN: C=US,
+ E=mreinders@co.jefferson.wa.us,
Monte R P I n d e rS O=Jefferson County Public Works,
CN=Monte Reinders
APPROVED BY: Date: 2025.09.22 10:09:32-07'00'
Public Works Director/County Engineer Date
11
Department of Public Works
O Consent Agenda
Page 1 of 2
Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Josh Peters, County Administrator
From: Monte Reinders, Public Works Director/County Engineer
Agenda Date: October 6, 2025
Subject: Legislative Adoption of 2026 ER&R Equipment Rates (Roads)
Statement of Issue:
Washington Administrative Code (WAC) 136-600 requires that the County's legislative authority
review and adopt the Equipment Rental and Revolving (ER&R) fund rates for the county road
program each year. Note that while the Fleet Division rents vehicles to many other county
programs including Solid Waste, Sheriff, Health, DCD, and other departments, this requirement
only applies to the equipment used by the County's Road program.
By April 111 of each year, the County Engineer must submit the following documents to the
County Road Administrative Board (CRAB):
• Adopted ER&R rates for county roads equipment and vehicles for the current year;
• The resolution of the legislative authority adopting said rates;
• The ER&R fund management policy
These submittals are part of the requirements for the County to maintain its certificate of good
practice which in turn enables the county to receive motor vehicle fuel tax (MVFT) revenue.
MVFT provides approximately $1.5 million to Jefferson County each year for road purposes.
In mid-2024, the County Administrator determined that ER&R and Fleet program should be
moved back into the Public Works Department under the supervision of the Public Works
Director/ County Engineer. This helps ensure that the requirements of WAC 136-600 will be
met.
Analysis/Strategic Goals/Pro's & Con's:
Pursuant to WAC 136-600-050, equipment rental rates shall be set by the County Engineer and
reviewed annually by the Board. The county engineer shall certify to the legislative body that
the proposed rates are an appropriate use of county road funds as required by RCW 36.80.030.
Department of Public Works
O Consent Agenda
Page 2 of 2
As prescribed by WAC 136-600-050, the rates for the rental of equipment owned by the fund
incorporate (1) estimated service life in years and service life remaining; (2) replacement cost;
(3) salvage value; (4) estimated operating and maintenance costs; (5) direct and indirect cost of
maintaining and operating facilities specific for ER&R equipment; and (6) ER&R program
administration.
Fiscal Impact/Cost Benefit Analysis:
The Road Funds will pay approximately $2 million for equipment rental rates through ER&R in
2026.
Recommendation:
The legislative authority is asked to approve the 2026 equipment and vehicle rental rates for
the county roads program by enacting the attached resolution.
Department Contact: Monte Reinders, Public Works Director/County Engineer
Reviewed By:
Josh peters, County Administrator Date