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Home My WebLink AboutRESOLUTION re CRAB 2023 ERR Rental Rates Public Works Roads Equipment JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of Commissioners FROM: Chris Goy, Central Services Director/Deputy County Administrator DATE: July 3,2023 SUBJECT: RESOLUTION re: Annual County Road Administration Board (CRAB)- 2023 ER&R Rental Rates for Public Works Roads Equipment STATEMENT OF ISSUE: The Washington State County Road Administration Board(CRAB) requires Jefferson County to comply with Washington Administrative Code (WAC) 136-600-070, WAC 136-600-050, and Revised Code of Washington(RCW) 36.80.030 in order to remain eligible for critically- needed funds disbursed by CRAB for County road maintenance. ANALYSIS: CRAB has adopted rules in order for counties to remain eligible for annual road maintenance funds with respect to Equipment Rental & Revolving (ER&R) Funds. By April 1st of each year, CRAB is now requiring each county engineer to submit the following documents in the form of standalone legislation: 1) Adopted county road rental rates as of January 1st of that year; 2) The resolution of the legislative authority adopting said rates; 3) ER&R Management Policy FISCAL IMPACT: Zero dollars ($0.00). RECOMMENDATION: This resolution will enable the County Engineer to comply with relevant WAC and RCW language necessary for Jefferson County's annual submittal to CRAB. Going forward, it is recommended that, as part of the annual budget process, an updated version of the attached resolution be enacted to remain in compliance well in advance of CRAB's annual April 1st deadline. REVIEWED BY: ZAA....1ALA • i -23 Mark McCa $ , County Administrator D ate JEFFERSON COUNTY STATE OF WASHINGTON IN THE MATTER OF APPROVING THE } EQUIPMENT RENTAL AND REVOLVING } RESOLUTION NO. FUND RENTAL RATES FOR THE 2023 } CALENDAR YEAR } WHEREAS, pursuant to Title 136 of the Washington Administrative Code (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, pursuant to the Section 36.33A.040 of the Revised Code of Washington (RCW), the Jefferson County Central Services Director and Fleet Services Division shall administer the Equipment Rental and Revolving (ER&R) Fund and shall be responsible for establishing the terms and charges for the sale of any material or supplies which have been purchased, maintained, or manufactured with monies from the fund. The terms and charges shall be set to cover all costs of purchasing, storing, and distributing the materials or supplies, and may be amended as considered necessary; 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, a new Chapter 136-600 WAC, Equipment Rental and Revolving (ER&R) Fund, was established to clarify duties, responsibilities, submittal requirements, and due date regarding the administration of an equipment rental and revolving fund, effective March 7, 2022; and WHEREAS, pursuant to WAC 136-600-050, rental rates of equipment shall be reviewed annually by the county's legislative authority;and WHEREAS, WAC 136-600-070 requires the County Engineer to submit the adopted county road rental rates as of January 1st of that year to CRAB by April 1st of each year; and WHEREAS, the Fleet Services Division of the Department of Central Services manages the Equipment Rental and Revolving Fund in accordance with RCW 36.33A as a revolving internal- service fund for road-maintenance vehicles, equipment and su supplies as well as the vehicles and equipment of other County departments that participate in the ER&R Fund; and WHEREAS,the rental rates have been prepared utilizing current information available to the Fleet Services Division of the Department of Central Services; and WHEREAS, 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; and WHEREAS, as prescribed by WAC 136-600-050, the rental rates for county road equipment have been reviewed by the County Engineer and certified as an appropriate use of county road funds as required by RCW 36.80.030; and WHEREAS, the Jefferson County Board of Commissioners constitutes the legislative authority of Jefferson County and deems adoption of these proposed rates to be in the best interest of the County; NOW, THEREFORE, BE IT RESOLVED the Jefferson County Board of Commissioners hereby adopts the Equipment Rental and Revolving Fund rental rates for the 2023 calendar year (January 1, 2023, through December 31, 2023) as shown in Exhibit A, which is attached hereto and incorporated herein by reference, effective January 1, 2023; and BE IT FURTHER RESOLVED that the Fleet Services Division of the Department of Central Services abides by the internally-adopted"Equipment Rental & Revolving (ER&R) Fund Management Policy" found in Exhibit B below. APPROVED this day of , 2023. Monte Reinders, P.E. Public Works Director/County Engineer JEFFERSON COUNTY BOARD OF COMMISSIONERS SEAL: Greg Brotherton, Chair Kate Dean, Member ATTEST: Heidi Eisenhour, Member Carolyn Gallaway, CMC Clerk of the Board Exhibit A: Equipment Rental and Revolving Fund Management Policy Jefferson County, WA Fleet Services Division - Central Services Department TITLE: EQUIPMENT RENTAL & REVOLVING (ER&R) FUND MANAGEMENT POLICY EFFECTIVE DATE: August 1, 2014 Section 1, Purpose To provide funds for timely and efficient replacement of materials, vehicles, and equipment; and systems and equipment used for maintaining vehicles and rental equipment 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. To maintain customer-department rental-rate stability. This policy shall be signed and approved by the Central Services Director and may be updated at any time as authorized by the Central Services Director. Section 2, References Revised Code of Washington, Chapter 36.33A, "Equipment Rental and Revolving Fund" Revised Code of Washington, Chapter 43.09 Section 210, Local Government Accounting Budgeting Accounting Reporting System (BARS) Manual, Office of State Auditor, Volume 1, Part 3, Chapter 7 Miller Comprehensive Governmental GAAP Guide, current edition. Equipment Rental & Revolving Fund Guidance, Washington State Auditor's Office GASB Codification of Governmental Accounting and Financial Reporting Standards. Section 1300.104. Section 3, Definition of Terms: "Fleet", "Fleet Services" or "Fleet Services Division" is the Fleet Services Division of the Central Services Department, sometimes known as "ER&R" due to its management of the Equipment Rental and Revolving Fund. "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. "Unrestricted Net Current Assets" means the difference between the total current assets and total current liabilities of the fund. It represents the balance of all financial resources available for current appropriation and expenditure after all revenues and expenditures have been accounted for at the end of a given period. Unrestricted Net Current Assets shall contain three components: 3.1.a "Assets Earmarked for Parts, Supplies and/or Materials Inventories" means the amount set aside and available for the replacement of parts, supplies and/or materials in the Supplies Inventory asset account. 3.1.b "Assets Earmarked for Equipment Replacement" means the amount set aside and available for planned capital improvements and replacements of existing systems and equipment used in maintaining vehicles and equipment, such as automotive test equipment, shop hoists, car wash facility, steam cleaner facility, etc. 3.1.c "Assets Earmarked for Capital Replacement and Improvement" means the amount set aside and available for the replacement of vehicles and equipment. "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, charges for maintenance and operating costs, overhead costs, equipment replacement, non- operating revenues, and other adjustments. "Maintenance and Operating Costs" means the costs of keeping the vehicle or equipment in operation. It includes, but is not limited to, the costs of fuel, oil, tires and tubes, batteries, and all other parts and labor expended in order to maintain and operate the fleet. "Overhead Costs" means the costs expended for providing general management, administrative activities, insurance, rent, utilities, support services in managing the fleet and County-wide central service charges. "Replacement Factor" means the amount charged in order to accumulate the anticipated cost of replacing vehicles and equipment at the end of their economic life. "Sale Proceeds" means the proceeds from the sale of surplus vehicles and equipment. "Other Adjustments" are amounts added to or credited to the rental rate to cover deficiencies or surpluses in the prior year's operations. Section 4, Operation of the ER&R Fund The ER&R Fund is a revolving fund. Moneys paid to the fund each year in the form of rent, replacement factor, sale proceeds and other adjustments total a small percentage of the cost of replacing all assets owned by the fund; these moneys are then used each year, in sum, to provide for the replacement of the percentage of the assets owned by the fund for which replacement in that year is necessary. Each asset owned by the fund either must have itself been funded in full by its customer department or must be a Fund-provided replacement for an earlier asset that was funded in full by its customer department. The rent and other moneys paid to the fund by the customer department following the provision of that asset are for the operation, maintenance, repair and replacement of the asset (strictly excluding repayment of any first costs of procuring the asset). Sufficient ER&R Fund balance must be maintained to provide for emergency and other contingency situations and to provide stability and fluidity of asset replacement throughout each year. The Fund balance will vary within each year as assets are replaced, put into service and removed from service. The Fund balance will vary from year to year as assets of greater than average capital cost are replaced or retained. Assets comprising approximately 10.5% of the Fund's Equipment Replacement value should be replaced annually, on average, given the asset inventory and lifecycle schedules in place at the time of the adoption of this policy. The amount expended in any given year will depend heavily on whether assets of greater than average capital cost are scheduled for replacement that year. Rental rates shall cover all costs of maintenance and repair, material and supplies consumed in operating and maintaining equipment, administrative and central services overhead and future replacement. The rental rate for each asset shall be charged beginning on the date the asset is issued to the customer department and accepted by that department as properly configured for its use and ending on the date the asset is surrendered to ER&R for disposal. Hourly labor rates and mark-up rates on the supply of supplies, parts, fluids, fuel and any other service or material furnished by the ER&R Fund shall cover all costs associated with the provision of those services or materials. However, to provide budget stability for customer departments, labor and mark-up rates may lag actual costs by the time sufficient to analyze a fiscal year's operations and to prepare rates for approval by customer departments 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 Unrestricted Net Current Assets must be no less than 25% of the lifetime accumulated depreciation for all 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). Unrestricted Net Current Assets and the lifetime accumulated depreciation for all 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. Fund assets are stored and invested under the control of the Jefferson County Treasurer. Section 6, Agreements with Customer Departments The manager of the Fleet Services Division shall annually propose to each customer department head an agreement for services for the coming year. The agreement shall be signed by both parties following negotiation and agreement as necessary. Each agreement will detail the following: 6.1.a Fleet inventory assigned to the customer department; 6.1.b Rental rate or reimbursement terms for each assigned asset; 6.1.c Services to be provided by Fleet Services for each assigned asset; 6.1.d Costs and mark-up rates for anything provided by Fleet Services beyond the terms of the agreement or provided in the case of any asset for which it is agreed the customer will pay costs only; 6.1.e The assigned assets to be replaced during the year and the revised rental rate of each replacement asset; and 6.1.f A summary of this policy as it applies to the relationship between Fleet Services and the customer department. The agreements will be reviewed and revised as needed during the year by mutual agreement of both parties. Section 7, Equipment Purchase Fleet Services will purchase replacement and additional fleet assets after consultation with each respective customer department. Asset purchases will prioritize, roughly in order of important, the following considerations: 7.1.a Safety of operation in intended application; 7.1.b Suitability for intended application; 7.1.c Anticipated efficiency in intended application 7.1.d Projected rental cost based on all known factors; 7.1.e Ability to reduce petroleum usage; and 7.1.f Availability of existing contract usable for purchase. Replacement units will be purchased according to schedules determined by Fleet Services with the concurrence of each respective customer department; the impact to the customer department's operating budget must be considered, and the manager of Fleet Services shall estimate during each budgeting process the estimated changes to rental rates for each customer department during the next budget year as a result of planned asset replacements in accordance with Subsection 6.2.e. Any asset that would be an addition to the fleet rather than a replacement of an existing unit to be removed from service must be funded in accordance with Subsection 4.2 or 4.3. Any department requesting such an addition must have sufficient approved capital and ongoing funding to finance the initial and ongoing costs of the additional asset. Section 8, Rental Plan Options Costs only: No regular rental will be billed. Maintenance, repair and/or fuel costs must billed at mark-up rates as established and revised. Unit replacement at end of life is not provided. Resale proceeds are returned to owning department. The availability of this type of rental plan is limited to those units owned by customer departments and not by the ER&R fund. Full rental: Periodic rental rate will be billed to cover depreciation, replacement factor, maintenance, repair and fuel costs. Rental rate must be adjusted annually to keep pace with changes in replacement cost or lifecycle and to reflect actual operational costs. Costs of major accidents may be paid separately by the customer department or may be included in the revised rental rates. Hybrid rental plans: Unique and legacy rental arrangements may be mutually agreed upon by Fleet Services and the customer department. Section 9, Determination of Rental Rates The following costs shall be included in the rental rate, where applicable to the chosen rental plan option (see Section 8): 9.1.a 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 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. 9.1.c Initial periodic replacement charges for vehicles and equipment shall be computed by dividing asset purchase cost by the projected number of periods in the life of the asset. Asset replacement cost shall be updated to current actual cost annually, and periodic 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. The following costs shall be excluded from the rental rate, not charged to the ER&R fund nor paid by Fleet Services, and instead shall be paid directly or charged to the respective customer department: 9.1.d Traffic and parking fines; 9.1.e Parking fees; 9.1.f Tolls and ferry fees; 9.1.g Collision insurance; 9.1.h Replacement and repair costs due to major damage; and 9.1.i Costs due to loss, fraud, waste, misuse or abuse on the part of any customer department's employee where such cost results from failure on the part of the customer department to monitor and control its employee's usage of fleet assets or supplies or where the loss of any key, access card or PIN used to perpetrate the loss or fraud is not immediately reported to Fleet Services. The residual or resale value of any asset shall be included in the rental rate as a deduction. This value shall be estimated initially and revised at the time of the equipment's disposal or removal from the fleet inventory and may also be revised periodically if conditions warrant. The initial estimate may be any reasonable figure, typically 10% of the original purchase cost. The replacement factor shall be added to the rental rate. This factor should, in general, account for inflation of approximately 2%, 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. The manager of the Fleet Services Division shall periodically estimate end-of-life profit or loss for each asset and propose adjustments to rental rates as necessary to ensure the ER&R Fund is neither accumulating excess rental revenue nor suffering a shortfall for any asset. Rental rates established pursuant to this policy shall be subject to annual review by the County Commission; this typically occurs through the County's normal annual budgeting process. Section 10, Options for Normal Termination of Rental Unit no longer needed and no replacement needed: The unit to be retired will be disposed of. Assuming depreciation and replacement costs were paid during the rental of the unit, rental income in excess of operational costs shall be returned to the original customer department. Asset files will be marked with a clear indication that the unit was not replaced and that the funds allocated for replacement had been returned to the customer department. Replacement of like kind needed: Replacement unit will be procured; retired unit will be disposed of. Settlement of the assets accounts will occur between Fleet Services and the customer department. Both asset files will be marked with a clear indication that the unit was replaced by the replacement unit, including both asset numbers. Replacement of non-like kind needed: Fleet Services will prepare an estimation of the Replacement unit will be procured; retired unit will be disposed of. Settlement of the assets' accounts will occur between Fleet Services and the customer department. Section 11, Options for Early Termination of Rental 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. Settlement of the assets accounts will occur between Fleet Services and the customer department. Unit damaged beyond repair and no replacement needed: Same as Subsection 1 of this Section. Unit damaged beyond repair and replacement needed: Customer department may pay separately the sudden depreciation and additional replacement factor necessary to replace the vehicle. Instead, customer may choose to continue after the replacement of the vehicle paying the depreciation and replacement factor left deficient at the time of the vehicle's damage. In no case shall outstanding depreciation and replacement costs be added to the rental rate of the replacement or any other vehicle; however, the option of the customer department continuing to pay the capital costs of a vehicle that is no longer in operation has much the same budgetary impact. Section 12, Equipment Disposal Public surplus auction: Sale proceeds used in place of projected residual value to determine lifecycle costs and profit/loss of the replaced vehicle. 12.1.a In no case will any surplus asset be sold to the manager of Fleet Services, to any county employee responsible for administering the sale of the asset, nor to any immediate family member thereof. 12.1.b No surplus asset will be sold to any 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 of any of the above, except if the following conditions are met: (i) a full and accurate accounting of all maintenance, repair, upgrades and all other actions taken within the twenty-four months preceding the County's offering of the asset for sale must be clearly detailed in writing and available for inspection by any interested buyer at all times the asset is otherwise available for inspection; and (ii) the sale of the asset must be clearly advertised in the same manner as other assets of its type during any given offering for sale. Second use: Sale to customer department (first right of refusal) or to another customer department. Settlement of lifecycle costs with original customer department will use published index based on condition or actual sale prices from similar units to determine residual value. Rental to new customer department will consist either of a one-time payment of that residual value or a short- term rental contract based on that residual value if part of a rotating cycle of second-life vehicle rentals. Transfer to any subsequent department will follow the same procedure. Provided this procedure has been followed and the preceding department(s) compensated for the residual value of the unit at the time of transfer, the sale proceeds after the final assignment of the unit will be designated to the final department assigned the unit for purposes of asset account settlement. Section 13, Settling Asset Accounts The amount of rental income allocated to an asset shall be settled or balanced to ensure the ER&R Fund neither gains nor loses funding through its providing and managing the asset in accordance with RCW 43.09.210, which requires, in part, that "...All service rendered by ... one department ... to another, shall be paid for at its true and full value by the department ... receiving the same, and no department ... shall benefit in any financial manner whatever by an appropriation or fund made for the support of another...." The manager of the Fleet Services Division and the customer department head may find that the adjustment of rental rates has been neglected in the case of one or more assets assigned to that department, causing those assets to accumulate considerable life-to-date or projected end-of-life loss or gain. If this loss or gain is greater than what can be negated reasonably and quickly through the adjustment of rental rates, one or more of the following actions should be taken: 13.1.a In the case of life-to-date or projected end-of-life loss by the ER&R Fund for any one asset, the customer department may provide a one-time transfer of funds to balance the account, with or without an accompanying increase in rental rate; 13.1.b In the case of life-to-date or projected end-of-life gain by the ER&R Fund for any one asset, the ER&R Fund may provide a one-time transfer of funds to the customer department to return the excess, with or without an accompanying decrease in rental rate; or 13.1.c In the case of life-to-date or projected end-of-life gains and losses by the ER&R Fund for a group of assets in any one customer department where the sum gain or loss is relatively minimal, the assets showing gains may be debited and the assets showing losses credited in equal amounts so that each asset's account is balanced. This settling shall occur at the end of each asset's life following disposal and may also occur periodically if conditions warrant. In the case of accident or other unusually expensive damage causing a one-time loss for any one asset, the customer department may provide a one-time transfer of funds to balance the account. (See Subsection 7.3 and Subsection 9.3 for additional detail.) At the time an asset is retired, removed from service and disposed of, the manager of Fleet Services shall prepare a report of the asset's fund credits and debits and shall furnish the report to the customer department head. The asset's account shall be settled as close to $0.00 as reasonably possible (without needlessly costly accounting exercises) using one of the methods described in Subsections 2.a through 2.c of this Section. At the time an asset is sold or otherwise transferred to another customer department, the manager of Fleet Services shall prepare a report of the asset's fund credits and debits and shall furnish the report to the customer department head. The asset's account shall be settled as close to $0.00 as reasonably possible (without needlessly costly accounting exercises) using one of the methods described in Subsections 2.a through 2.c of this Section. Section 14, Fleet Services Operations and Billing 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: 14.1.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; 14.1.b Parts mark-up rates will be calculated to include all costs incumbent in ordering, stocking and dispensing stocked and special-order parts; and 14.1.c Fuel mark-up rates will be calculated to include all costs of operation of the fuel sites. 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. 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. 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. 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. Exhibit B: Fleet Services Customer Agreement & Rental Rates Jefferson County, WA (January 1 - December 31, 2023) Fleet Services Division - Central Services Department 2023 Fleet Services Customer Agreement Scheduled shop labor rate: $105.00 per hour In accordance with the terms of the ER&R Fund Management Policy and the asset details shown on the following page(s), Fleet Services and its customer agree that Fleet Services will provide maintenance, repair and replacement services for one or more of the fleet assets shown on the following page(s) in exchange for the payment by the customer department of the rental amount listed for each asset. A summary of the terms and conditions follows. Please request a copy of the Department of Central Services ER&R Fund Management Policy for further details on the management of the ER&R fund by Fleet Services. Services to be provided Services provided or reimbursed will include purchase, disposal at auction, in-house maintenance and repair, in-house fuel sales,contracted maintenance and repair,contracted vehicle washing,outside fuel sales,towing, road service and any other service (other than general driving and related responsibilities) necessary for the maintenance and operation of fleet assets. Costs of providing services to be tracked The costs of these services will be tracked by Fleet Services individually to each asset. Costs will be billed at above labor rate for shop labor and at actual costs plus mark-up rates for fuel, parts, fluids and subcontracted repairs. Rates are analyzed annually and revised periodically to ensure Fleet Services' accounting is inclusive of all costs of providing these services. Rental rates to be charged The customer will reimburse the ER&R fund for the costs of these services and future replacement costs of each asset, where applicable, at the exact costs calculated periodically by Fleet Services. Fleet Services and the customer will agree upon rental charges that accurately reflect asset costs while seeking rent stability for each asset and for the customer's entire fleet expenditure. Fleet Services and the customer department agree to follow the letter and spirit of the following excerpt from RCW 43.09.210: ...All service rendered by ... one department ... to another, shall be paid for at its true and full value by the department... receiving the same, and no department... shall benefit in any financial manner whatever by an appropriation or fund made for the support of another.... Reimbursement will be through the payment of periodic or irregular rental fees. Rental rates are proposed by Fleet Services and agreed to by the customer department prior to the purchase of any replacement or additional asset, except that rental rates are revised by mutual agreement of the Fleet Services and the customer department when warranted by operational changes or accumulated profit or loss by the ER&R fund on account of any particular asset. The attached page(s) list the anticipated rental rates for the customer's assigned fleet. Depending on the department/division, the listed rental rates may include monthly rates and hybrid rates that combine monthly fixed costs with hourly cost accounting. Replacement of assets Planned replacements are specifically noted in this agreement along with a proposed rental rate for the new asset. Unplanned replacements and changes to planned replacements may be added to this agreement by mutual agreement of Fleet and the customer department. Assets comprising approximately 10.5% of the fund's equipment-replacement value are to be replaced each year, but this is an average for all customers of the fund - replacements vary annually for each customer. Addition of assets Any additional asset or upgrade to an existing asset must be budgeted and funded by its customer department, along with any corresponding increase in ongoing rent. Customer departments will notify Fleet Services of any planned additions to the fleet. Final balancing of asset account Each asset removed from the fleet, whether or not it is replaced, will have its account balanced once all relevant transactions have been recorded. The result for each asset will be that all costs to the ER&R fund for the asset are covered by the accumulated rental charges without any profit accumulating to the ER&R Fund. Fleet Services will, for each such asset, present the customer department with a statement of the asset's lifetime charges and payments and will initiate any transaction necessary to credit or debit over- or under-paid rent, respectively, to the customer department. Supplies and services for assets not subject to regular rental rates Supplies and services provided by Fleet Services for any asset for which a rental rate for that purpose is not proposed on the following page(s) for payment by the customer will be invoiced to the customer monthly at the same labor and mark-up rates used to track costs for rental assets. Verified for Fleet Services by(signature and date): Acce for customer si nature,date and dde): 1*Ai.. 2-2_ iiigiortierices Division wiry Anticipated replacements and other changes in 2023 Replace 0801 with 0999,Rent Decrease$1900 to$1600. Replace 0758 With 1005,Rent Increase S2500 to$2600. Replace 0606 With 1004,Rent Decrease S1500 to$465. Replace 0715 With 1013,Rent Increase$550 to$750. Additional Trailer 1014 Rent S600. Replace 0785 With 1009,Rent Increase$900 to$1800. Additional Plate Compactors 1015/1016 Rent $105/115. Replace 0673 With 1017,Rent Increase S2495 to S2700. Replace0766 With 1018,Rent Decrease 5800 to S550. Additional F250 Rent S1500. Replace 0812 Rent Decrease S 1150 to$1000 Replace 0829/0830 Rent Increase S885/885 to S 1500f 1500. Replace 0827 Rent Decrease S 1650 to S950. Jefferson Coutty Fleet Services Annual Customer Agreement-Run date/time:4/12/2022&01:22 AM Rql Pv Pw s.Raattt.M Mist/�lWtrtt:rtt(awnit�ratlmwtlr)*dU£ 4 dlrNrprawtrtl Or.�Lr.:>aM.?.MAd tataftNartt'tr�/arar "aft*" ar "w�taOt�[aa. LTD./•AYt.Mtst4awlaattVfUJfarWw*Aia)ter*4. atbwlya..r4krYO%rw •uawaridr.�.Gtwaryrc..«roa. Firil/DL./-t'ra/:if*4trtIrrlroorldMarftYfs*aWLk.NtwO tOtt[irItIrtd.5natAlir)MtMart4rYywtatntiatral statutNran /aMmalawa.ltMOWSatfarrreemmagS. *4d4Mrt/Ui Summary of Monthly Rental Rates Assets owned by the tiR&IR fund and rented to selected department(s)monthly l r.r Mnu N,>t< St.tu• MontMr Rent Acp Cost Est lU4* LTD Noll Cost 110 tM+Mt/14/ 1c0./ hod ,, t,...A. L-t. . .rra.•ry "WIN al tocevo,• Icy,P,e...Portion to Rept Cost Kerr>'wear t TO Gee/Coss t7t?Rest likmi Foci I0t t/» 000047 1980 Milk/650S A<trw. S145X 5,16s3030.0 SCJC 5>d."AO . ',s, I fMurp PtV CwDMocts,ne HOWock SAap Sin CC S11141 OiG 1000 0 Sl9S06.J9 000092 1953 BeallTerk Active S10000 S11964 S0 200 5000 544104e4 ($3e63621 mower Sear raft/ rename.v.ap SS$11 S46914 41 1973 0 S85939 10 000)11 19117 International 1954 Active S200 CO S479S6 9) e 0 S7S96 53 S131$2f 18 1511614)9) Ca Strat9Af!not iarttr Non Stop!Moir.rrtrC41 SS/78 $97816 71 1994 MS 5 SI15819 34 000367 8)M 830 Act*" S46 CO S31139 73 )0 50 00 5867 73 S3014 e4 rapier Hotbed.6000GV1y me*Shop 119 68 S751I 4$ 1950 0 511017.04 000482 1991/rmk3910 cootie 524000 $6674 tO 100 SC CO $2827908 (5572161j E.otvp A nods Snore Mow/7 e4u/ort Shop SOX S 11110 99 1001 0 S341I0 00 000 113 1991 Ptak 3910 4,4114e 5240 CO Si%74 10 10.0 SC 00 525109 19 (S7357/8) t prtpArt'DM Smarr Mow.10' Choltehe Shop SO 00 $1)3)0 99/001 0 $34420.00 000484 1991;fell 3910 Act wr4 5240 00 $6671 10 10 0 SO 00 S25139 34 (S7607 9)) low*Arm*Sow Ptpw 10 rwehr6 Shop tiptoe/ S0 00 S 12130 99 2001 0 S31210.00 COME 1991 rrtnk 3911 AC we $240 00 56674 10 10 0 50.00 S37101 80 (SS4S 38) loop Attach Snow vow 1t rw0e01 Shop SO 00 51133099 7001 0 S4371000 000502 LP:resort Active S1000 00 $2114164 II fro, 50 00 5313778 69 arrow rpt.p S1ohoeory ahe• 'who t4 Shop Soar Ifrra aHrror 0 S3460e0.00 tine C00S0< 1992 Swc-son SA Act NV SC 00 51 r 31.20 50 50.00 5359)88 5162 9C I drop Arran*snow-Spreo*errosVate Qut/cene Shop(Spare) SO CZ 5307414 1998 0 S665700 000513 1991 Frri 3911 Active St40 00 S7654.61 10 0 50.00 S43516 79 (59892 31) tpurp Attach Stow Plow II rroortrk Shop S0 00 S13S93 40 1003 0 S4646141 000521 1993 Weton A61010 Active S100.00 S1234 00 10 0 50.00 S70040 29 S3482 01 boiler flatbed>20.001G VW ttodhxk Shop SII 6I SS/es 01 1003 0 S1e941 00 000525 Motorola Rectos Active S107S 00 Si 00 00 S000 S7294569 $3160:9 f(pvtp 5totronory Other r ft.ark Shop SO 00 S1 11 14111 0 576207.00 00054 7 /994 Act the S TS 00 S 7546 44 10 0 50 00 5516 10 51782 6s f atop P.1.Pavement PovemenISon r/odlat4 WO $19 00 S4433 41 1004 0 S6477 Si 000591 1995 Swenson(V100 1S SI Acirve 2nd Me S200 00 $22774 06 15 0 S0 00 S34649 96 (S)689614) Ipwp Af1o01 Shaw Spreaoertntert ►odlotk Strop S10000 S4 01919 1020 0 S4394500 000633 1996 Telco Tt:132T1 Active S740 00 S11020 I7 100 50 00. S25912.04 (Se112)) Jefferson County Fleet Services Annual Customer Agreement•Run date/tame.4/12/2022 8.01 22 AM P.pl h..,Pantos 1%.*mown of e.P.r oodw rwwl-.t.(.o.tky o•boom ter i..7.c...4 w too r+fk•oM+O proven tr o alooveraihe..r d me moo.rg4r.....14..r..a.Y..era t.t>•r.6.ir warm lip./ Pohl 1.uin taw ammo.tk.t$6$two k..nW./(1M).n M..w.tw.wnw4*w.NNWt..We.rrw.tq......wr..4 r•p..o41w al t. allINPONNEINO COIL roof Mt./P.14 IN tn....w tow r.w3w4 I,,tr 4 04-b Csruw.w4►I*.tip rwro.wt.n I eta$I..4..M r....Rr..)oak am*ow 4...q No wawa a....vw.q..r..M n...rw eve WON*w.n..n..6...w a.*w...r.ur.oaw of t.4.rue0 Lfe. €Dour Attars Snow♦r.,w 12' (1,edrerq Shop $0 OC 51342117 1006 0 $3711000 X0606 199t,iwr,son tVlx A't..r t.:50000 S:::bi 1? :SC SO 00 S5151127 5791486 fqu,p Atro40)Snow Spreodevbyert l4adlr0 SAap S130000 S19146.67 2011 0 57770J 6/ 000673 1997 Onan 400661 Active $16000 524443$7 31-5 553803 S15906 43 S11118 66 Equip Steuoaary Gcneroror 4100tw rtthilb.cI Shop S25a 00 S4561123 1019 226 S S641100 00 S 19004 51 000644 19991Ant 3911 Active 5315 00 5886+9 IS 100 50 00 S32647 69 S4216 5S two AtrOM Woo slow 11' sowiesca Shop 511 19 513985 76 1609 0 $S4018$19 000663 2000%oftleend 2-e.te Attire S ISO 00 $2833166 15.0 S0 00 S3253519 $111140.06 fredrr-°whip>IQCIOIGVW roohWO 5000 S43810991025 0 S11JI3.01 000664 2000 P o.tPeee 2 a.ee Active S 1 S0 00 $2$338 bb 15 0 S0 00 S 36405 67 S$112 I T ?mew-Mono>1t1'.X116bW I.O4 or/SAno $0 00 $43810 99 1015 0 541515 06 00066 r 2000:error e'SCS Attrve S 150 00 18199 30 10.0 SO 00 S 13192 49 59144.91 Troth'7rt.cbel 4000livw osolhort Slop S a SS $1167S 9S 1010 0 534193 41 000E64 1000 PatOt tang Pt30H Active S 200 CO S233/2.OS 10A S0 00 516206 54 S 12426.97 2 Atta[A-Other Nedlock Shop S80 41 536132 76 7010 0 S61431 01 0006I I 2000 Sweat**t**SA ActM S0 00 $2152.45 5 0 SO 00 64 75 7 44 5940 16 €ptsp-AttatA Snow Sprto v.7edgote *Akira Mop(Sporel S0 00 53327 64 2005 0 SF210 44 00071S 2004 1r44 Sang 1E1101416 Act►vr 555000 547972.32 IS SO 00 566170.64 ($415.21) Tame,Sew swop/ MOdlOrh Shop S3SS 00 569186 61 2018 0 $137715 00 000 712 2004 Inc*3910 Active $200 00 S 7065.05. 10 0 50 00 526/70 76 54102 41 1 qup Attach Snow Plow 10' €OW*Shoo S0 00 S10321 58 1013 0 5473/614 000732 2004 1om1,710030 Actbe $25000 S2/390E3 14 5 SO00 $501053 S6 ($16$10 SO) Equip MOUrlo.9M/1€atf(r woo(e into: 319 21 $44494 81 1018 0 $7S29t 79 ($7134 3SJ 0007$6 2x7 Yo.vw'WV 1I I4 S4 WA heave S400 00 $14374 OS 1$0 SO 00 510744 42 S1162 08 €.A.,3 4rta.A View Spr.r/e.rae.r r(odl rt Mott $10000 SHIM 53 1011 0 $4L205.63 000773 200/Olympic 20101.2 Active 5550 00 51943195 15 0 50 00 336194 23 ($13203 71) Tro,ler!Abed>10.001GVW s4ldloct Shop 5143 64 SJ669J 19 1012 0 541101.00 (S11907 001 000783 1999 PS 220 PT Active S7000 S 7584.01 100 5000 S7513 79 5549711 *pop Ve6Mtd rarPor rp/lort Shop S10 00 S 1001120 1029 0 112465 00 000825 2013 Monroe 4W 120 78 Actw 5201100 517M370 IS SO00 $12217.57 (51046431) (ou p A ttocA Snow Sprradntnse.t rtoda7r I Shoo S73 07 S14176 10 1017 0 51412100 ($4048.1// 000436 2013 bootee Aunt S41 CO $1757 63 so so CO' SISse 20 S37103 EqupOtAer-PortobleTool Powerre I.s4rx.i.+nr SJ5 CO $1100 SI 1011 0 53849 00 000137 2013 Soma( Active Sty 00 1711442 SO sax 51331.30 ($503 201 Irfterson County Fleet Services Annual Customer Agreement-Run data/bale:4/12/202211;01.22 AN 141 PM.Perlathll TIN wwn a Om p..wM reatel V.(e01,04 at h1w171 Pot n.awsw,l tw ebe moicembeat pruuva as srorwrat:el::w at the dye,tiptetewaa.Is.to..emeth lie w.Ane.pr,atr eeea LTb./-Plea 7t 4a ew meet a.1N*M tuna oso wn to I w,a..wt t aw,a,**4 mos to 1 fa:SO%ass+Mrt(oew oat MI np.tu.7:of:le ttt.nvad a.ptxrm mt raw aro.a ,./trf4IOW mat Osowo'1.aM lb.old seas*then*that 14.,,ew.wn..the t*411Lod oat w5M/lyert)aw the awe 4tee lib.nW.let aua..a{t1W:ma rwM.411 owmts*mowa o.nfW:rote rt1ethmei mentM ae 15C,n1N F ti. am p.t•vw4Jo•V0.e.alu,ul•YNJ.w•0111lJJV•J04tW.IMar Jot s1Wal Pu•on'Pnwms•IJ *Dom 0•Po,op own.•41 MIO•nlhr•look pant not►Il„,hee••11''l'I►•M+R•to P►o••*Op►ouso.oJ too ie.is 'a41 IIi d'/•1dl NV 1•e)W aeaWi6J$P•a•.e to t1 POI Ptcwd•.P'JP Mr,001J0^IN.•0 Js 1401.sJ►'••..ok ti Summon 1.M•00 so)Lill•t°.twi►s•'!'inn op w00w,001'eJsp sl:p1Pm/•all utwaaie,atoeUIPt Poo 1M0141 On 7sp iWWJxtrJ.s.io'oo.o to io.i•;ta•uso No r-uaal...n— a..op.sJP•».,lir•rA.0,</Iotas Apo M..)Op,•1tw aloes^M•t1 K waver ski M4t41 mu4pliam Wy ZZ:jO:R ZZOZ/Zi/4 rawi/alrp unN-tuawaai*y lawotsn)tirnuuy sail*lag yaa)4 ritunop uos.tamaf t961SOttS) Zl't69►$ .00 OS OSt 41SSftits 00'0tf5 ANi'v gist tO4+JapPadSVAi910( E56000 10,PPPS1 00 ffP0(5 tilt fZ01 6E'5E01 r5 00'It5 dais 4x)9Y0H 6)n0N/t9da4+15 Md dd)D? 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