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Fleet Management and Telematics Integration Project <br />Equipment Rental and Revolving Fund <br />"Every county shall establish, by resolution, an "equipment rental and revolving fund", in the county <br />treasury to be used as a revolving fund for the purchase, maintenance, and repair of county road <br />department equipment; for the purchase of equipment, materials, supplies, and services required in the <br />administration and operation of the fund; and for the purchase or manufacture of materials and <br />supplies needed by the county road department." RCW36.33A.010 <br />The Equipment Rental and Revolving Fund covers several activities including: <br />(1) Rental of equipment to other funds such as County Road, Flood Control, Airport, Parks and <br />Recreation, and CDS; <br />(2) Maintenance and Repair of Equipment owned by the fund with a current principle value over nine <br />million dollars ($9,469,412.96) and an equipment count of over 100 pieces. <br />(3) Management, Inventory and Sale of Materials and Supplies by the fund, average value of inventory <br />between $350,000-$450,000 including pit material, guardrail, pipe, sign material, oils, equipment parts, <br />and survey supplies. <br />(4) Management of purchase and manufacture of materials and supplies including oversight of our sign <br />and maintenance shops. <br />(5) Management of Fuel consumption, fuel prices, and fuel purchase contracts. <br />(6) Establishment of rental rates for equipment. <br />"Rates for the equipment owned by the fund shall be set to cover all costs of maintenance and repair, <br />material and supplies consumed in operating or maintaining the equipment, and the future replacement <br />thereof. The rates shall be determined by the county engineer or other appointee of the county <br />legislative body and shall be subject to annual review by the legislative body. " RCW36.33A.040 <br />(7) Establishment and management of replacement rates for equipment. <br />(8) Annual bids for vendor contracts as they relate to supplies and material. <br />Equipment Rental and Revolving Fund Management <br />In the current environment the following tools are utilized to manage the Equipment Rental and <br />Revolving fund: <br />(1) Cayenta Financial Management System controlled by the Auditors Office. Cayenta provides an <br />equipment management product that works with their job costing module to capture any costs <br />inputted that are associated with specific equipment. Cayenta's time entry tool does not allow the <br />capture of the use of more than one piece of equipment by a user without upgrading Cayenta which <br />would be at a significant cost. Cayenta provides an inventory system that is limited in its usage. <br />(2) Excel is utilized to make calculations and track materials, supplies, and equipment using manually <br />entered information. <br />In the current environment the following employees are part of the division for the Equipment Rental <br />and Revolving fund: <br />(1) Maintenance Manager — manages over the Maintenance Shop Manager and provides information to <br />the County Engineer and Director of Public Works. <br />(2) Maintenance Shop Manager — manages over the Maintenance Technicians and makes decisions <br />regarding maintenance, repairs, and replacement with the use of paper records. <br />(3) Maintenance Technicians— provide maintenance and repairs on specific equipment as directed by <br />the Maintenance Shop Manager. <br />1 <br />