Memorandum
Date: September 19, 2023
To: The Honorable Jessica Pyska, Chair, Board of Directors
From: Scott Harter, Special Districts Administrator
Jesus Salmeron, Special Districts Deputy Administrator- Fiscal
Subject: Consideration of a) Waiving the competitive bidding process, pursuant to Lake County Code Section 2-38.4 Cooperative Purchases; b) Authorizing Special Districts Administrator/Assistant Purchasing Agent to issue a purchase order not to exceed $79,000 to Garton Tractors for the purchase of a Four-wheel Drive ROPS Tractor
Executive Summary: (include fiscal and staffing impact narrative):
The FY 23/24 LACOSAN-SE Capital Asset Budget includes an appropriation of $79,000 for the purchase of a Tractor with loader. Tractor will be used to maintain the Southeast Treatment Plant property through road grading, ditch maintenance, and mowing activities which will help reduce the chances of wildfires.
Equipment was sourced competitively through Sourcewell’s cooperative purchasing contract with Garton Tractor Inc. (Sourcewell Quote Number #2696713). The bid is in accordance with the County’s purchasing code Section 2-38.4, Cooperative Purchases. Equipment quote is attached in the agenda packet.
Staff respectfully requests your Board approve the purchase order for a Four-wheel Drive ROPS Tractor.
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If not budgeted, fill in the blanks below only:
Estimated Cost: $71,628.25 Amount Budgeted: $79,000.00 Additional Requested: 0 Future Annual Cost: 0
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☒ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested? 2-38.4
How long has Agreement been in place? N/A
When was purchase last rebid? N/A
Reason for request to waive bid? N/A
Recommended Action:
a) Waive the competitive bidding process, pursuant to Lake County Code Section 2-38.4 Cooperative Purchases.
b) Authorize Special Districts Administrator/Assistant Purchasing Agent to issue a purchase order not to exceed $79,000 to Garton Tractors for the purchase of a Four-wheel Drive ROPS Tractor.