Memorandum
Date: January 7, 2024
To: The Honorable Bruno Sabatier, Chair, Lake County Board of Supervisors
From: Robin Borre, Special Districts Administrator
Subject: a) Authorize Special Districts Administrator/Assistant Purchasing Agent to issue a purchase order not to exceed Five-Hundred Sixty Thousand Dollars and Zero Cents ($560,000) to Energy Systems (Generac Industrial Power) b) Special Districts staff effectively applied the Federal Procurement Standards for the purchase of (11) standalone appropriately sized generators ranging from 30Kw to 150Kw capacity.
Executive Summary: ARTICLE X. -CHAPTER TWO - Code of Ordinances (3137), 38.6 Federal Procurement Standards. When expending federal monies Chapter 18 "Federal Procurement Standards" of the Lake County Policies and Procedures Manual shall supersede Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>.
The fiscal year 24/25 Capital Asset List includes the purchase of several generators; this specific project includes the purchase of eleven (11) generators (8 lift stations, 3 wells), grouped into 3 Utility Areas.
Most of the generator costs are funded by a grant from a sub-application submittal in 2021, to California Office of Emergency Services (CalOES), with a funding agreement approved and executed in August 2023. The funding agreement includes a seventy-five percent federal cost share from FEMA’s Hazard Mitigation Grant Program (HMGP) and a twenty-five percent budgeted local match.
The project aligns with Action 8, page 453 (5-31) of the 2018 update to the County’s Local Hazard Mitigation Plan (LHMP), and the specific hazard being addressed in the LHMP at the time included the disruption and loss of function to critical facilities including facility equipment, pumps and filters that keep public water and sewer systems from disruption and contamination. During power loss each critical facilities site location is vulnerable to contaminants. The objective is to minimize hazards to County critical facilities caused by natural disasters, wildfires and public safety power shutoffs (PSPS).
The implementation of this grant project aligns with the following goals and objectives of the LHMP, goal #1: minimize risk and vulnerability of local hazards by protecting lives and preventing losses to property, public health, safety, economy, and the environment, goal #3 improve the communities’ capabilities to prevent/mitigate hazard-related losses and to be prepared for, respond to, and recover from a disaster event, by reducing the number of emergency incidents and disaster occurrences, continued improvement to emergency services and public capabilities, increase current service levels, goal #4, increase and maintain wildfire prevention and protection in Lake County, by promoting and enhancing fire-fighting capabilities (e.g. water supply), and goal #5, improve community resilience to flooding in the county by providing protection to critical facilities, infrastructure and services.
If not budgeted, fill in the blanks below only:
Estimated Cost: __$560,000 Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☒ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☒ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☒ Public Safety ☒ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☒ Infrastructure ☐ County Workforce
☒ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action: a) Authorize Special Districts Administrator/Assistant Purchasing Agent to issue a purchase order not to exceed Five-Hundred Sixty Thousand Dollars and Zero Cents ($560,000) to Energy Systems (Generac Industrial Power) b) Special Districts staff effectively applied Federal Procurement Standards for the purchase of (11) standalone appropriately sized generators ranging from 30Kw to 150Kw capacity.