Memorandum
Date: September 19, 2023
To: The Honorable Lake County Board of Supervisors
From: Scott De Leon, Public Works Director
Subject: Approve Purchase Orders for the Purchase of one (1) vehicle for the Central Garage Fleet and three (3) Capital Assets for the Road Department, and authorize the Public Works Director/Assistant Purchasing Agent to sign the Purchase Orders
Executive Summary:
The adopted FY 23/24 budgets for the ISF Central Garage Division (BU 9905) and the Road Division (BU 3011) of the Public Works Department included appropriations for the purchase of eight total vehicles to replace existing units already in the Central Garage Fleet (six (6) of which have been purchased), a snowplow assembly and two masticator attachments. Copies of the fixed asset forms from the Department’s budget are attached. It should be noted that the preliminary budget for the Road Division only listed one (1) masticator head, however the second was added for the final budget.
Central Garage Vehicle
Annually, the State of California’s Procurement Division, complying with legal competitive bidding requirements, solicits vehicle bids throughout the State of California. A State Contract is issued to the low bidders and the results are published and distributed to local agencies. Local agencies are given the opportunity to purchase these vehicles through the state at the same cost as the state. The attached price quote from Downtown Ford utilizes the State Contract.
In an effort to purchase vehicles locally, vehicle make and models are identified in the State Contract and this detailed information is delivered to our local dealership to solicit their proposals on suggested or equivalent vehicles. Our local vendor advised us that they were unable to provide a price quotation for the vehicle being purchased.
By approving this purchase, your Board concludes that this purchase is being made in accordance with Ordinance 3109 and Section 38.4 Cooperative Purchases of Chapter 2 of the Lake County Code, which allows the County to “piggyback” on other agencies competitively awarded contracts.
Road Division Capital Assets
To improve efficiency of installation and operation, the County Road Department standardized the truck-mounted snowplow assembly to a single manufacturer and model - the Boss V-TX Snowplow. Staff solicited prices from the various vendors of this equipment and the low bid was D&D Equipment Sales. The price quotes are attached.
Due to the excellent results obtained from the first Fecon Masticator Head purchased as part of the Soda Bay Corridor Evacuation Project, the Road Department budgeted to purchase two additional units. The vendor (Pape' Machinery) for this purchase has utilized Sourcewell, previously known as the National Joint Powers Alliance (NJPA), to secure a price quotation for the equipment. The masticator head is a Fecon CEM (Compact Equipment Mulcher) and will be purchased through Budget Unit 3011 - Road Division. A copy of the proposal is attached.
The use of Sourcewell meets the requirements of Ordinance #2406, Purchasing Code No. 38.4 Cooperative Purchases. As an authorized retailer of Fecon construction equipment, the vendor is granted authority to utilize pricing through their contract with Sourcewell, and their proposal reflects the Sourcewell Contract number.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ 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:
Staff recommends that the Board of Supervisors Approve Purchase Orders for the Purchase of one (1) vehicle for the Central Garage Fleet and three (3) Capital Assets for the Road Department, and authorize the Public Works Director/Assistant Purchasing Agent to sign the Purchase Orders for the amounts shown in the attached quotations