MEMORANDUM
TO: Board of Supervisors
FROM: Lars Ewing, Public Services Director
DATE: May 15, 2018
SUBJECT: Consideration of a) Waiving the formal bidding process as it would produce no economic benefit to the County; b) Approval of contract for temporary heavy equipment rental between the County of Lake and Peterson Tractor in the amount of $120,000 and authorize the Chair to sign; c) Approval of contract for temporary heavy equipment rental between the County of Lake and Cresco Equipment Rentals & Affiliates in the amount of $235,000 and authorize the Chair to sign; d) Approval of contract for temporary equipment rental between the County of Lake and BlueLine Rental, LLC in the amount of $46,500 and authorize the Chair to sign; and e) Approval of contract for the temporary equipment rental between the County of Lake and Rain for Rent in the amount of $48,200 and authorize the Chair to sign.
EXECUTIVE SUMMARY: Following the 2017 wildfires the Public Services Department rented equipment from multiple vendors (Peterson Tractor, Cresco Equipment Rentals & Affiliates, BlueLine Rental LLC, and Rain for Rent) for the intermittent use of various pieces of equipment to sufficiently manage operations at the Eastlake Landfill as a result of the massively increased quantities of inbound debris. The purchasing method used by the department this fiscal year was the same as the manner used following the 2015 and 2016 wildfires, which was on a purchase order approval basis. However, the County Auditor-Controller has notified staff that equipment rentals in excess of $25,000 in a single fiscal year exceeds department head authority.
In response to the massively increased quantity of fire debris it was critical for landfill staff to have appropriate equipment to ensure that the waste stream was processed in compliance with permit requirements. The rented equipment included an excavator, forklift, generator, wheel wash station, and multiple styles of dozers. The need for each piece of equipment was generally identified as a result of an unforeseen site condition that required immediate action such as the breakdown of County-owned equipment, the breakdown of rented equipment that required a separate rental, excessive tracking of mud and debris onto travelled roadways, and slope stability issues that required equipment not in the existing County fleet. In each instance, time was of the essence to ensure permit compliance. In light of this information I am requesting that the Board make a determination that competitive bidding would not have been in the public’s interest because of the existence of a state of emergency, the unique nature of the equipment precluded competitive bidding, and that competitive bidding would have produced no economic benefit to the County, and furthermore that the Board approve the contract with Peterson Tractor in the amount of $120,000, the contract with Cresco Equipment Rentals & Affiliates in the amount of $235,000, the contract with BlueLine Rental LLC in the amount of $46,500 and the contract with Rain for Rent in the amount of $48,200.
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Estimated Cost: $449,700.00
Amount Budgeted: $449,700.00
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Adequate funding for the equipment rental is provided through disaster debris disposal fees.
STAFFING IMPACT (if applicable): N/A
RECOMMENDED ACTION:
a) Waive the formal bidding process as it would produce no economic benefit to the County
b) Approve contract for temporary heavy equipment rental between the County of Lake and Peterson Tractor in the amount of $120,000 and authorize the Chair to sign
c) Approve contract for temporary heavy equipment rental between the County of Lake and Cresco Equipment Rentals & Affiliates in the amount of $235,000 and authorize the Chair to sign
d) Approve contract for temporary equipment rental between the County of Lake and BlueLine Rental, LLC in the amount of $46,500 and authorize the Chair to sign
e) Approve contract for the temporary equipment rental between the County of Lake and Rain for Rent in the amount of $48,200 and authorize the Chair to sign.