Title
Body
MEMORANDUM
TO: Board of Supervisors
FROM: Brian Martin, Sheriff / OES Director
DATE: August 7, 2018
SUBJECT: EXTRA ITEM - Consideration of the Rental of Redwood Fuels Fuel Truck with driver and the Purchase of Gasoline and Diesel Fuels from Redwood Fuels, in the Amount of $33,781 plus the Cost of Fuel for the Mendocino Complex (River and Ranch) Fires Disaster Response, Authorizing the Sheriff/OES Director to sign all necessary documents
EXECUTIVE SUMMARY:
This item is being submitted as an “extra” agenda item. The justification for this request to consider an item not on the posted agenda is as follows:
The need to take action came to my attention subsequent to the posting of the current agenda.
There is a need to take immediate action before the next available agenda.
On 7/30/2018 the Logistics Chief in the Emergency Operations Center (EOC) received a request from the Law Enforcement Branch of our Operations Section to obtain a fuel truck with both gasoline and diesel for our law enforcement and National Guard mutual aid.
The resource was originally requested due to the mandatory evacuations of the Lakeport area closing all gas stations in the area. The Law Enforcement Branch of the EOC is requesting to keep the fuel truck located near the EOC through August 10, 2018 to provide efficient and cost effective fueling for our mutual aid partners. The estimated cost of the fuel truck and driver is $33,781 plus the additional costs of the fuel per gallon.
The DOC (Department Operations Center) is set up next to the Lake County EOC (Emergency Operations Center) at the Hill Road Correctional Facility, in Lakeport. All mutual aid law enforcement personnel report to the DOC for briefing; to collect necessary forms, equipment, maps and their assignment. They return back to the DOC at the conclusion of their shift to return all equipment and forms. The gas station the Lake County Sheriff’s Office fuels at is Rotten Robbies. At the beginning of the Mendocino Complex Fire, it was within the mandatory evacuation zone. The power being supplied to that area by PG&E was sporadic, with several long periods of time where it had no power at all. When power was supplied, the pumps had been turned off by the business and was unavailable for use.
After the repopulation of Lakeport and the reopening of Rotten Robbies, it was determined more practical to have mutual aid vehicles respond to the fuel truck at the EOC/DOC to save turnaround time since the fuel truck was closer to the evacuated zones than Rotten Robbies and to lessen confusion of trying to find the gas station in an area that is unfamiliar to them; therefore, I did not want to release the fuel truck from the site. Besides the previously mentioned reasons for having a fuel truck stationed at the EOC/DOC, the convenience of having one at the centralized meeting location for all mutual aid was very beneficial.
The EOC’s Logistics Chief adhered to County Code Section 2-42 Emergency Purchases and is consequently exempt from Section 2-41Soliciting and Awarding Formal Bids by attempting to receive possible quotes from vendors that are able to provide the resources needed. Redwood Fuels was the lowest quote given and subsequently provided the requested fueling services to our mutual aid law enforcement. Purchases over $25,000 must be submitted to the Board of Supervisors within one week of emergency purchases.
FISCAL IMPACT: __ None __Budgeted _X_ Non-Budgeted
Estimated Cost: $33,781 plus fuel per gallon at the current going rate
Amount Budgeted: 0
Additional Requested: $33,781 plus fuel per gallon at the current going rate
Annual Cost (if planned for future years): N/A
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
Recommended Action
RECOMMENDED ACTION:
Approve the Rental of Redwood Fuels Fuel Truck with driver and the Purchase of Gasoline and Diesel Fuels from Redwood Fuels, in the Amount of $33,781 plus the Cost of Fuel, authorizing the Sheriff/OES Director to sign all necessary documents.