Title
Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: August 28, 2018
SUBJECT: (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; (b) Authorize the Public Works Director/Assistant Purchasing Agent to Issue a purchase order not to exceed $18,695 to Pape’ Materials for the purchase of a used forklift; and (c) Authorize the Public Works Director/Assistant Purchasing Agent to Issue a Purchase Order not to exceed $32,620 to Pape’ Machinery for the replacement of a grader transmission
EXECUTIVE SUMMARY:
The adopted FY 18/19 budget for the ISF Heavy Equipment Division of the Public Works Department includes appropriations for the purchase of a used forklift and the replacement of a grader transmission. Staff has recently located a vendor that sells used equipment, and they have used forklift that meets our needs and is within our budgeted amount. The forklift is a 2012, with very low hours and the engine is California Air Resources Board (CARB) compliant. The cost of the forklift is $20,050.39 - including taxes and delivery. Staff obtained a quote for an equivalent new forklift of $30,296.34, which is higher than our available budget.
Also in the FY 18/19 budget is an appropriation for the repair of a grader transmission. We have a 2000 John Deere 770C grader with 6300 hours that the transmission has failed. Staff worked with Pape’ Machinery to diagnose the issues with the equipment and provide options for the repair. Replacement of the transmission is the more cost-effective option at $32,620.00, which is within our budget.
Recommendation
Staff recommends that the Board of Supervisors determine that a) due to the unique nature of the piece of equipment, and the fact the equipment is used and difficult to locate, it is in the public’s interest to waive the normal bidding requirements for the purchase of a used forklift, and b) to authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order not to exceed $18,695.00 to Pape’ Material Handling.
Staff also recommends that the Board of Supervisors determine that a) due to the unique nature of the service required, and the fact that the work is being performed by the nearest certified John Deere maintenance facility, it is in the public’s interest to waive the normal bidding requirements for the replacement of a grader transmission, and b) to authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order not to exceed $32,620.00 to Pape’ Machinery.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: 51,315.00
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
Recommended Action
RECOMMENDED ACTION:
(a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services.
(b) Authorize the Public Works Director/Assistant Purchasing Agent to Issue a purchase order not to exceed $18,695 to Pape’ Materials for the purchase of a used forklift.
(c) Authorize the Public Works Director/Assistant Purchasing Agent to Issue a Purchase Order not to exceed $32,620 to Pape’ Machinery for the replacement of a grader transmission.