Memorandum
Date: March 24, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Lars Ewing, Public Services Director
Subject: (a) Waive the competitive bidding process in accordance with County Code Section 2-38.2 because the unique nature of the goods or services precludes competitive bidding for the repair of the elevator located in the Lake County Historic Courthouse Museum; and (b) Approve Agreement with Dream Ride Elevator in the amount of $92,310.00 and Authorize the Public Services Director / Assistant Purchasing Agent to sign.
Executive Summary: (include fiscal and staffing impact narrative):
The passenger elevator located in the Lake County Historic Courthouse Museum has reached the end of its useful life and is need of a complete overhaul of the machine room equipment, elevator doors, and the cab itself. The elevator cannot be used at this time due to a recent inspection determination. This elevator allows ADA and other personal access to the 2nd floor of the museum. At this time there is no alternate route for individuals with ambulatory restrictions. The allocation was budgeted during the FY19/20 mid-year budget process.
Dream Ride Elevator has been providing comprehensive service and examinations to the five elevators in the County of Lake facilities inventory under a maintenance agreement since 2013. They are therefore familiar with this specific elevator and have provided quality and timely services throughout the duration of the agreement. Staff is recommending that the Board of Supervisors waive the competitive bid process based on Dream Ride Elevator’s exclusive familiarity with the elevator and the unique nature of the services to be provided.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: $92,310.00 Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☒ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☒ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested? Ordinance #2406, County Code Section 2-38.2
How long has Agreement been in place? N/A
When was purchase last rebid? N/A
Reason for request to waive bid? Contractor’s exclusive familiarity with the elevator and the need to expedite repairs
Recommended Action: (a) Waive the competitive bidding process in accordance with County Code Section 2-38.2 because the unique nature of the goods or services precludes competitive bidding for the repair of the elevator located in the Lake County Historic Courthouse Museum; and (b) Approve Agreement with Dream Ride Elevator in the amount of $92,310.00 and Authorize the Public Services Director / Assistant Purchasing Agent to sign.