Memorandum
Date: June 9, 2020
To: The Honorable Moke Simon, Chair, Lake County Sanitation District, Board of Directors
From: Jan Coppinger, Special Districts Administrator
Jesus Salmeron, Special Districts Deputy Administrator
Subject: (a) Waive the Normal Bidding Requirements per Ordinance #2406, Purchasing Code 38.4 Cooperative Purchases; (b) Authorize the Special Districts Administrator / Assistant Purchasing Agent to issue a Purchase Order not to exceed $240,000 to Multiquip INC. for the Purchase of a 400KVA 3PH Generator and Trailer for the Northwest Treatment Plant Lift Station #1; and (c) Approve budget transfer allocating money from object code 61-60 and 62-72 to 62.74.
Executive Summary: (include fiscal and staffing impact narrative):
The Lake County Sanitation District is requesting the purchase of a replacement generator, which can be used at the North West Regional Treatment Plant or the NWTP Lift Station #1, both of which suffered failures during the last year’s PSPS’s. The current generator for the NWTP Lift Station #1, which is one of the main terminal lift stations that pumps wastewater to the treatment plant is over 40 years old and not operational. Unfortunately, many of the parts needed to rebuild this generator are no longer available for purchase.
Staff has utilized Sourcewell, formerly known as the National Joint Powers Alliance (NJPA) to secure a competitively obtained price quotation, including all tax and freight costs, for the generator and accompanying equipment. The County of Lake is a member of NJPA, now Sourcewell (certificate attached) which complies with all State and Federal requirements. Due to the age and the disrepair of the generator, acquiring additional quotes would delay operation and would not produce an economic benefit to the County.
Funding is available in the LACOSAN Northwest Budget in the amount of $240,000 from Fixed Asset Buildings and Improvements and Fixed Asset-Equipment / Auto & Light Trucks budget line items.
The District requests your Board’s approval of the purchase to ensure no interruption of service during a loss of power, which is anticipated by the PG&E PSPS fire prevention policies and procedures.
If not budgeted, fill in the blanks below only:
Estimated Cost: $240,000 Amount Budgeted: $240,000 Additional Requested: 0 Future Annual Cost: 0
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? Cooperative Purchases.
How long has Agreement been in place? N/A
When was purchase last rebid? N/A
Reason for request to waive bid? The quote uses a competitive process, additional bidding would provide no economic benefit to the county.
Recommended Action:
(a) Waive the Normal Bidding Requirements per Ordinance #2406, Purchasing Code 38.4 Cooperative Purchases.
(b) Authorize the Special Districts Administrator / Assistant Purchasing Agent to issue a Purchase Order not to exceed $240,000 to Multiquip INC. for the Purchase of a 400KVA 3PH Generator and Trailer for the Northwest Treatment Plant Lift Station #1.
(c) Approve budget transfer allocating money from object code 61-60 and 62-72 to 62.74.