Memorandum
Date: August 18, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Scott De Leon, Public Works Director
Subject: Request to Waive Competitive Bidding Requirements and Authorization to issue a Purchase Order for the Purchase of an Elgin Street Sweeper for County Road Maintenance to Sourcewell, in the amount of $276,715.30 and authorize the Chair to sign.
Executive Summary: (include fiscal and staffing impact narrative):
The adopted FY 20/21 budget for the ISF Heavy Equipment Division of the Public Works Department includes an appropriation for the replacement of our street sweeper. The current machine is a 2002 model with over 26,000 hours. The appropriation and authorization to purchase these pieces of equipment prior to the adoption of the final County budget was approved by your Board on June 16th, 2020.
Staff has utilized Sourcewell, previously known as the National Joint Powers Alliance (NJPA), to secure a price quotation for the sweeper. The new sweeper is an Elgin Crosswind, and will be purchased through Budget Unit 9908 - ISF Equipment Replacement for a total price of $276,715.30. This price includes delivery to Lake County and sales tax. A copy of the bid, including the machine’s specifications is attached.
Recommendation
Staff recommends that the Board of Supervisors: a) waive the normal bidding process for the new street sweeper, per Ordinance #2406, Purchasing Code No. 38.4 Cooperative Purchases, with the determination Sourcewell meets the requirements of said Purchasing Code, and b) authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order not to exceed $276,715.30 for the Elgin Crosswind Street Sweeper.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ 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? Purchasing Code No. 38.4 Cooperative Purchases
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid? Sourcewell meets the requirements of said Purchasing Code
Recommended Action:
Staff recommends that the Board of Supervisors: a) waive the normal bidding process for the new street sweeper, per Ordinance #2406, Purchasing Code No. 38.4 Cooperative Purchases, with the determination Sourcewell meets the requirements of said Purchasing Code, and b) authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order not to exceed $276,715.30 for the Elgin Crosswind Street Sweeper.