Memorandum
Date: November 3, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Scott De Leon, Public Works Director
Subject: (a) Waive the competitive bidding process, pursuant to Lake County Code Section 38.4 Cooperative Purchases, and utilize a cooperative purchasing consortium, and (b) Approve Agreements between the County of Lake and Enterprise Fleet Management for leased vehicles and authorize the Director of Public Works to sign the Agreements
Executive Summary: (include fiscal and staffing impact narrative):
At your Board’s direction, staff initiated an investigation of the possibility of leasing vehicles instead of purchasing them for use in the County vehicle fleet. Staff participated in several meetings with representatives of Enterprise Fleet Management (Enterprise) that also included staff from the Sheriff’s Department and Administration. At the conclusion of these discussions, staff decided to conduct a trial run by placing several vehicles into the fleet. Your Board was briefed on this plan last year and indicated support.
Staff has begun placing vehicles into the fleet, and at the date of this memo we have one vehicle currently in use, with several more ordered and awaiting delivery. With each vehicle, an agreement is entered with Enterprise, and while individual agreements are within the Public Works Director’s authority, staff is concerned that cumulatively we might run into issues. Therefore, today’s item is intended for your Board to approve the Agreements with Enterprise based on the provisions of the Lake County Purchasing Code and authorize the Public Works Director to sign those Agreements. The Sourcewell information on Enterprise and a sample Lease Agreement is attached for your information as well as a list of vehicles that are intended for replacement with leased vehicles. As shown on the attached list, the total amount of contracts is expected to be $91,850.
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? Cooperative purchasing consortium being used
How long has Agreement been in place? N/A
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action:
(a) Waive the competitive bidding process, pursuant to Lake County Code Section 38.4 Cooperative Purchases, and utilize a cooperative purchasing consortium, and (b) Approve Agreements between the County of Lake and Enterprise Fleet Management for leased vehicles and authorize the Director of Public Works to sign the Agreements.