Memorandum
Date: February 1, 2023
To: The Honorable Lake County Board of Supervisors
From: Scott De Leon, Public Works Director
Subject: Approve Purchase Orders for the Purchase of two (2) vehicles for the Central Garage Fleet at revised prices, and authorize the Public Works Director/Assistant Purchasing Agent to sign the Purchase Orders
Executive Summary:
On November 2, 2021, your Board approved the purchase of two (2) ¾-ton pickup trucks for the Central Garage Fleet. After waiting many months for delivery, these purchases were ultimately cancelled by the vendor due to a lack of inventory and supply issues. Staff was given the option of re-ordering the vehicles, which we did, however we were recently advised that the State had revised pricing sheets and that the originally quoted prices for the vehicles could not be honored. Adjustments to the State contract prices are not unusual. In fact, the State allows for quarterly modifications to their contract prices in order to respond to market fluctuations and supply issues. Staff has confirmed that the vendor still has the contract with the State for these vehicles. Staff has also investigated other vehicle options, however no less-expensive alternatives are available. The revised price quotes are attached to this memorandum
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☒ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☒ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action:
Staff recommends that the Board of Supervisors approve Purchase Orders for the purchase of two (2) ¾-ton trucks for the Central Garage Fleet, and authorize the Public Works Director/Assistant Purchasing Agent to issue purchase orders through the Statewide Bid Contract to Downtown Ford for the amounts of $54,319.38 and $47,817.23, respectively, as shown in the attached quotations