Board Of Supervisors — Tuesday, May 15, 2018
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1. Call to Order
2. Moment of Silence
3. Pledge of Allegiance
4. Presentation by Animal Care & Control - Animals Available for Adoption
5. Consideration of Items Not Appearing on the Posted Agenda (Extra Items)
6. Current Construction Projects - Contract Change Orders
7. Approval of the Consent Agenda
7.1Adopt Proclamation Designating the Month of May 2018 as Child Care Provider Appreciation Month in Lake County, CA
Proclamation
passed on consent
7.2Approve Out of State Travel for Jonathan Armas to attend the Equine Investigators Academy on a full scholarship in Durango, Colorado
Action Item
passed on consent
Staff memo
EXECUTIVE SUMMARY:
Dear Board Members,
Once again I would like to ask for your approval to send one of our officers, Jonathan Armas, to the Equine Investigators Academy in Durango Colorado between August 27th, 2018 and September 1st, 2018. Code 3 Associates has provided us with a FULL scholarship valued at $1850, leaving us with just the flight to and from Durango, Colorado (appx $450). This is a complete scholarship including room, board, and texts. As we currently have funds available in our Travel/Transportation budget, and the cost of flights usually rises the closer you get to the departure date, we are making this request now, rather than in the new fiscal year.
Code 3 Associates, a non-profit 501 C 3, is associated with the University of Colorado for accreditation and concentrates their educational efforts on training and disaster response. This organization has provided us with multiple scholarships over the years, and continues do to so. Their generosity is once again allowing us to receive top notch training at a fraction of the cost.
The Equine Investigators Academy covers such topics as: Equine Psychology, Identification, Body Condition Scoring, Anatomy, Veterinary Care, Foot and Leg Care, Property Inspections, Catching and Handling, Vital Signs, First Aid, Nutrition, Search and Seizure, Interview and Behavioral Analysis, and is of paramount importance to our officers working in such a rural and horse minded community.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Out of State Travel for Jonathan Armas to attend the Equine Investigators Academy on a full scholarship in Durango, Colorado.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: William Davidson, Director, Animal Care & Control
DATE: May 15, 2018
SUBJECT: Approve Out of State Travel for Jonathan Armas to attend the Equine Investigators Academy on a full scholarship in Durango, Colorado
EXECUTIVE SUMMARY:
Dear Board Members,
Once again I would like to ask for your approval to send one of our officers, Jonathan Armas, to the Equine Investigators Academy in Durango Colorado between August 27th, 2018 and September 1st, 2018. Code 3 Associates has provided us with a FULL scholarship valued at $1850, leaving us with just the flight to and from Durango, Colorado (appx $450). This is a complete scholarship including room, board, and texts. As we currently have funds available in our Travel/Transportation budget, and the cost of flights usually rises the closer you get to the departure date, we are making this request now, rather than in the new fiscal year.
Code 3 Associates, a non-profit 501 C 3, is associated with the University of Colorado for accreditation and concentrates their educational efforts on training and disaster response. This organization has provided us with multiple scholarships over the years, and continues do to so. Their generosity is once again allowing us to receive top notch training at a fraction of the cost.
The Equine Investigators Academy covers such topics as: Equine Psychology, Identification, Body Condition Scoring, Anatomy, Veterinary Care, Foot and Leg Care, Property Inspections, Catching and Handling, Vital Signs, First Aid, Nutrition, Search and Seizure, Interview and Behavioral Analysis, and is of paramount importance to our officers working in such a rural and horse minded community.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: $450
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Out of State Travel for Jonathan Armas to attend the Equine Investigators Academy on a full scholarship in Durango, Colorado.
7.3Approve Amendment 3 to the Agreement between the County of Lake and Davis Guest Home for Fiscal Year 2017-18 for Adult Residential Support Services and Specialty Mental Health Services for an increase of $23,000 and a new contract maximum of $153,000; and authorize the Board Chair sign the Amendment.
Action Item
passed on consent
Staff memo
FISCAL IMPACT (Narrative): Lake County Behavioral Health (LCBH) is requesting approval of Amendment 3 to the Agreement for Fiscal Year 2017-18 for an increase of $23,000 for a new contract maximum of $153,000.
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: Approve Amendment 3 to the Agreement between the County of Lake and Davis Guest Home for Fiscal Year 2017-18 for Adult Residential Support Services and Specialty Mental Health Services for an increase of $23,000 and a new contract maximum of $153,000; and authorize the Board Chair sign the Amendment.
Original memo text
..Title
..Body
MEMORANDUM
TO: BOARD OF SUPERVISORS
FROM: Todd Metcalf
Behavioral Health Administrator
DATE: May 15, 2018
SUBJECT: Approve Amendment 3 to the Agreement between the County of Lake and Davis Guest Home for Fiscal Year 2017-18 for Adult Residential Support Services and Specialty Mental Health Services for an increase of $23,000 and a new contract maximum of $153,000; and authorize the Board Chair sign the Amendment.
EXECUTIVE SUMMARY: Attached, for your approval, is Amendment 3 to the Agreement between the County of Lake and Davis Guest Home for Adult Residential Support Services and Specialty Mental Health Services for Fiscal Year 2017-18.
BACKGROUND AND DISCUSSION: Davis Guest Home, which is located in Modesto, is an Adult Residential Living Facility licensed by the State of California. This Board and Care Facility is specific to the needs of adult clients that require placement that provides a structured environment due to mental health challenges. The structured environment offers a non-restrictive, supervised program which focuses on each resident's specific needs and interests. Davis Guest Home has proven to be a cost-efficient alternative for care to clients who need this type of structured environment. Lake County Behavioral Health pays a daily patch rate of $102 per day which is our cost after the client's portion is paid.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Original Contract: $38,325
Amendment 1 Increase: $41,675
Amendment 2 Increase: $50,000
Amendment 3 Increase: $23,000
New Contract Amount: $153,000
FISCAL IMPACT (Narrative): Lake County Behavioral Health (LCBH) is requesting approval of Amendment 3 to the Agreement for Fiscal Year 2017-18 for an increase of $23,000 for a new contract maximum of $153,000.
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: Approve Amendment 3 to the Agreement between the County of Lake and Davis Guest Home for Fiscal Year 2017-18 for Adult Residential Support Services and Specialty Mental Health Services for an increase of $23,000 and a new contract maximum of $153,000; and authorize the Board Chair sign the Amendment.
7.4(a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; and (b) Approve the Agreement between the County of Lake and Vista Pacifica Enterprises, Inc. for Adult Residential Support Services and Specialty Mental Health Services for Fiscal Year 2017-18 for the amount of $28,000 and authorize the Chair to sign the Agreement.
Action Item
passed on consent
Staff memo
BACKGROUND AND DISCUSSION: Vista Pacifica Enterprises, Inc. is the corporate name that has two facilities under it: Vista Pacifica Center is a 108 bed locked IMD facility with a Special Treatment Program (STP). The center has two separate units, one housing 48 bed for young adults and one housing 60 beds for the geropsych. This facility employs Master level Primary Counselors and Bachelor level Mental Health Counselors which is unique in most STP programs. Vista Pacifica Convalescent is a 49 bed secured SNF for the the geropsych with behaviors and medical issues. This facility employs a Master's level Behavioral Specialist to work with the residents and staff.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Contract Amount: $28,000
Amount Budgeted: $28,000
FISCAL IMPACT (Narrative): Lake County Behavioral Health is requesting approval of the Agreement with Vista Pacifica Enterprises, Inc. for Fiscal Year 2017-18 for a contract maximum of $28,000.
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; and (b) Approve the Agreement between the County of Lake and Vista Pacifica Enterprises, Inc. for Adult Residential Support Services and Specialty Mental Health Services for Fiscal Year 2017-18 for the amount of $28,000 and authorize the Chair to sign the Agreement.
Original memo text
..Title
..Body
MEMORANDUM
TO: BOARD OF SUPERVISORS
FROM: Todd Metcalf
Behavioral Health Administrator
DATE: May 15, 2018
SUBJECT: Approve the Agreement between the County of Lake and Vista Pacifica Enterprises, Inc. for Adult Residential Support Services and Specialty Mental Health Services for Fiscal Year 2017-18 in the amount of $28,000 and authorize the Chair to sign the Agreement.
EXECUTIVE SUMMARY: Attached, for your approval, is the Agreement between the County of Lake and Vista Pacifica Enterprises, Inc. for Adult Residential Support Services and Specialty Mental Health Services for Fiscal Year 2017-18.
BACKGROUND AND DISCUSSION: Vista Pacifica Enterprises, Inc. is the corporate name that has two facilities under it: Vista Pacifica Center is a 108 bed locked IMD facility with a Special Treatment Program (STP). The center has two separate units, one housing 48 bed for young adults and one housing 60 beds for the geropsych. This facility employs Master level Primary Counselors and Bachelor level Mental Health Counselors which is unique in most STP programs. Vista Pacifica Convalescent is a 49 bed secured SNF for the the geropsych with behaviors and medical issues. This facility employs a Master's level Behavioral Specialist to work with the residents and staff.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Contract Amount: $28,000
Amount Budgeted: $28,000
FISCAL IMPACT (Narrative): Lake County Behavioral Health is requesting approval of the Agreement with Vista Pacifica Enterprises, Inc. for Fiscal Year 2017-18 for a contract maximum of $28,000.
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; and (b) Approve the Agreement between the County of Lake and Vista Pacifica Enterprises, Inc. for Adult Residential Support Services and Specialty Mental Health Services for Fiscal Year 2017-18 for the amount of $28,000 and authorize the Chair to sign the Agreement.
7.5Approve Amendment 2 to the Agreement between County of Lake and Kings View Corporation for Professional Consulting Services for Fiscal Year 2017-18 for an increase of $15,840 for a new contract maximum amount of $44,635 and to authorize the Board Chair to sign the Amendment.
Action Item
passed on consent
Staff memo
BACKGROUND AND SUMMARY: Kings View Corporation is experienced in the maintenance and utilization of the electronic health record program Anasazi which is the electronic health record utilized by Behavioral Health. Kings View Corporation has the expertise to provide training on all aspects of this program.
Kings View Corporation will be providing electronic health record support, cost report support and training for the Substance Use Disorder cost report in addition to providing 80 hours of training for all aspects of Anasazi.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Original Contract: $ 9,995
Amendment 1 Increase: $18,800
Amendment 2 Increase: $15,840
New Contract Amount: $44,635
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): The funds for this contract will be re-allocated from unassigned funds within the various contracts budget allocations.
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: Approve Amendment 2 to the Agreement between County of Lake and Kings View Corporation for Professional Consulting Services for Fiscal Year 2017-18 for an increase of $15,840 for a new contract maximum amount of $44,635 and to authorize the Board Chair to sign the Amendment.
Original memo text
..Title
..Body
MEMORANDUM
TO: BOARD OF SUPERVISORS
FROM: Todd Metcalf
Behavioral Health Administrator
DATE: May 15, 2018
SUBJECT: Approve Amendment 2 to the Agreement between County of Lake and Kings View Corporation for Professional Consulting Services for Fiscal Year 2017-18.
EXECUTIVE SUMMARY: Attached, for your approval, is Amendment 2 to the Agreement between County of Lake and Kings View Corporation for Professional Consulting Services for Fiscal Year 2017-18.
BACKGROUND AND SUMMARY: Kings View Corporation is experienced in the maintenance and utilization of the electronic health record program Anasazi which is the electronic health record utilized by Behavioral Health. Kings View Corporation has the expertise to provide training on all aspects of this program.
Kings View Corporation will be providing electronic health record support, cost report support and training for the Substance Use Disorder cost report in addition to providing 80 hours of training for all aspects of Anasazi.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Original Contract: $ 9,995
Amendment 1 Increase: $18,800
Amendment 2 Increase: $15,840
New Contract Amount: $44,635
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): The funds for this contract will be re-allocated from unassigned funds within the various contracts budget allocations.
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: Approve Amendment 2 to the Agreement between County of Lake and Kings View Corporation for Professional Consulting Services for Fiscal Year 2017-18 for an increase of $15,840 for a new contract maximum amount of $44,635 and to authorize the Board Chair to sign the Amendment.
7.6Approve the Closure of all five Behavioral Health facilities to the Public (excluding crisis staff that will remain on call and available) on Friday, May 25th, 2018 from the hours of 12:00 – 5:00 pm. for Staff Training
Action Item
passed on consent
Staff memo
I would like to respectfully request Board approval to close all five Behavioral Health facilities to the public (excluding crisis staff that will remain on call and available) on Friday May 25th, 2018 from the hours of 12:00 - 5:00 pm.
Behavioral Health staff is housed in five locations around the lake. Due to the number of staff required to serve the public at all locations it will not be possible to offer training for the majority of staff and remain open to the public.
This five-hour training will cover topics including recent updates to multiple policies, procedures and guidelines, crisis and 5150 hold procedures, implications of the Final Rule, and medical chart documentation. The training will also include lunch (subsidized by utilizing E.A.T.S. funds).
I am confident that approval of this five-hour training will allow Behavioral Health staff to be better informed and prepared to serve our community.
Thank you for your consideration in this matter.
..Recommended Action
RECOMMENDED ACTION: Approve the closure of all five Behavioral Health facilities to the public (excluding crisis staff that will remain on call and available) on Friday, May 25th, 2018 from the hours of 12:00 - 5:00 pm for staff training.
Original memo text
..Title
..Body
MEMORANDUM
TO: BOARD OF SUPERVISORS
FROM: Todd Metcalf, Behavioral Health Administrator
DATE: May 15, 2018
SUBJECT: Approve the Closure of all five Behavioral Health facilities to the Public (excluding crisis staff that will remain on call and available) on Friday, May 25th, 2018 from the hours of 12:00 - 5:00 pm for Staff Training
I would like to respectfully request Board approval to close all five Behavioral Health facilities to the public (excluding crisis staff that will remain on call and available) on Friday May 25th, 2018 from the hours of 12:00 - 5:00 pm.
Behavioral Health staff is housed in five locations around the lake. Due to the number of staff required to serve the public at all locations it will not be possible to offer training for the majority of staff and remain open to the public.
This five-hour training will cover topics including recent updates to multiple policies, procedures and guidelines, crisis and 5150 hold procedures, implications of the Final Rule, and medical chart documentation. The training will also include lunch (subsidized by utilizing E.A.T.S. funds).
I am confident that approval of this five-hour training will allow Behavioral Health staff to be better informed and prepared to serve our community.
Thank you for your consideration in this matter.
..Recommended Action
RECOMMENDED ACTION: Approve the closure of all five Behavioral Health facilities to the public (excluding crisis staff that will remain on call and available) on Friday, May 25th, 2018 from the hours of 12:00 - 5:00 pm for staff training.
7.7Adopt Resolution Setting Rate of Pay for Election Officers for the June 5, 2018 Statewide Direct Primary Election Pursuant to Section 12310 of the Elections Code
Resolution
passed on consent
Staff memo
The Registrar of Voters is charged with the duty to appoint persons to serve in various positions in order to conduct the June 5, 2018 Statewide Direct Primary Election as well as setting the rate of pay for each person working as a result of the Statewide Primary Election. Pursuant to Section 12310 of the California Elections Code, I am submitting a resolution setting the rate of compensation for members of the precinct board and support staff for the upcoming June 5, 2018 Statewide Direct Primary Election.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Amount Budgeted: $48.408
Additional Requested: None
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
This item has been included in the Department's 2017-2018 fiscal year budget.
STAFFING IMPACT (if applicable):
None
..Recommended Action
RECOMMENDED ACTION:
Adopt Resolution Setting Rate of Pay for Election Officers for the June 5, 2018 Statewide Direct Primary Election Pursuant to Section 12310 of the Elections Code.
Original memo text
..Title
..Body
MEMORANDUM
TO: LAKE COUNTY BOARD OF SUPERVISORS
FROM: Diane C Fridley, Registrar of Voters
DATE: May 15, 2018
SUBJECT: Adopt Resolution Setting Rate of Pay for Election Officers for the June 5, 2018 Statewide Direct Primary Election Pursuant to Section 12310 of the Elections Code
EXECUTIVE SUMMARY:
The Registrar of Voters is charged with the duty to appoint persons to serve in various positions in order to conduct the June 5, 2018 Statewide Direct Primary Election as well as setting the rate of pay for each person working as a result of the Statewide Primary Election. Pursuant to Section 12310 of the California Elections Code, I am submitting a resolution setting the rate of compensation for members of the precinct board and support staff for the upcoming June 5, 2018 Statewide Direct Primary Election.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: $48,408
Amount Budgeted: $48.408
Additional Requested: None
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
This item has been included in the Department's 2017-2018 fiscal year budget.
STAFFING IMPACT (if applicable):
None
..Recommended Action
RECOMMENDED ACTION:
Adopt Resolution Setting Rate of Pay for Election Officers for the June 5, 2018 Statewide Direct Primary Election Pursuant to Section 12310 of the Elections Code.
7.8Approve Agreement for Federal Apportionment Exchange Program and State Match Program for California Department of Transportation - Non MPO County, and authorize the Chair to Sign
Agreement
passed on consent
approved — Pass
Carried 3-0 — moved by Simon (recovered from the archived minutes)
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Staff memo
EXECUTIVE SUMMARY:
On April 27, 2018 the California Department of Transportation (Caltrans) notified the County of the opportunity to participate in the Optional RSTP Federal Exchange and State Match Program for FFY 2017/2018. The exchange amount is based on the County's estimated FFY 2018 apportionments.
On an annual basis, the County has exchanged the Federal RSTP dollars for unrestricted State dollars which provide greater flexibility on the type and location of projects to be funded. The County continues to meet the criteria to exchange the 2017/2018 apportionments.
Caltrans has forwarded the Federal Apportionment Exchange and State Match Program Agreement for the County of Lake, which allows for the exchange of these funds.
Staff recommends that the Board of Supervisors approve the attached Agreement exchanging Federal RSTP dollars for unrestricted State dollars and authorize the chair to sign said agreement. If approved, we respectfully request that both copies of the Agreement be signed by the Chair and returned to this Department for processing.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
On an annual basis, the County has exchanged the Federal RSTP dollars for unrestricted State dollars which provide greater flexibility on the type and location of projects to be funded. The County continues to meet the criteria to exchange the 2017/2018 apportionments.
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Staff recommends that the Board of Supervisors approve the attached Agreement exchanging Federal RSTP dollars for unrestricted State dollars and authorize the chair to sign said agreement. If approved, we respectfully request that both copies of the Agreement be signed by the Chair and returned to this Department for processing.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: May 15, 2018
SUBJECT: Approve Agreement for Federal Apportionment Exchange Program and State Match Program for California Department of Transportation - Non MPO County, and authorize the Chair to Sign
EXECUTIVE SUMMARY:
On April 27, 2018 the California Department of Transportation (Caltrans) notified the County of the opportunity to participate in the Optional RSTP Federal Exchange and State Match Program for FFY 2017/2018. The exchange amount is based on the County's estimated FFY 2018 apportionments.
On an annual basis, the County has exchanged the Federal RSTP dollars for unrestricted State dollars which provide greater flexibility on the type and location of projects to be funded. The County continues to meet the criteria to exchange the 2017/2018 apportionments.
Caltrans has forwarded the Federal Apportionment Exchange and State Match Program Agreement for the County of Lake, which allows for the exchange of these funds.
Staff recommends that the Board of Supervisors approve the attached Agreement exchanging Federal RSTP dollars for unrestricted State dollars and authorize the chair to sign said agreement. If approved, we respectfully request that both copies of the Agreement be signed by the Chair and returned to this Department for processing.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
On an annual basis, the County has exchanged the Federal RSTP dollars for unrestricted State dollars which provide greater flexibility on the type and location of projects to be funded. The County continues to meet the criteria to exchange the 2017/2018 apportionments.
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Staff recommends that the Board of Supervisors approve the attached Agreement exchanging Federal RSTP dollars for unrestricted State dollars and authorize the chair to sign said agreement. If approved, we respectfully request that both copies of the Agreement be signed by the Chair and returned to this Department for processing.
On motion of Supervisor Simon, and by vote of the Board, approved Consent Agenda Items 7.1 through 7.8. The motion carried by the following vote:
8. Timed Items
8.19:05 A.M. - Public Input
Clerk’s notes: Cliff Ruzika spoke.
8.29:10 A.M. - Presentation of Proclamation Designating the Month of May 2018 as Child Care Provider Appreciation Month in Lake County, CA
Proclamation
Clerk’s notes: Supervisor Scott read the proclamation into the record and presented it to the many NCO Rural Communities Child Care staff and agencies within the child care field in Lake County.
9. Non-Timed Items
9.1Supervisors’ weekly calendar, travel and reports
9.2Consideration of a) Waiving the formal bidding process as it would produce no economic benefit to the County; b) Approval of contract for temporary heavy equipment rental between the County of Lake and Peterson Tractor in the amount of $120,000 and authorize the Chair to sign; c) Approval of contract for temporary heavy equipment rental between the County of Lake and Cresco Equipment Rentals & Affiliates in the amount of $235,000 and authorize the Chair to sign; d) Approval of contract for temporary equipment rental between the County of Lake and BlueLine Rental, LLC in the amount of $46,500 and authorize the Chair to sign; and e) Approval of contract for the temporary equipment rental between the County of Lake and Rain for Rent in the amount of $48,200 and authorize the Chair to sign.
Action Item
approved
Carried 3-0 — moved by Simon
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Carried 3-0 — moved by Simon
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Carried 3-0 — moved by Simon
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Carried 3-0 — moved by Simon
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Carried 3-0 — moved by Simon
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Brown: absent Scott: aye Simon: aye Smith: absent Steele: aye
Staff memo
EXECUTIVE SUMMARY: Following the 2017 wildfires the Public Services Department rented equipment from multiple vendors (Peterson Tractor, Cresco Equipment Rentals & Affiliates, BlueLine Rental LLC, and Rain for Rent) for the intermittent use of various pieces of equipment to sufficiently manage operations at the Eastlake Landfill as a result of the massively increased quantities of inbound debris. The purchasing method used by the department this fiscal year was the same as the manner used following the 2015 and 2016 wildfires, which was on a purchase order approval basis. However, the County Auditor-Controller has notified staff that equipment rentals in excess of $25,000 in a single fiscal year exceeds department head authority.
In response to the massively increased quantity of fire debris it was critical for landfill staff to have appropriate equipment to ensure that the waste stream was processed in compliance with permit requirements. The rented equipment included an excavator, forklift, generator, wheel wash station, and multiple styles of dozers. The need for each piece of equipment was generally identified as a result of an unforeseen site condition that required immediate action such as the breakdown of County-owned equipment, the breakdown of rented equipment that required a separate rental, excessive tracking of mud and debris onto travelled roadways, and slope stability issues that required equipment not in the existing County fleet. In each instance, time was of the essence to ensure permit compliance. In light of this information I am requesting that the Board make a determination that competitive bidding would not have been in the public's interest because of the existence of a state of emergency, the unique nature of the equipment precluded competitive bidding, and that competitive bidding would have produced no economic benefit to the County, and furthermore that the Board approve the contract with Peterson Tractor in the amount of $120,000, the contract with Cresco Equipment Rentals & Affiliates in the amount of $235,000, the contract with BlueLine Rental LLC in the amount of $46,500 and the contract with Rain for Rent in the amount of $48,200.
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Estimated Cost: $449,700.00
Amount Budgeted: $449,700.00
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Adequate funding for the equipment rental is provided through disaster debris disposal fees.
STAFFING IMPACT (if applicable): N/A
RECOMMENDED ACTION:
a) Waive the formal bidding process as it would produce no economic benefit to the County
b) Approve contract for temporary heavy equipment rental between the County of Lake and Peterson Tractor in the amount of $120,000 and authorize the Chair to sign
c) Approve contract for temporary heavy equipment rental between the County of Lake and Cresco Equipment Rentals & Affiliates in the amount of $235,000 and authorize the Chair to sign
d) Approve contract for temporary equipment rental between the County of Lake and BlueLine Rental, LLC in the amount of $46,500 and authorize the Chair to sign
e) Approve contract for the temporary equipment rental between the County of Lake and Rain for Rent in the amount of $48,200 and authorize the Chair to sign.
Original memo text
MEMORANDUM
TO: Board of Supervisors
FROM: Lars Ewing, Public Services Director
DATE: May 15, 2018
SUBJECT: Consideration of a) Waiving the formal bidding process as it would produce no economic benefit to the County; b) Approval of contract for temporary heavy equipment rental between the County of Lake and Peterson Tractor in the amount of $120,000 and authorize the Chair to sign; c) Approval of contract for temporary heavy equipment rental between the County of Lake and Cresco Equipment Rentals & Affiliates in the amount of $235,000 and authorize the Chair to sign; d) Approval of contract for temporary equipment rental between the County of Lake and BlueLine Rental, LLC in the amount of $46,500 and authorize the Chair to sign; and e) Approval of contract for the temporary equipment rental between the County of Lake and Rain for Rent in the amount of $48,200 and authorize the Chair to sign.
EXECUTIVE SUMMARY: Following the 2017 wildfires the Public Services Department rented equipment from multiple vendors (Peterson Tractor, Cresco Equipment Rentals & Affiliates, BlueLine Rental LLC, and Rain for Rent) for the intermittent use of various pieces of equipment to sufficiently manage operations at the Eastlake Landfill as a result of the massively increased quantities of inbound debris. The purchasing method used by the department this fiscal year was the same as the manner used following the 2015 and 2016 wildfires, which was on a purchase order approval basis. However, the County Auditor-Controller has notified staff that equipment rentals in excess of $25,000 in a single fiscal year exceeds department head authority.
In response to the massively increased quantity of fire debris it was critical for landfill staff to have appropriate equipment to ensure that the waste stream was processed in compliance with permit requirements. The rented equipment included an excavator, forklift, generator, wheel wash station, and multiple styles of dozers. The need for each piece of equipment was generally identified as a result of an unforeseen site condition that required immediate action such as the breakdown of County-owned equipment, the breakdown of rented equipment that required a separate rental, excessive tracking of mud and debris onto travelled roadways, and slope stability issues that required equipment not in the existing County fleet. In each instance, time was of the essence to ensure permit compliance. In light of this information I am requesting that the Board make a determination that competitive bidding would not have been in the public's interest because of the existence of a state of emergency, the unique nature of the equipment precluded competitive bidding, and that competitive bidding would have produced no economic benefit to the County, and furthermore that the Board approve the contract with Peterson Tractor in the amount of $120,000, the contract with Cresco Equipment Rentals & Affiliates in the amount of $235,000, the contract with BlueLine Rental LLC in the amount of $46,500 and the contract with Rain for Rent in the amount of $48,200.
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Estimated Cost: $449,700.00
Amount Budgeted: $449,700.00
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Adequate funding for the equipment rental is provided through disaster debris disposal fees.
STAFFING IMPACT (if applicable): N/A
RECOMMENDED ACTION:
a) Waive the formal bidding process as it would produce no economic benefit to the County
b) Approve contract for temporary heavy equipment rental between the County of Lake and Peterson Tractor in the amount of $120,000 and authorize the Chair to sign
c) Approve contract for temporary heavy equipment rental between the County of Lake and Cresco Equipment Rentals & Affiliates in the amount of $235,000 and authorize the Chair to sign
d) Approve contract for temporary equipment rental between the County of Lake and BlueLine Rental, LLC in the amount of $46,500 and authorize the Chair to sign
e) Approve contract for the temporary equipment rental between the County of Lake and Rain for Rent in the amount of $48,200 and authorize the Chair to sign.
(a) On motion of Supervisor Simon, and by vote of the Board, waived the formal bidding process on items (b) through (e), as it would produce no economic benefit to the County. The motion carried by the following vote:
Ayes- Supervisors: 3 - Simon, Scott and Steele
Absent- Supervisors: 2 - Smith and Brown
(b) On motion of Supervisor Simon, and by vote of the Board, approved the contract for temporary heavy equipment rental between the County of Lake and Peterson Tractor in the amount of $120,000 and authorized the Chair to sign. The motion carried by the following vote:
Ayes- Supervisors: 3 - Simon, Scott and Steele
Absent- Supervisors: 2 - Smith and Brown
(c) On motion of Supervisor Simon, and by vote of the Board, approved the contract for temporary heavy equipment rental between the County of Lake and Cresco Equipment Rentals & Affiliates in the amount of $235,000 and authorized the Chair to sign. The motion carried by the following vote:
Ayes- Supervisors: 3 - Simon, Scott and Steele
Absent- Supervisors: 2 - Smith and Brown
(d) On motion of Supervisor Simon, and by vote of the Board, approved the contract for temporary equipment rental between the County of Lake and BlueLine Rental, LLC in the amount of $46,500 and authorized the Chair to sign. The motion carried by the following vote:
Ayes- Supervisors: 3 - Simon, Scott and Steele
Absent- Supervisors: 2 - Smith and Brown
(e) On motion of Supervisor Simon, and by vote of the Board, approved the contract for the temporary equipment rental between the County of Lake and Rain for Rent in the amount of $48,200 and authorized the Chair to sign. The motion carried by the following vote:
Ayes- Supervisors: 3 - Simon, Scott and Steele
Absent- Supervisors: 2 - Smith and Brown
Clerk’s notes: Public Services Director Lars Ewing presented the item to the Board.
Chair Steele asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
10. Closed Session
10.1Public Employee Evaluations
Title: Behavioral Health Administrator
Closed Session Item
Clerk’s notes: The Board reconvened into Regular Session at 9:50 a.m. having taken no action.