Board Of Supervisors — Monday, June 24, 2019

..Title ..Body MEMORANDUM TO: Board of Supervisors FROM: Lars Ewing, Public Services Director DATE: June 24, 2019 SUBJECT: SPECIAL MEETING - Consideration of a) Waiving the formal bidding process as it would produce no economic benefit to the County; and b) Authorize the Public Services Director to issue a purchase order to Leete Generators for $124,813.13 for a standby emergency generator for the Lake County courthouse; and c) Approve Budget Transfer in Budget Unit 1781, Special Projects, to Object Code 62-74 to purchase and install a 600kW generator in the amount of $200,000 EXECUTIVE SUMMARY: As the Board is aware the current standby power generation capacity for the courthouse is only sufficient to provide power for Information Technology functions and emergency lighting. At the June 18th Board of Supervisors meeting the Board was informed that there is currently a 3-5 month lead time to manufacture and deliver a generator for the courthouse. Given the potential of the PG&E Public Safety Power Shutoffs (PSPS) there was concern expressed with this timeline. Since then staff has located a new generator of adequate size for the courthouse that has already been manufactured and is ready for purchase and delivery upon receipt of a signed contract. However, this generator is available on a first-come-first-served basis. Therefore, should the Board determine that expediting the provision of standby courthouse power is a priority I am requesting that the Board make a determination that competitive bidding is not in the public's interest because of the unique availability of the equipment, and that competitive bidding is not likely to provide an economic benefit to the County. In addition, I am recommending that the Board authorize the Public Services Director to issue a purchase order to Leete Generators for $124,813.13 and approve a Budget Transfer in the amount of $200,000. The requested budget transfer is $75,186.87 higher than the initial cost of the generator to cover the installation, necessary electrical infrastructure work, and possible unforeseen costs. There is the possibility that this specific generator will no longer be available after the Board takes action. With that in mind, and in light of the looming PSPS, I recommend that the Board consider authorizing the Public Services Director to purchase and install a generator for the courthouse up to $200,000 if the specific generator from Leete Generators is no longer available. This recommendation is contingent upon the Space Committee meeting to approve the generator prior to the Public Services Director signing the purchase order. Furthermore in order to make the purchase I request the Board approve a Budget Transfer in Budget Unit 1781, Special Projects, to Object Code 62-74 to purchase and install a 600kW generator in the amount of $200,000. FISCAL IMPACT: __ None __Budgeted _x_Non-Budgeted Estimated Cost: Amount Budgeted: Additional Requested: Annual Cost (if planned for future years): FISCAL IMPACT (Narrative): STAFFING IMPACT (if applicable): N/A ..Recommended Action RECOMMENDED ACTION: Staff recommends that the Board of Supervisors a) waive the formal bidding process as it would produce no economic benefit to the County; and b) Authorize the Public Services Director to issue a purchase order to Leete Generators for $124,813.13 for a standby emergency generator for the Lake County courthouse; and c) approve Budget Transfer in Budget Unit 1781, Special Projects, to Object Code 62-74 to purchase and install a 600kW generator in the amount of $200,000.