Title
Surveyor’s Office recommending the Board consider the following:
1) Approve the addition of one (1) refurbished Trimble R10 and accessories and one (1) new Spectra Precision Ranger 5 Data Collector and accessories assigned to Fiscal Year 2023-24 Fixed Assets list, with a cost of $46,000;
2) Approve and authorize the Chair to sign a Budget Transfer decreasing the General Fund Contingency by $19,000, decreasing Surveyor Abatement by $27,000, and increasing the department’s Fixed Asset appropriations by $46,000;
3) Approve and authorize the Chair to sign a Budget Transfer decreasing the Henningsen-Lotus Park Special Revenue Fund contingency for planned projects by $15,000;
4) Approve and authorize the Purchasing Agent to execute a Purchase Order for refurbished surveying equipment and accessories with DH Technology, LLC in the amount of $38,537 plus applicable shipping and handling;
5) Approve and authorize the Purchasing Agent to execute a Purchase Order for new surveying equipment and accessories with Future Fire Suppression Inc. (dba AmeriVet Enterprises) in the amount of $6,581.51, plus applicable shipping and handling; and
6) Authorize the Purchasing Agent to execute any subsequent purchase documents that do not increase the amount of the Purchase Orders (other than for shipping and handling) with DH Technology LLC and Future Fire Suppression Inc. (4/5 vote required).
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
In October 2023, the Surveyor’s Office initiated BID 24-305-025 for new and refurbished surveying equipment and accessories. In November 2023, two qualified bidders were chosen for new and refurbished equipment. The Surveyor’s office is looking to issue a Purchase Order for refurbished surveying equipment and accessories to DH Technology, LLC and issue a Purchase Order for new surveying equipment and accessories to Future Fire Suppression Inc. The purchase of this equipment will allow the Surveyor’s Office to complete surveying projects needed internally and support other County Departments in a timely manner with their survey needs, versus spending money externally contracting services out to other vendors. The cost offset will pay for the equipment over a short period of time and save the County money moving forward.
ALTERNATIVES
The Board could choose to not approve these two purchases; however, this would require the department to complete another competitive bid, which may result in the same outcome.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts, Parks, Facilities
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The total cost of the surveying equipment and accessories for the Surveyor’s office is $46,000 and will be funded with appropriations from General Fund Contingency and intrafund abatements for FY 2023-24. The budget transfer includes the addition of $46,000 for the Surveyor’s fixed asset purchases for surveying equipment, a request for general fund contingency of $19,000, and $27,000 in intrafund abatements for surveying projects for Facilities and Parks Departments. Facilities is recording a decrease to services and supplies and an increase to intrafund transfers of $1,500. Parks is recording a decrease to Parks Operations and an increase of $25,500 to intrafund transfers. $15,000, a portion of the Parks funding, is coming from the Henningsen-Lotus Park Special Revenue Fund for planned projects.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain Board Chair signature on the original Budget Transfer and forward the Budget Transfer to the Auditor/Controller for processing.
STRATEGIC PLAN COMPONENT
Good Governance.
CONTACT
Brian Frazier, County Surveyor