Title
Sheriff’s Office recommending the Board:
1) Make findings in accordance with Ordinance 3.13.030(b) that the services provided by the Contractor are in the best interest of the public and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work;
2) Make findings in accordance with El Dorado County Board of Supervisors Purchasing Policy, C-17, 3.5 Specific Exemptions & Written Findings of Fact, the work to be performed under Agreement 7528 is exempt from competitive bidding due to automotive and heavy equipment repair services;
3) Authorize the Chair to sign Amendment I of Agreement 7528 increasing the amount by $20,000 to a total of $100,000 for additional track installation services, and replacing Article XIX, Conflict of interest, in its entirety, with Elite Control, Inc. for repairs to the Sheriff's Office 1969 Thiokol Sprite Snow Cat machine, with no change to the term; and
4) Authorize the Purchasing Agent to execute further documents relating to Agreement for Services 7528, including amendments which do not increase the amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Sheriff's Office 1969 Thiokol Sprite Snow Cat machine has been a vital tool over the years for maintaining law enforcement capabilities in winter conditions, particularly for emergency response, patrol and search and rescue operations during the winter months. This vehicle plays a crucial role in ensuring timely responses to emergencies, search and rescue operations, and maintaining public safety in areas where traditional vehicles cannot operate due to heavy snow accumulation. The Snow Cat is in need of repairs that will ensure the vehicle is operational and fully equipped for winter conditions. The repair work is essential to maintaining the safety and effectiveness of law enforcement operations in the winter season.
The repairs are significantly cheaper than the purchase of a new Snow Cat. In order to get an equivalent vehicle, it would cost over $300,000 for the initial purchase, not including maintenance costs. Therefore, the Sheriff's Office has determined that it is more cost effective to repair the current equipment rather than purchase a replacement vehicle.
Originally, Agreement 7528 included services to inspect the Snow Cat tracks in the scope of work. After that inspection it was determined the tracks need to be replaced and this amendment will allow for the additional services and increase the amount by $20,000 to a new amount not to exceed $100,000.
The work to be performed under Agreement 7528 is exempt from competitive bidding due to the services falling under automotive and heavy equipment repair services.
ALTERNATIVES
The Board could chose not to approve but any delays in repairs could severely hinder law enforcement operations in snow-covered areas, potentially impacting public safety and response times in emergencies.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved this agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no increase to Net County Cost as the expenses associated with the contract are included in the Sheriff’s FY 2024-25 budget and if needed will be requested in future year’s budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please return fully executed Amendment I to the Sheriff’s Office for processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Bryan Golmitz