Title
Sheriff’s Office recommending that the Board consider taking the following actions:
1) Approve and authorize the Chair to sign a budget transfer reducing the Sheriff's Salaries and Benefits appropriations by $100,000 and increasing Fixed Asset appropriations by $100,000 for purchase of new twin Mercury Verados boat motors, and installation and repairs to the SAFE boat;
2) Authorize the addition of two boat motors to the Sheriff’s Office FY 2022-23 Fixed Asset List;
3) Find that, in accordance with Policy C-17, Section 3.4.2, Exemption from Competitive Bidding, that due to the unique nature of the property or services required that there is only one vendor that can provide the items and service, and therefore, it is not possible to obtain competitive bids;
4) Authorize the Auditor to process a 20% advance deposit to Boat Specialists to place a hold on the motors; and
5) Authorize the Purchasing Agent to process a Purchase Order to Boat Specialists of Ventura, California in the amount of $100,000 for the purchase of the boat motors.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Sheriff’s Office SAFE Boat left engine tilt function has not been working for over a year. We have attempted to repair it several times without being able to get the necessary parts. Not being able to raise the motor in shallow water may have contributed to the transmission problem since the propeller would hit the lake bottom. We also noticed leaks on both motors. We had the problems diagnosed and quoted at $12,000 for repairs. However, a more through inspection revealed that more extensive work is required due to the power head being down on compression and the lower units having gear case and shaft damage. The quote for repairs increased to almost $100,000, and it was determined that the damage sustained had rendered the motors un-repairable, and that there is a need to re-power the boat with two new motors.
The Sheriff’s Office has inquired about the funding of these repairs from the California Department of Parks and Recreation, Boating and Waterways Unit. However, we were informed that the expenses are not eligible for reimbursement through the annual boat financial aid grant since those funds are for the normal operations of the boating program, and the Boating and Waterways Equipment Grant application cycle for FY 2022/23 is in April, and if awarded, will not meet our immediate need for funding.
Boat Unit Staff contacted three vendors in search of the motors and found that two of the three vendors could not supply the motors for approximately 67 weeks. This delay in supply will negatively impact the Boating Unit’s FY 22/23 boat season by reducing patrol hours on the water, which is funded by the annual supplemental boat grant, and jeopardize public safety due to a decrease in boat patrols on County waterways during the heaviest boating season.
One of the vendors, Boat Specialists, has the two motors in stock and is willing to hold them until the County can process a Purchase Order for payment. Therefore, the Sheriff's Office is requesting that this purchase be deemed sole source since only one vendor can provide the needed equipment in the required time frame, and that the Auditor process a 20% advance as a good-faith gesture of the County’s commitment to move forward and complete the purchase and repair.
These additions to the Fixed Asset List and Sheriff’s operating budget are necessary to ensure that we are appropriately equipped to conduct our annual boating law enforcement operations.
ALTERNATIVES
N/A.
PRIOR BOARD ACTION
N/A.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Auditor and Procurement and Contracts.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
This is a request for use of salary savings funds in the Sheriff's Office FY 2022-23 budget. Therefore, there is no impact to Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Forward signed Budget Transfer to the Auditor’s Office.
STRATEGIC PLAN COMPONENT
Public Safety.
CONTACT
Undersheriff Bryan Golmitz