Title
Chief Administrative Office, Parks Division, recommending the Board:
1) Approve and authorize the Chair to sign the attached Fiscal Year 2020-21 budget amendment in the amount of $15,500;
2) Approve the addition of (1) Septic Pumper Tank to the approved fixed asset list for the FY 20-2021 budget, and authorize the Department to purchase the Fixed Asset prior to adoption of the Final Budget;
3) Find that, in accordance with Section 3.12.160. of the El Dorado County Ordinance Code, due to the unique nature of the property or services required competitive bidding is precluded;
4) Authorize the sole source acquisition of the fixed asset through Crescent Tank Mfg; and
5) Authorize the Purchasing Agent to issue a purchase order up to $15,500, plus applicable taxes and fees.
FUNDING: Donations.
Body
DISCUSSION / BACKGROUND
El Dorado County Parks Division is requesting to purchase a tank in order to complete the build for the Septic Pumper Truck to service bathrooms on the Rubicon Trail. This request is being made for the following reasons:
1) The County is the responsible party based on the easement with the Forest Service and with the Central Valley Regional Water Quality Control Board for the Rubicon Trail.
2) The County has installed several restrooms along the trail to abate water quality issues, and currently has a contract with The Rubicon Trail Foundation (RTF), a volunteer organization, to service the restrooms. However, as a volunteer organization, the liquid waste service is not on a set schedule and has not always been available when needed.
3) The Parks Division was unsuccessful in locating a private company that is able or willing to service the bathrooms on the Rubicon Trail. Without being able to obtain dedicated assistance with the liquid waste disposal, the County's Park Division has received donations to build a pumper truck it can operate to consistently and reliably remove liquid waste from the Rubicon Trail.
4) The County has engaged a vendor to complete the pumper truck build. This project is currently underway and needs to be completed by June 30, 2020.
To date, the Parks Division has received $36,000 in donations from the community to fund this project. These donations have already been approved by the Board of Supervisors. However, the appropriations for this purchase were originally budgeted in Fiscal Year 2019-20. Since the tank was not received in Fiscal Year 2019-20, the Parks Division is processing a journal to defer the donations received to 2020-21. If approved, the attached budget transfer would increase miscellaneous revenue to account for the donations and increase appropriations in fixed assets.
The product from Crescent Tank MFG is required to complete the pumper truck. This product is a specialty tank that fits on a truck bed and is rectangular in shape. This is the only company that makes the rectangular tank required for the pumper truck and the vendor holds the patent for rectangular tanks. A rectangular tank is required for this project for safety reasons. A round tank has a much higher center of gravity and because of the terrain that the truck will be on, a round tank would most likely cause it to roll over due to the surge of the liquid in the tank. This would not only pose a safety hazard for staff but risks sanitation hazards from a large volume of waste spilling on the trail.
On May 12, 2020, the Board approved agenda item 20-0612 to approve the addition of this Pumper Tank to the fixed asset list. However, since the tank was not received in Fiscal Year 2019-20, the Parks Division is resubmitting this agenda item for approval for Fiscal Year 2020-21.
ALTERNATIVES
The County could choose to not continue with the current plan in place for restroom pumping on the Rubicon. This option risks a violation from the State Water Quality Control Board and possible closure of the trail. If RTF decides they have no volunteers the County would have no plan in place to address the sanitation issues on the trail.
PRIOR BOARD ACTION
12-1031 Rubicon easement
14-1291 Water Board CAO
19-1092 - Donations for Pumper Truck
19-1494 - Donations for Pumper Truck
20-0243 - Pumper Truck
20-0612 - Pumper Tank 19/20
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, Auditor’s Office
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
No impact to the General Fund. Donations were received in FY 2019-20 for this purchase. The Division is processing a journal to defer the donation revenue to FY 2020-21. The attached budget transfer will increase miscellaneous revenue and the appropriations in fixed assets for this purchase.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Provide copies of the signed budget transfer to Vickie Sanders.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Vickie Sanders, Parks Manager