Title
Surveyor’s Office recommending the Board approve and authorize the Chair to sign a Budget Transfer decreasing the department’s Salary and Benefits appropriations by $4,000 and increasing Fixed Asset appropriations by $4,000, for a total of $50,000 in new and refurbished survey equipment.
FUNDING: General Fund.
Body
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: Future Fire Suppression Inc., DBA AmeriVet Enterprises for new equipment, and DH Technology LLC for refurbished equipment. On January 9, 2024, Legistar 24-0001 the board authorized both purchase orders for new and used surveying equipment as well as a corresponding budget transfer and fixed asset approval.
The Surveyor’s Office subsequently issued a purchase order for refurbished surveying equipment and accessories to DH Technology, LLC and the equipment has been received. The Surveyor’s Office also issued a purchase order for new surveying equipment and accessories to Future Fire Suppression Inc., DBA AmeriVet Enterprises in the amount of $6,715.83 (bid price of $6,204.00 plus applicable taxes of $511.83), however, this vendor has been non-responsive and has failed to fulfill the order. As a result, the purchase will be made with the second-place vendor, DH Technology, LLC. in the amount of $10,651.79 (bid price of $9,839.99 plus applicable taxes of $811.80). Procurement and Contracts confirmed that DH Technology, LLC will honor the bid pricing. The total increased cost is $3,935.96, therefore an increase to fixed asset appropriations will be required to allow the issuance of a new purchase order.
The purchase of this equipment will allow the Surveyor’s Office to utilize the equipment already received from DH Technology, LLC to complete upcoming surveying projects. It will also allow the Surveyor’s Office to support other County Departments in a timely manner with their survey needs, versus using externally contracting services.
ALTERNATIVES
The Board could choose not to approve the additional fixed asset appropriation to complete the purchase; however, this would leave the department in need of the equipment and unable to utilize what has already been purchased and received.
PRIOR BOARD ACTION
See Discussion/Background
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The total increase in costs of the surveying equipment and accessories for the Surveyor’s office is estimated not to exceed $4,000 and can be funded with projected salary savings within the department. The recommended Budget Transfer increases Fixed Asset appropriations by $4,000 and decreases Salaries and Benefits commensurately.
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