Title
Environmental Management Department recommending the Board:
1) Approve the addition of one Turbotron Blower/Exhauster in the amount of $30,000 and one Respirator Fit Tester Model 8040 in the amount of $12,000 to the Fiscal Year (FY)2023-24 Fixed Asset List;
2) Find that the purchase of a Turbotron Blower/Exhauster is exempt from competitive bidding in accordance with Procurement Policy C-17, 2.9 Emergency Purchases and 3.4 Sole Source, Sections 1 and 2 and that the purchase of one Respirator Fit Tester Model 8040 is exempt from competitive bidding in accordance with Procurement Policy C-17, 3.4 Sole Source, Section 2;
3) Authorize the Purchasing Agent to sign a Purchase Order to Gardner Denver LLC, in the amount of $30,000 for a one-time purchase of the Turbotron Blower/Exhauster; and authorize the Purchasing Agent to sign a Purchase Order to TSI Inc, in the amount of $12,000 for a one-time purchase of the Respirator Fit Tester; and
4) Approve and authorize the Chair to sign a budget transfer allocating funds from CSA 10 Solid Waste contingency for the purchase of the Turbotron Blower/Exhauster and increasing operating transfers in from the El Dorado County Sheriff’s Office to CSA 10 Hazardous Waste for the purchase of the Respirator Fit Tester. (4/5 vote required)
FUNDING: CSA 10 Liquid Waste (71%), CSA 10 Solid Waste (5%), Federal Homeland Security Grant (24%).
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DISCUSSION / BACKGROUND
Turbotron Blower/Exhauster
Environmental Management’s Union Mine Landfill requires a multi-stage centrifugal blower to enable landfill gas collection and destruction for the successful operation of its emission controls at the Union Mine landfill. The landfill gas collection system for the Union Mine Landfill includes a Gardner Denver blower that was installed in 1998. A blower/exhauster is an essential component that extracts landfill gas from the Class III and Class II Landfill Units and discharges the gas to a flare unit where it is safely destroyed. This process prevents methane and other greenhouse gases from discharging from the landfill surface. The blower runs 24-hours per day, 7-days per week and is an essential component. The landfill gas contains abrasive attributes which, over time, wear down the equipment and as such, this blower has been rebuilt multiple times.
On May 3, 2023, County Staff found the blower making unusual noises and not functioning properly. Consequently, the blower was shut down and the backup blower was brought online. The defective unit was removed and sent to Industrial Electric for diagnosis and possible repair, based on the vendors findings they stated that it would be cost prohibitive to repair this unit and a new replacement unit would be the recommended course of action.
Currently the land fill gas collection system is operating on the backup blower, failure of this system would result in hazardous gas emanating from the Landfill surface which would be harmful to the Environment and the residents of El Dorado County. The County, as a result, would not be in compliance with: AQMD permits 10-1400 and 10-625, State Air Board regulations Title 17-95463 (2)(A)(B), 95464(b)(1)(A)(B)(C), (c), 95465(a)(1)(2), and 95470(1)(A)(B)(K)(1). Daily penalties can be assessed for each offense.
The Procurement of this Turbotron Blower from Gardner Denver qualifies as an exemptive purchase from Competitive Bidding pursuant to Purchasing Policy C-17 3.4 Section 1 and 2. Section one states that “Competitive bidding would not be in the public’s interest because of an emergency as defined in Section 2.9 Emergency Purchases.” Section 2.9 delineates that an “Emergency Purchase is defined as an unexpected and pressing situation which requires swift and immediate procurement action precluding regular procurement policy and is essential to public life, health, safety, or improved property of the County.” As outlined above, without immediate procurement of the required component, the Landfill will emit dangerous greenhouse gases which will present a danger to the Environment and to the Community. Policy 3.4, Section 2 offers another applicable exemption for Sole Source purchases when “only one vendor is capable of providing the required item or service because…(a) a technological, specialized, unique character of the good (b) competition is precluded because of….secret processes or similar circumstances and no equivalent good is available (C) procurement is for parts or component for equipment and obtaining this item from another supplier could compromise the safety or reliability of the product OR void or invalidate a manufacturer’s warranty or guarantee.” Policy C-17 3.4 Section 2, subsections (d)-(f) also specifically apply to these circumstances.
Environmental Management seeks the Board’s approval to add the Gardner Denver Blower as a Fixed Asset to their 2023-24 Fiscal Year Budget, to obtain this item from Gardner Denver LLC as a sole source and Emergency Purchase exemption from Competitive process, and approval of the requisite Budget transfer. While Environmental Management had an approved budget allocation in Professional Services for Flare repair, we had not anticipated the necessity of a replacement and addition of a Fixed Asset. The budget transfer will move the required funds from Contingency funds to secure the fixed asset Blower.
Respirator Fit Tester Model 8040
Environmental Management’s Hazardous Materials Division sought approval for the purchase of a Respirator Fit Tester Model 8040 through the Homeland Security Grant administered by the El Dorado County Sheriff’s Department. This item is in our approved 2023-24 budget with $10,000 of the funding to be provided by the Homeland Security Grant via the El Dorado County Sheriff’s Office. The total cost for the item is $11,611.90, with the $1,611.90 remainder budgeted in Environmental Management’s Hazardous Waste budget.
The Procurement of this Respirator Fit Tester Model 8040 from TSI Inc. qualifies as an exemptive purchase from Competitive Bidding pursuant to Purchasing Policy C-17 3.4 Section 2. This item is one of which distribution is controlled by the US. Government and only approved Distributers may sell this equipment. Of these Distributers, TSI Inc. was the only choice which had the Product which would most sufficiently meet the Department’s needs for the safety of Staff and the public in testing equipment. Policy 3.4, Section 2 states when “only one vendor is capable of providing the required item or service because…(a) a technological, specialized, unique character of the good (b) competition is precluded because of…. secret processes or similar circumstances and no equivalent good is available.” After extensive research this was determined to be the only approved Distributor who provided the equipment which met Department needs.
This piece of equipment may only be utilized by Trained and qualified Environmental Management staff within the Hazardous Materials Division and therefore should be maintained on Environmental Management’s Fixed Asset List.
ALTERNATIVES
1) Denial of this request, in any part, will result in Environmental Management needing to complete a competitive process to determine if any other component may be adequate for a Gardner Denver LLC Unit and lengthy inspections and analysis will need to be performed. This will result in additional exorbitant costs and time and likely failure of the Blower amidst this effort with potentially hazardous, as well as expensive, ramifications.
2) Denial of this request will result in the inability to procure specialized equipment which has been pre-approved for purchase via a Homeland Security Grant and subsequently will deny the benefit of this equipment to the Hazardous Materials Division and the Community they serve. Environmental Management would continue to use third party resources at an approximate annual cost of $1,500.
PRIOR BOARD ACTION
See Discussion/Background above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
El Dorado County Sheriff’s Office
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The Respirator Fit Tester Model 8040, in the total amount of $12,000, is being purchased with Homeland Security Grant funds, administered by the El Dorado County Sheriff’s Office, with the remainder to be paid as budgeted in Environmental Management’s FY 2023-24 Hazardous Waste Budget (CSA #10). CSA #10 Solid Waste has funds available in contingency to allow for the purchase of the Turbotron Blower. The Turbotron Blower/Exhauster will be funded with Environmental Management 3810100 Liquid Waste funds. $60,000 was budgeted for potential repairs to the existing Blower and electrical flares, but the replacement was not anticipated. The budget transfer will move the funds from Contingency to Fixed Asset. There is no change to Net County Cost as a result of this item.
CLERK OF THE BOARD FOLLOW UP ACTIONS
The Clerk of the Board will obtain the Chair's signature on the original budget transfer and will forward the budget transfer to the Auditor-Controller for processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Jeffrey Warren, Director
Environmental Management Department