Title
Sheriff’s Office recommending the Board approve and authorize:
1) The designation of Contract 2896 with Ecolab Inc as a perpetual lease; and
2) Continuation of perpetual lease Contract 2896 with Ecolab Inc, from April 1, 2019 through March 31, 2020, set with a not to exceed amount of $2,400 for rental of two commercial dishwashers utilized in the South Lake Tahoe Jail.
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
On February 3, 2016, the Purchasing Agent signed a lease agreement and established a Blanket Purchase Order (BPO) for rental of two commercial dishwashers for the Sheriff’s South Lake Tahoe Jail for a one-year term ending in February 2017.
Contract # 2420 and a corresponding BPO were put in place for renewal of the term from 4/1/17 to 3/31/18.
Contract # 2896 was signed in April 2018 extending the term for another year starting from April 1, 2018 to March 31, 2019.
The same lease agreement has been renewed since 2016 as a new one-year contract which has required redundant routing through County Counsel, Risk Management, and Human Resources each term. The language in the rental agreement states that the agreement will continue for each term (1 year) and will terminate at the end of such term, unless otherwise renewed on a month-to-month basis thereafter, or unless either party provides the other with 60 days written notice prior to the end of the Initial Term or the then-current Renewal Term. Ecolab has indicated that if required to generate a new lease agreement each year, the Sheriff's Office would see an increase in the rate to reflect current lease rates. The rental rate for each dishwasher has remained the same since 2016 at $89.95 per month plus tax for each of the two machines.
Since the term of the Ecolab contract is ongoing on a month-to-month basis with no stated end date, it is, therefore, appropriate that the lease agreement be deemed perpetual for the purpose of renewal.
Per Board Policy C-17 which requires departments to obtain authorization from the Board of Supervisors to utilize any contract that does not have a stated contract term on an annual basis, the Sheriff’s Office is requesting that this one-year Contract #2896 with Ecolab Inc. become a perpetual contract which will be brought back annually for authorization to renew and increase compensation as needed.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
This action is the first time this contract is being brought before the Board for establishment as a perpetual contract. Prior contracts were approved by the Purchasing Agent.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel approved this action, requesting that this be brought before the Board for approval of a month-to-month perpetual agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
No Change to Net County Cost. The expenses are budgeted in the Sheriff’s annual operating budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Undersheriff Randy Peshon