Title
Department of Child Support Services in coordination with CAO Facilities division recommending the Board:
1) Approve and authorize a budget amendment to increase the Department revenue and appropriations budget by $75,000 for Fiscal Year 2019-2020, due to an increase in allocation from the Department of Child Support Services (DCSS), for the purchase and installation of a generator;
2) Approve the addition of a generator at a cost not to exceed $21,000 to the Department's FY 2019-20 Fixed Asset list; and
3) Direct the Department and Facilities to return to the Board with recommended amendments to the building lease to accommodate installation of the generator. (4/5 vote required)
FUNDING: State and Federal funding resulting from an increased allocation by State DCSS, provided with re-allocation funds.
Body
DISCUSSION / BACKGROUND
Pacific Gas & Electric (PG&E), the electrical power provider for the County’s west slope, implemented its “Public Safety Power Shutoff” policy in 2019. This policy provides for de-energization of PG&E’s service areas when gusty winds and dry conditions combine with a high fire risk. In 2019, El Dorado County experienced four multiple-day power shut-offs, some of which affected more than 50,000 customers within the county.
The Department of Child Support Services has calculated that the power outages last October alone cost the department $29,191 in salaries. In addition, there was also the loss of the services to the public because the office had to close.
In an effort to prevent a repeat of last year’s office closures, the Department has requested, and State DCSS has approved, an increase in the allocation to the local program in the amount not to exceed $75,000 to purchase and install a generator. Having this generator in place will not only allow child support services staff to continue serving the public during a power shut off, the non-secure space in the child support office would be made available to other county agency staff allowing those agencies to continue working.
The Department has leased at its current location, 3883 Ponderosa Rd, Shingle Springs, since 2012. To accommodate the installation of the above-mentioned generator, as well as other tenant improvements to the building, an amendment to the current lease is required, which will be presented to the Board after approval is received from County Counsel and Procurement and Contracts. The department has been working with the Facilities Division to coordinate with the Lessor to make arrangements for the generator installation as well as other building improvements.
The Department will purchase the generator and the lessor has agreed to pay for the installation and other tenant improvements, at a cost not to exceed $41,500. The Department will reimburse the Lessor as each improvement is completed and invoiced. The details of this reimbursement will be included in the aforementioned lease amendment.
Facilities will arrange with sub-contractor to install propane tank at a cost not to exceed $12,500.
This request is being submitted to the Board prior to the lease amendment due to the high demand for generators, creating a 6-8 week lead time in receiving the generator once the order has been placed. In order to have the fixed asset paid for and installed by the end of the current fiscal year, it is imperative to place the order as soon as possible. Procurement and Contracts is ready to generate the purchase order once approval is received and the budget transfer has been posted.
ALTERNATIVES
The Child Support Office in Shingles Springs will have to close during future power shut-offs.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
CAO’s Office, Procurement and Contracts, Facilities, Auditor’s Office, County Counsel
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There would be no impact to the County General Fund. All money to purchase the generator, including installation costs, would be paid with the re-allocation funds provided by State DCSS.
CLERK OF THE BOARD FOLLOW UP ACTIONS
The Budget Transfer Request for this fixed asset must be approved and signed by the Board Chair, to the CAO’s office.
STRATEGIC PLAN COMPONENT
Good Governance. Maintaining governmental operations and services during an extended outage supports the public and demonstrates good stewardship of our public resources.
CONTACT
Ron Ladage, ext. 7375