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File #: 20-0612    Version: 1
Type: Agenda Item Status: Approved
File created: 4/24/2020 In control: Board of Supervisors
On agenda: 5/12/2020 Final action: 5/12/2020
Title: Chief Administrative Office, Parks Division, recommending the Board: 1) Approve the addition of (1) Septic Pumper Tank fixed asset to the Board-approved fixed asset list; 2) Authorize the attached budget transfer in the amount of $15,500; 3) Make findings in accordance with Section 3.12.160. of the El Dorado County Ordinance Code exempting the competitive bidding process due to the unique nature of the property or services required precludes competitive bidding; 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.
Attachments: 1. A - Budget Trans for Pumper Tank, 2. B - Noncompetitive Bid Justification Form Crescent Tank, 3. Executed Budget Transfer
Related files: 20-0243, 19-1494, 19-1092, 14-1291, 12-1031, 20-0941

Title

Chief Administrative Office, Parks Division, recommending the Board:

1) Approve the addition of (1) Septic Pumper Tank fixed asset to the Board-approved fixed asset list;

2) Authorize the attached budget transfer in the amount of $15,500;

3) Make findings in accordance with Section 3.12.160. of the El Dorado County Ordinance Code exempting the competitive bidding process due to the unique nature of the property or services required precludes competitive bidding;

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 were originally budgeted under maintenance equipment, not fixed assets. If approved, the attached budget transfer would reduce the appropriations in the Parks budget for maintenance equipment 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.

 

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

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

Procurement and Contracts, Auditor’s Office

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

No impact to the General Fund. These appropriations were already budgeted for Fiscal Year 19/20. The attached budget transfer will move the appropriations from services and supplies to fixed assets.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

Provide copies of the signed budget transfer to Vickie Sanders.

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Creighton Avila, Deputy Chief Administrative Officer

Vickie Sanders, Parks Manager