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File #: 21-1029    Version: 1
Type: Agenda Item Status: Approved
File created: 6/11/2021 In control: Board of Supervisors
On agenda: 6/29/2021 Final action: 6/29/2021
Title: Chief Administrative Office, Procurement and Contracts Division on behalf of Facilities Division, recommending the Board approve the following: 1) Authorize the Fixed Asset addition of one (1) Caterpillar XQ570 Tier 4F Diesel Powered Generator Set for the Chief Administrative Office, Facilities Division to the FY 2021-22 budget; 2) Waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, exemptions from competitive process, Section D; 3) Authorize the Purchasing Agent to utilize Sourcewell competitively bid contract 120617-CAT for the acquisition of one (1) Caterpillar XQ570 Tier 4F Diesel Powered Generator Set for use as a backup power source at the Placerville Library; and 4) Authorize the Purchasing Agent to issue a purchase order in the amount of $294,795.00 plus applicable taxes and fees for the purchase of one (1) Caterpillar XQ570 Tier 4F Diesel Powered Generator Set for use as a backup power source at the Placerville Library. FUNDING: Accumulated Capita...
Attachments: 1. A - Sourcewell contract and County Counsel Approval, 2. B - Contract Quote, 3. C - CMA

Title

Chief Administrative Office, Procurement and Contracts Division on behalf of Facilities Division, recommending the Board approve the following:

1) Authorize the Fixed Asset addition of one (1) Caterpillar XQ570 Tier 4F Diesel Powered Generator Set for the Chief Administrative Office, Facilities Division to the FY 2021-22 budget;

2) Waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, exemptions from competitive process, Section D;

3) Authorize the Purchasing Agent to utilize Sourcewell competitively bid contract 120617-CAT for the acquisition of one (1) Caterpillar XQ570 Tier 4F Diesel Powered Generator Set for use as a backup power source at the Placerville Library; and

4) Authorize the Purchasing Agent to issue a purchase order in the amount of $294,795.00 plus applicable taxes and fees for the purchase of one (1) Caterpillar XQ570 Tier 4F Diesel Powered Generator Set for use as a backup power source at the Placerville Library.

 

FUNDING: Accumulated Capital Outlay Fund.

Body

DISCUSSION / BACKGROUND

The PG&E Public Safety Power Shutoff events (PSPS) have emphasized the need for the County to install generators at many of its locations.  With the County experiencing several PSPS events in 2019 and again in 2020, time is of the essence to lessen these negative impacts to County operations. 

Placing this generator primarily at the Placerville Library will allow services to be available during PSPS events as this location is also utilized as a public safety cooling and warming center.  Since this generator is also mobile, it will serve a secondary role as a backup generator for locations such as the Placerville Jail, Public Safety Facility, and the Psychiatric Health Facility, among others. 

The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of the generator falls under (D) of this section, which requires that the item may be procured from a vendor that has a contract with another public agency; that the contract was awarded utilizing a competitive bidding process substantially the same as the County's; and that the item and terms of the transaction are the same, or substantially the same. For this purchase, the Division is able to utilize the Sourcewell competitively-bid Contract #120617-CAT with Holt of California for the purchase of the Caterpillar XQ570 Tier 4F Diesel Powered Generator Set.

This generator was included in "fixed assets/building improvements" in the FY 2021-22 Recommended budget.  Normally generators are a permanent fixture to the building and add value which is why they are typically categorized as a fixed asset/building improvement.  However, because this generator is mobile, the generator will actually be a "fixed asset/piece of equipment" and therefore must be approved by the Board as a specific fixed asset for purchase in FY 2021-22. 

ALTERNATIVES

If the Board does not approve the agenda item, the Facilities Division will not be able to purchase the generator and the Library would not be able to be used as a cooling/warming center for public use, nor would the building which also houses EMS and Stores/Mail have power during a power outage.

 

PRIOR BOARD ACTION

N/A

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

Procurement and Contracts issued the comparative market analysis against Sourcewell Contract #120617-CAT and County Counsel has approved this agreement.

 

CAO RECOMMENDATION / COMMENTS]

Approve as recommended.

 

FINANCIAL IMPACT

Funding is included in the FY 2021-22 Accumulated Capital Outlay (ACO) budget within the fixed asset/building improvement line item. Because the budget is controlled at the fixed asset class level, not budget transfer is necessary.  There is no change to Net County Cost

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

N/A

 

STRATEGIC PLAN COMPONENT

Public Safety / Infrastructure

 

CONTACT

Michele Weimer, Procurement and Contracts Manager

 

Russ Fackrell, Facilities Division Manager