REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  February  6, 2018
CATEGORY:  Consent - Law and Justice-11.

SUBJECT:

Award the Purchase of a new Boat and Trailer for the Sheriff’s Office Boating Safety Division and approve a budget amendment.

Supervisorial District No. :  All

DEPARTMENT CONTACT:  Rob Sandbloom, Sergeant (530) 245-6075

STAFF REPORT APPROVED BY:  Tom Bosenko, Sheriff-Coroner

RECOMMENDATION

Take the following actions:  (1) Award the bid to and authorize the purchase of a new boat and trailer from Rogue Jet Boatworks for the total purchase price of $79,955 (including sales tax and delivery); (2) authorize the Sheriff or his designee to sign amendments to the existing grant agreement, or other documents as may be required by the California Department of Parks and Recreation Division of Boating and Waterways, that do not increase the grant award and facilitate expenditure of the balance of the grant award for replacement of a boat engine in an existing boat in the fleet; and (3) approve a budget amendment in the Sheriff’s Office Boating Safety Unit Fiscal Year 2017-18 budget increasing revenues and appropriations in the amount of $100,000.

SUMMARY

N\A

DISCUSSION

On September 19, 2017 the Board of Supervisors accepted a grant from the California Department of Parks and Recreation, Division of Boating and Waterways in the amount of $100,000 to purchase a new boat and trailer.  The Board also authorized the Shasta County Purchasing Division to issue a Request for bid and/or other appropriate competitive procurement process for a new boat and trailer.  The procurement procedure has been completed, nine (9) letters of bid invitations were sent as well as posting the bid on Shasta County Purchasing Competitive Procurement website.  It is recommended that the Board award the purchase of a new boat and trailer to Rogue Jet Boatworks in the amount of $79,955 which is substantially less than the grant award.

Underspending the grant by more than 5% may result in a penalty to Shasta County in a future grant submission for equipment replacement. As such, Sheriff staff are currently working with The Department of Boating and Waterways on a mechanism to utilize the balance of the grant award, in an amount of $20,045, to be used for replacement of one engine in an existing boat owned by the State and utilized by the Shasta County Sheriff’s Boating Safety Unit rather than negotiating additional equipment on the new boat. Replacement of the engine in the existing boat will extend its useful life by an estimated 8 to 10 years and mitigate potential negative impacts from underspending the grant award.

ALTERNATIVES

The Board may choose not to accept this bid, may request additional information from staff, and/or may require the Sheriff underspend the award.

OTHER AGENCY INVOLVEMENT

The Shasta County Purchasing Department has completed the procurement process in conjunction with Sheriff Staff and in accordance with county and grant procurement requirements. The County Administrative Office has reviewed the recommendation.

FINANCING

The cost of this new patrol boat and trailer will be borne by the State Department of Boating and Waterways.  On completion of the purchase, inspection, and testing of the replacement boat, and the repaired boat, the State Department of Boating and Waterways will reimburse the Sheriff’s Office all costs related to the replacement boat as it is substantially less than the grant amount of $100,000.

With Board approval, Sheriff staff will work with the State Department of Boating and Waterways to allow for expenditure of up to the balance of the grant award for the purchase and installation of a new engine for an existing state owned boat within the Sheriff’s BSU fleet, substantially extending the life of the boat and reducing the likelihood of a penalty being imposed during the next equipment grant process.