To: Board of Supervisors
From: Sheriff
Agenda Section: Consent
Vote Requirement: 4/5th
SUBJECT:
title
Awarding of Request for Proposal (RFP) No. SHF-22-001, Humboldt County Sheriff’s Patrol Boat and Trailer, for the Humboldt County Sheriff’s Office to NW Bend Boats LLC, dba North River Boats (4/5 Vote Required)
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Receive and file the RFP Vendor Response Scoring Document (Attachment 1) and bid proposals submitted for RFP No. SHF-22-001, Sheriff’s Patrol Boat and Trailer (Attachments #2 and 3);
2. Award the RFP No. SHF-22-001, Sheriff’s Patrol Boat and Trailer build project to North River Boats;
3. Authorize the Humboldt County Sheriff’s Office (HCSO) to contract with North River Boats for the provision of the Sheriff’s Patrol Boat and Trailer using a county standard agreement and authorize the Humboldt County Purchasing Agent to execute the negotiated agreement with North River Boats pending approval of the agreement by County Counsel, Risk, and the CAO’s Office; and
4. Authorize the Sheriff, Undersheriff, or Deputy Director of Sheriff’s Financial and Support Services to execute any future amendments or extensions of the agreement with North River Boats pending approval by County Counsel, Risk, and the CAO’s Office.
Body
SOURCE OF FUNDING:
• DHS Port Security Grant Award = $236,250 (1100-221901)
• Matching funds for grant award = $78,750 (HSCO’s State Asset Forfeiture fund 3642)
• In the event that we are not able to receive additional funding opportunities from either the McLean Foundation or the Humboldt Area Foundation, the remaining funds would come from the HSCO’s State Asset Forfeiture fund (3642) = $132,000
DISCUSSION:
North Area Operations, Special Services Division of the Sheriff’s office has graded/weighted the received RFP responses and selected North River Boats for the delivery of the Chemical, Biological, Radiological, Nuclear, and high yield Explosive (CBRNE) equipped patrol boat and trailer.
Time is of the essence to award the agreement to North River Boats as market conditions, product availability, and supply chain issues could impact the build, making it difficult to take delivery by August 31, 2024, the end of the grant fund performance period.
FINANCIAL IMPACT:
|
Expenditures (Fund, Budget Unit) |
FY22-23 Adopted |
FY23-24 Projected |
FY24-25 Projected |
|
Budgeted Expenses |
$315,000 |
$447,000.00 |
0 |
|
Additional Appropriation Requested |
0 |
0 |
0 |
|
Total Expenditures |
0 |
0 |
0 |
|
Funding Sources (Fund, Budget Unit) |
FY22-23 Adopted |
FY23-24 Projected* |
FY24-25 Projected* |
|
General Fund |
0 |
0 |
0 |
|
State/Federal Funds |
$236,250.00 |
$236,250.00 |
0 |
|
Fees/Other |
$ 78,750.00 |
$210,750.00 |
0 |
|
Use of Fund Balance |
0 |
0 |
0 |
|
Contingencies |
0 |
0 |
0 |
|
Total Funding Sources |
0 |
0 |
0 |
*Projected amounts are estimates and are subject to change.
Narrative Explanation of Financial Impact:
Secured funds of $315,000 was budgeted in FY 2022-23 budget unit 1100-221901 being made up of the DHS Port Security Award of $236,250.00 with a match of $78,750.00 coming from the HSCO’s State Asset Forfeiture fund (3642). This revenue is specific to the purpose of purchasing the CBRNE equipped patrol boat and trailer. Revenue will be granted through the grant performance period ending August 31, 2024.
Due to supply chain issues, an increased economic price index, and decreased product availability, there is a pricing increase realized over time (3 years) between receiving the grant award, generating the RFP, receiving responses, selection of a vendor, and the building/receipt of equipment. This increase is approximately $132,000. The Sheriff’s Business office is reaching out to local foundations for additional funding opportunities to help defray the increased cost. Any difference not realized from the additional funding opportunities will be made up through the HSCO’s State Asset Forfeiture Trust Fund (3642) which has a current available balance of $1,210,697. Since delivery and full payment of the boat will not happen during FY 2022-23, a supplemental budget is not needed at this time. The full amount of the grant and asset forfeiture funds or foundation funds will be budgeted in FY 2023-24 as part of the regular budget process.
The selected vendor quote is secured with an all-inclusive price for the equipment as outlined in the detailed bid specifications if an acceptance is received to North River Boats within 45-days of receipt of response (received 12/09/2022, acceptance due to vendor by 01/23/2023).
In addition, a performance bond has been requested upon signed agreement with North River Boats for the full contract amount securing costs and delivery of equipment by the grant performance period.
Acceptance of this recommendation will have no impact on the County’s General Fund.
STAFFING IMPACT:
Narrative Explanation of Staffing Impact:
N/A
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework priority of seeking outside funding sources to benefit Humboldt County needs.
OTHER AGENCY INVOLVEMENT:
N/A
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board could deny the request to accept the proposal from North River Boats for the provision of the Sheriff’s Patrol Boat and Trailer however, the grant funds are specific to the purpose of purchasing this equipment. Not only would we forfeit these established funds, which could have an impact on future funding opportunities, but it will also reduce the HCSO’s ability to respond to on and near waterway accessed locations for emergencies and emergent threats. It will lesson patrol capabilities to conduct research, rescue, and recovery efforts.
ATTACHMENTS:
1. RFP Vendor Response Scoring Document
2. North River Boats Response Dated 12-07-2022
3. Moose Boats RFP Response Dated 11-21-2022
PREVIOUS ACTION/REFERRAL:
Board Order No.: D-19
Meeting of: 08/16/2022
File No.: 22-967