TO: Board of Supervisors
FROM: Brienna Jones for Oscar Ortiz, Sheriff - Coroner, Deputy Director of Emergency Services
REPORT BY: Gillian Gallagher, Staff Services Analyst I
SUBJECT: Portable X-Ray Budget Amendment and Capital Asset Revision
RECOMMENDATION
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Approve and authorize a revision of a capital asset for purchase of one Explosive Ordinance Device Portable X-Ray; a Budget Amendment; a waiver of competitive bidding requirements; and a sole source award to Novo Dr INC due to technical compatibility requirements. (Fiscal Impact $23,450 Expense; General Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
On February 25, 2025, the Board of Supervisors approved a Budget Amendment increasing appropriations in the Emergency Services Grants subdivision to participate in the FY2024 Homeland Security Grant Program (HSGP), accepting an award allocation of $188,460 and the establishment of a capital asset for one Explosive Ordinance Device (EOD) Portable X-Ray in the amount of $47,000.
The proposed expenditure plan for FY2024 HSGP was developed in consultation with the Approved Authority Body comprised of the Napa County Sheriff, the County Public Health Officer, the County Fire Chief, the City of Napa Fire Chief, and the City of Napa Police Chief. This plan included allocating funds for an EOD Portable X-Ray.
The Sheriff’s Office has worked with numerous vendors over the past year to obtain X-ray systems specifications, price comparisons, and assessed compatibility with current equipment. After thorough evaluation of available product, the Sheriff’s Office selected Novo Tactical III X-Ray System. This product was chosen based on its alignment with specific requirements and unique capabilities, its ease of integration into existing Sheriff’s Office hardware and software, and its potential for rapid deployment at prominent Napa County Events. The specific requirements and unique capabilities are outlined below:
-Rapid Deployment and Portability in Confined Spaces
-Advanced Material Discrimination and Threat Detection
-User-Friendly Interface and Rapid Image Analysis
-Specific Size and Interoperability
These specifications, input from subject matter experts and the lapse in time from the original Approved Authority Body proposed expenditures in 2024 has resulted in an unanticipated increase in costs from $47,000 to $70,450. Sheriff’s operating budget has $23,450 available in Law Enforcement Supplies expense and is seeking approval of a budget amendment to reduce appropriation in Operations subdivision and increase appropriations in Emergency Services Grants subdivision Capital Assets. OES is requesting the authorization for a waiver of competitive bidding requirements, as outlined in the County Purchasing policy, and award a sole source to Novo Dr. INC to limit the possibility of further cost increases, expedite the purchase to align with the grant operational period and meet the specific requirements and unique capabilities of the Sheriff’s Office.
Requested Actions:
1. Approve a revision of an approved capital asset increasing the cost of one EOD Portable X-ray by $23,450 for a new total of $70,450.
2. Approve a Budget Amendment increasing appropriations in Emergency Services Grants 1380005 Equipment Expense 55400 by $23,450 offset by a commensurate decrease in Sheriff’s Operating 1360000 Law Enforcement Supplies 53620. (4/5 Vote Required)
3. Approve a waiver of competitive bidding requirements and sole source award to Novo Dr INC for the purchase of one EOD Portable X-Ray for the Sheriff’s Office, due to technical compatibility requirements.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Sheriffs Operating Budget (1360000 - 53620) and Office of Emergency Services Grant Budget (1380005 - 55400) |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
If the board does not approve, other grant considerations will need to be made and met with the approval body for HSGP |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Future fiscal impact will be budgeted accordingly. |
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Consequences if not approved: |
If not approved, Office of Emergency Services would need to consult the approval body to initiate reallocation of expenses to an alternate project that aligns with the National Priority areas and request approval from FEMA which would delay other grant activities related to FY24. |
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ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.