Title
Department of Transportation, Maintenance and Operations Division, recommending the Board:
1) Approve the addition of one (1) rotary blower to the Fiscal Year 2023-24 Fixed Asset List totaling $830,000;
2) Approve and authorize the Chair to sign the budget amendment adjusting the budget for Fiscal Year 2023-2024 to allocate $830,000 for the purchase of one (1) rotary blower for snow removal;
3) Find the purchase of one (1) rotary blower is exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.160, Sections D, due to the use of Sourcewell competitively-bid Contract 062222-JAL; and
4) Authorize the Purchasing Agent to sign a purchase order to SnoQuip, Inc. in the amount of $747,935 plus applicable delivery, fees, and taxes (estimated at $77,820.29), for a one time purchase following Board approval (4/5 vote required).
FUNDING: Transient Occupancy Tax - Measure S.
Body
DISCUSSION / BACKGROUND
The Department of Transportation, Maintenance and Operations Division (Transportation) is requesting authorization to add one (1) rotary blower to the Fixed Asset list, allocate $830,000 to the Fiscal Year 2023-24 Adopted Budget, and purchase the rotary blower. The rotary blower will be assigned to the South Lake Tahoe Maintenance Yard and will be utilized in the Basin for snow removal purposes.
Transportation suggested during the Citizen's Oversight Committee on October 18, 2023, to add one (1) rotary blower to the Fiscal Year 2023-24 Fixed Asset List, utilizing Transient Occupancy Tax - Measure S funds, in order to generate a Purchase Order as soon as possible due to the lead time for production of approximately 660 days. All four committee members present, agreed with Transportations' suggestion and stated they would like to see a rotary blower purchased as soon as possible, especially with such a long build time.
The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of the rotary blower 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 these purchases, the Department is able to utilize Sourcewell competitively-bid Contract 062222-JAL with SnoQuip, Inc. of West Sacramento, California.
ALTERNATIVES
The Board could choose not to approve the additional fixed asset as proposed, although this would lengthen the procurement timeline for a new rotary blower for snow removal operations in the Basin.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Chief Administrative Office, Community Development Finance & Administration
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The proposed additional Fixed Assets are funded by Transient Occupancy Tax - Measure S funds. Revenue to cover the cost of the rotary blower will be transferred from the Transient Occupancy Tax - Measure S Special Revenue fund to fund the cost of the fixed asset when it is received. Currently there is $626,000 in the Measure S account. With an estimated $2m in revenue annually, there will be sufficient funding in the account at the time that the equipment has been produced and the purchase is payable. There is no General Fund Cost associated with this agenda item.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation