Title
Department of Transportation recommending the Board:
1) Make findings that the purchase of one (1) replacement loader is exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.16, Section D;
2) Authorize the Purchasing Agent to utilize the National Joint Powers Alliance (NJPA) competitively bid Contract 032515-JDC for the acquisition of one (1) loader for the Department of Transportation, Maintenance and Operations Division;
3) Authorize the Purchasing Agent to sign a purchase order to the awarded NJPA vendor, Pape Machinery of West Sacramento, CA. in the amount of $162,950.00 plus applicable delivery, fees and taxes (estimated at $32,379.07) for a one time purchase for one (1) loader following Board approval;
4) Make findings that the purchase of one (1) Hook Lift Mounted Norstar Chemical Injection Sprayer (herbicide injection sprayer) and one (1) Carlson CP100 II Asphalt Paver are exempt from competitive bidding in accordance with Purchase Ordinance 3.12.16, Section B and C;
5) Authorize the Purchasing Agent to sign a purchase order with Norstar Industries of Auburn, WA in the amount of $99,932.00 plus applicable delivery, fees and taxes (estimated at $7,245.07) for a one time purchase for a herbicide injection sprayer following Board approval; and
6) Authorize the Purchasing Agent to sign a purchase order with Herrmann Equipment, Inc. of Roseville, CA. in the amount of $232,126.25 plus applicable delivery, fees and taxes (estimated at $16,829.16) for a one time purchase for a Carlson CP100 II Asphalt Paver following Board approval.
FUNDING: SB1 and Road Fund.
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DISCUSSION / BACKGROUND
At the request of the Department of Transportation (Transportation), Maintenance and Operations Division, it is necessary to purchase one (1) loader, one (1) Hook Lift Mounted Norstar Chemical Injection Sprayer (herbicide tank) , and one (1) Carlson CP100 II Asphalt Paver (paver). These pieces of heavy equipment are replacing existing equipment that is dated and will soon no longer meet Air Resource Board regulations. All equipment is currently on the Board-approved Fixed Asset List for fiscal year 2019-20.
The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of the loader fixed asset 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 Department is able to utilize the National Joint Powers Alliance (NJPA) competitively-bid Contract 032515-JDC with Pape Machinery of West Sacramento, CA for the purchase of one (1) loader.
The purchase of the herbicide tank and paver are sole-source requests. They fall under (B) and (C) of the section, since the "unique nature of the property or services required precludes competitive bidding" and "Competitive bidding would produce no economic benefit to the County." Norstar Industries, Inc. is the manufacturer and sole distributor in the US for Norstar Chemical Injection Sprayers. Similarly, Herrmann Equipment, Inc. is the sole authorized distributor of the Carlson CP-line commercial class asphalt pavers for the State of California.
ALTERNATIVES
The Board may elect to not approve the purchase of the fixed assets as proposed, although this would leave Transportation with inadequate equipment to efficiently perform road maintenance and other necessary functions within the County.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel approved the NJPA contract.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding is available within the Department of Transportation's budget totaling $495,008.25 plus applicable delivery, fees and taxes estimated at $56,453.30.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure, Public Safety
CONTACT
Rafael Martinez, Director
Department of Transportation