Title
Department of Transportation recommending the Board approve and authorize the Chair to sign the Third Amendment to Agreement for Services 547 with California Compaction Equipment, Inc. for equipment rental, increasing the not-to-exceed amount by $50,000 for a total not-to-exceed amount of $179,000, with no change to the term or Scope of Work of the Agreement.
FUNDING: Local Discretionary Funds (Local), Road Funds (State), Road Repair and Accountability Act (SB1-State) and CSA 3 Snow Removal (Local).
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DISCUSSION / BACKGROUND
Department of Transportation (Transportation), Maintenance and Operations Division, rents equipment when it is more cost effective to rent than it would be to own the equipment, such as loaders that are used for snow removal during winter months.
In September 2017, at the request of Transportation, the Procurement and Contracts Unit of the Chief Administrative Office (CAO) issued a Request for Proposal (RFP) for short-term equipment rental. Proposals were received from five (5) companies but all were deemed non-responsive and the RFP was cancelled. After discussion with the Purchasing Agent, Transportation decided to issue multiple on-call agreements with established companies that offer a selection of inventory Transportation needs in the local area. In February 2020, a Second Amendment was processed to increase the not-to-exceed amount by $30,000 to cover remaining costs for Fiscal Year 2019-20.
California Compaction Equipment , Inc. is a local vendor who is able to provide the size loader that is needed for snow removal services. The Third Amendment is amending the not-to-exceed amount by $50,000 for a new total of $179,000 to cover the initial costs of winter rentals this coming season. There is no change to term or scope of work.
ALTERNATIVES
The Board could choose not to approve the Third Amendment. Transportation would be unable to continue to rent snow removal equipment and would be limited when performing snow removal services.
PRIOR BOARD ACTION
#20-0111, 2/25/20, Item #25
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel and Risk Management
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost associated with the proposed action. Sufficient appropriations are included in the current fiscal year and the Fiscal Year 2020-21 Recommended budget. The listed funding sources are all possibilities, however the only certain funding source that will be utilized is CSA 3 local funds for snow removal services in the South Lake Tahoe area during the winter season.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of the Amendment.
2) The Clerk of the Board will return one (1) fully-executed original of the Amendment to the CAO, Procurement and Contracts Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure, Public Safety
CONTACT
Rafael Martinez, Director
Department of Transportation