Title
Department of Transportation, Maintenance and Operations Division, recommending the Board:
1) Find that the purchase of two (2) graders are exempt from competitive bidding in accordance with County Procurement Policy C-17 Section 3.4.4 due to the use of a competitively bid contract for the purchase;
2) Authorize the Purchasing Agent to utilize the Sourcewell competitively-bid Contract 011723-JDC for the acquisition of two (2) graders; and
3) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Pape Machinery of Sacramento, CA in the amount of $954,711.60 plus applicable delivery, taxes, and fees (estimated at $69,237.60) for a one-time purchase of two (2) graders.
FUNDING: Transient Occupancy Tax - Measure S (100%).
Body
DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation) is requesting authorization to purchase two (2) John Deere Graders. Transportation suggested during the Citizen's Oversight Committee on October 23, 2024, to replace two (2) graders during Fiscal Year 2025-26, utilizing Transient Occupancy Tax - Measure S funds. All five committee members present, agreed with Transportations' suggestion. It is recognized that the purchase of the two (2) graders are replacements for existing pieces of equipment; however, without the use of Measure S funds the Department would be unable to purchase replacements. The graders are at end of life and upon eminent failure, the County would be forced to reduce level of service. Therefore, purchasing the graders secures the existing level of service, and upon receipt, will provide more reliable, effective, and efficient snow removal.
The County Procurement Policy C-17, Section 3.4.4, describes exceptions that may be made to the competitive bidding process. The purchase of the graders falls under 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 011723-JDC with Pape Machinery of West Sacramento, California.
ALTERNATIVES
The Board could choose not to approve the purchase of two (2) graders that are included on the FY 2025-26 Fixed Asset list; however this would leave Transportation with outdated equipment for snow removal operations.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within the Department of Transportation, Maintenance and Operations Division FY 2025-26 Fixed Asset Recommended Budget for the purchase of two (2) graders.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation