Title
Procurement and Contracts, a division of the Chief Administrative Office, on behalf of Department of Transportation, recommending the Board:
1) Award Bid 2025-0160 for the purchase of grader and truck chains, hooks and fasteners to the lowest responsive bidder, Titan Chain & Supply, LLC of Beaverton, OR;
2) Authorize the Purchasing Agent to issue a purchase contract in the amount of $150,000 ($50,000/year) for a 36-month term following Board approval; and
3) Authorize the Purchasing Agent to increase the purchase contract on an as-needed basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: Road Fund (100%).
...Body
DISCUSSION / BACKGROUND
At the request of the Maintenance and Operations Division of the Department of Transportation (DOT), Procurement and Contracts issued invitation to bid 2025-0160 for grader and truck chains, hooks and fasteners. Securing the best pricing for grader and truck chains, hooks and fasteners for the plowing of roads on the East and West Slopes of El Dorado County.
The invitation to bid was published on the County's eProcurement system, PlanetBids. Five vendor notification emails were sent to vendors registered on PlanetBids under automotive accessories for automobiles, buses, trailers, trucks, etc. No local vendors were on the list. Three qualified responses were received.
ALTERNATIVES
The competitive bid process is designed to provide the County with the best pricing for grader and truck chains, hooks and fasteners. The Board may choose not to award the bid and authorize the purchase contract, however that would leave DOT without a contract for necessary purchases during winter operations.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts conducted the formal bid process at the request of DOT, Maintenance and Operations Division.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within DOT's budget and will be included in future budget years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director, Department of Transportation
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent