Title
Department of Transportation, Maintenance and Operations Division, recommending the Board:
1) Decrease the cost of two (2) sander attachments on the Fiscal Year 2024-25 Fixed Asset List from $95,000 to $85,000 each;
2) Increase the cost of two (2) plow attachments on the Fiscal Year 2024-25 Fixed Asset List from $30,000 to $40,000 each;
3) Find the purchase of two (2) plow attachments and two (2) sander attachments 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;
4) Authorize the Purchasing Agent to utilize the Sourcewell competitively-bid Contract 062222-AGI for the acquisition of two (2) plow attachments and two (2) sander attachments; and
5) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Enoven Truck Body and Equipment of West Sacramento, CA in the amount of $186,288 plus applicable delivery, taxes, and fees (estimated at $13,505.88) for a one-time purchase of two (2) plow attachments and two (2) sander attachments.
FUNDING: Road Fund (100%).
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DISCUSSION / BACKGROUND
Department of Transportation (Transportation) is requesting authorization to increase the budget price for two (2) plow attachments originally budgeted at $30,000 by $10,000 for a new total of $40,000 each and decreasing the budget price for two (2) sander attachments originally budgeted at $95,000 by $10,000 for a new total of $85,000. All four (4) items are currently listed on the Fiscal Year (FY) 2024-25 Fixed Asset List.
Two (2) plow attachments and two (2) sander attachments will be purchased utilizing Sourcewell competitively-bid Contract 062222-AGI. The County Procurement Policy C-17 Section 3.4.4, describes exceptions that may be made 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 terms of the transaction are the same or substantially the same. For this purpose, Transportation is able to utilize the Sourcewell competitively-bid Contract 062222-AGI for the purchase of two (2) plow attachments and two (2) sander attachments.
ALTERNATIVES
The Board could choose not to approve the purchase of two (2) plow attachments and two (2) sander attachments that are on the FY 2024-25 Fixed Asset list; however this would leave Transportation with the old, outdated equipment for winter 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 2024-25 Fixed Asset Adopted Budget for two (2) plow attachments and two (2) sander attachments.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation