Title
Department of Transportation recommending the Board:
1) Revise the Fiscal Year 2022/23 Fixed Asset list to reflect the new budgeted amounts for the following fixed asset items:
a) Decrease one (1) vactor truck from $660,000 to $613,000 for a decrease of $47,000;
b) Increase two (2) IT loaders from $195,000 to $209,000 for an increase of $14,000 each;
c) Increase two (2) plows from $25,000 to $29,000 for an increase of $4,000 each;
d) Decrease one (1) mechanic service truck from $180,000 to $175,000 for a for a decrease of $5,000;
e) Increase eight (8) portable lifts from $14,500 to $15,125 for an increase of $625 each;
f) Decrease one (1) snow blower from $250,000 to $245,000 for a decrease of $5,000; and
g) Increase one (1) motor grader from $400,000 to $416,000 for an increase of 16,000.
2) Find that the purchase of one (1) vactor truck, two (2) IT loaders,one (1) grader, eight (8) portable lifts, one (1) snow blower, one (1) animal removal truck, and one (1) mechanic service truck are exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.16, Section D;
3) Authorize the Purchasing Agent to utilize the Sourcewell competitively bid Contract 101221-SCA for the acquisition of one (1) vactor truck, Sourcewell competitively bid Contract 032119-CAT for the acquisition of two (2) IT loaders and one (1) grader, Sourcewell competitively bid Contract 013020-SKI for the acquisition of eight (8) portable lifts, and Sourcewell competitively bid Contract 080818-JAL for the acquisition of one (1) snow blower for the Department of Transportation, Maintenance and Operations Division;
4) Authorize the Purchasing Agent to utilize the competitively bid State Contract 1-22-23-20 for the acquisition of one (1) animal removal truck and one (1) mechanic service truck;
5) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Pape Machinery of Sacramento CA, in the amount of $367,088 plus applicable delivery, fees and taxes (estimated at $48,804.75) for a one-time purchase for one (1) motor grader following Board approval;
6) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Holt of California of Sacramento CA, in the amount of $379,349.74 plus applicable delivery, fees and taxes (estimated at $37,520) for a one-time purchase for two (2) IT loaders following Board approval;
7) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Steril-KONI of Stevensville MD, in the amount of $112,602.56 plus applicable delivery, fees and taxes (estimated at $15,089.77) for a one-time purchase for eight (8) portable lifts following Board approval;
8) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Nixon-Egli of Tracy, CA, in the amount of $518,663.98 plus applicable delivery, fees, surcharges and taxes (estimated at $80,094.73) for a one-time purchase for one (1) vactor truck following Board approval;
9) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, SnoQuip of Sacramento, CA, in the amount of $216,885 plus applicable delivery, fees, surcharges and taxes (estimated at $27,133.69) for a one-time purchase for one (1) snow blower following Board approval; and
10) Authorize the Purchasing Agent to sign a purchase order to the awarded State Contract vendor, Winner Chevrolet of Elk Grove, CA, in the amount of $244,963 plus applicable delivery, fees, surcharges and taxes (estimated at $18,261.39) for a one-time purchase for one (1) animal removal truck and one (1) mechanic service truck following Board approval.
FUNDING: Road Fund (13%), Tribe (44%), CMAQ/TRPA (12%) and Transit Occupancy Tax (31%).
Body
DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation), is requesting to purchase one (1) vactor truck, two (2) IT loaders,one (1) grader, eight (8) portable lifts, one (1) snow blower, one (1) animal removal truck, and one (1) mechanic service truck .These pieces of equipment are replacing existing equipment that is dated and no longer meets Transportation's needs. All of the equipment is currently on the Fixed Asset List for Fiscal Year (FY) 2022-23.
Transportation is also requesting the Fixed Asset list for Fiscal Year 2022/23 be updated to reflect the most current quoted rates for the following pieces of equipment:
- Decrease one (1) vactor truck from $660,000 to $613,000 for a decrease of $47,000
- Increase two (2) IT loaders from $195,000 to $209,000 for an increase of $14,000 each
- Increase two (2) plows from $25,000 to $29,000 for an increase of $4,000 each
- Decrease one (1) mechanic service truck from $180,000 to $175,000 for a decrease of $5,000
- Increase eight (8) portable lifts from $14,500 to $15,125 for an increase of $625 each
- Decrease one (1) snow blower from $250,000 to $245,000 for a decrease of $5,000
- Increase one (1) motor grader from $400,000 to $416,000 for an increase of $16,000
The requested increases and decreases result in no net change to Transportation's fixed asset appropriations.
The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of all the fixed assets falls under (D) of this section, which requires that the items 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 Sourcewell competitively-bid Contract 101221-SCA for the acquisition of one (1) vactor truck, Sourcewell competitively bid Contract 032119-CAT for the acquisition of two (2) IT loaders and one (1) grader, Sourcewell competitively bid Contract 013020-SKI for the acquisition of eight (8) portable lifts, and Sourcewell competitively bid Contract 080818-JAL for the acquisition of one (1) snow blower. Transportation is also able to utilize the State of California competitively-bid Contract 1-22-23-20 with Winner Chevrolet of Elk Grove CA, for the purchase of one (1) animal removal truck and one (1) mechanic service truck following Board approval.
ALTERNATIVES
The Board may elect not to approve the purchase of the fixed assets as proposed, although this would leave Transportation with inadequate equipment to efficiently perform road maintenance across the County.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
FINANCIAL IMPACT
Funding for this equipment is available within the Department of Transportation's FY 2022-23 Fixed Asset budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation