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Department of Transportation, Maintenance and Operations Division, recommending the Board:
1) Find the purchase of one tractor truck is 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 060920-PMC for the acquisition of one tractor truck; and
3) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Western Truck Parts & Equipment LLC of West Sacramento, CA in the amount of $240,941.00 plus applicable delivery, taxes, and fees (estimated at $21,609.69) for a one-time purchase for one tractor truck.
FUNDING: Road Fund (100%).
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DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation) is requesting authorization to purchase one tractor truck. Due to recent California Air Resource Board (CARB) Requirements, heavy equipment dealerships are required to sell one electric vehicle (EV) of same class in order to sell up to ten diesel or gas pieces of equipment. Once equipment is purchased, it is grandfathered into the CARB program and is not required to be replaced with an EV until end of life. Transportation is not equipped to purchase EV equipment due to budgetary constraints and infrastructure. Transportation has been working with dealerships to find diesel equipment allocations that other organizations have given up. Western Truck Parts & Equipment LLC has one allocation for diesel equipment which has been allotted to El Dorado County, allowing the purchase of one tractor truck.
The one tractor truck will be purchased utilizing Sourcewell competitively-bid Contract 060920-PMC. 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 060920-PMC for the purchase of one tractor truck. The dealer estimates an approximate build time of under twelve weeks.
ALTERNATIVES
1) The Board could choose not to approve the purchase of one tractor truck that is on the FY 2024-25 Fixed Asset list; however this would leave Transportation with the requirement to purchase an EV in FY 2025-26 based on CARB requirements that will not be able to be utilized due to lack of infrastructure and lengthy timelines for site analysis.
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 Recommended Budget for one tractor truck.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation