Title
Department of Transportation, Maintenance and Operations, recommending the Board:
1) Reduce the cost of three (3) graders on the Fiscal Year (FY) 2023-24 Fixed Asset List from $565,000 to $525,000;
2) Reduce the cost of one (1) loader from $335,000 to $323,000;
3) Add three (3) grader plows to the FY 2023-24 Fixed Asset List at $20,000 each
4) Add one (1) loader plow to the FY 2023-24 Fixed Asset List at $27,000;
5) Add three (3) hi-gates to the FY 2023-24 Fixed Asset List at $15,000 each;
6) Find the purchase of one (1) loader, three (3) graders, three (3) plows and two (2) hi-gates, one (1) XBroom sweeper and one (1) Bridge crew service truck are exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.160, Section D;
7) Authorize the Purchasing Agent to utilize the Sourcewell competitively-bid Contract 011723-JDC for the acquisition of one (1) loader, three (3) graders, three (3) plows and three (3) hi-gates;
8) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Pape Machinery of Sacramento, CA in the amount of $1,738,360 plus applicable delivery, taxes and fees (estimated at $126,075) for a one time purchase for one (1) loader, three (3) graders, four (4) plows and three (3) hi-gates;
9) Authorize the Purchasing Agent to utilize the Sourcewell competitively-bid Contract 080521-PBL for the acquisition of one (1) XBroom sweeper;
10) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, PB Loader Corporation, of Fresno, CA in the amount of $367,371 plus applicable delivery, taxes and fees (estimated at $30,645) for a one time purchase for one (1) XBroom Sweeper following Board approval;
11) Authorize the Purchasing Agent to utilize the State of California competitively-bid Contract 1-22-23-20 for the acquisition of one (1) Bridge crew service truck; and
12) Authorize the Purchasing Agent to sign a purchase order to the awarded State of California vendor, Riverview International Trucks, LLC, of West Sacramento, CA in the amount of $369,478.44 plus applicable delivery, taxes and fees (estimated at $26,887) for a one time purchase for one (1) Bridge crew service truck following Board approval.
FUNDING: Tribe (28%), Road Fund (19%), Discretionary Transit Occupancy Tax (38%) and Road Repair and Accountability Act of 2017 (SB1) (15%).
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DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation) is requesting authorization to purchase one (1) loader, three (3) graders, one (1) sweeper and one (1) bridge crew service truck which are already included on the Fiscal Year 2023-24 Fixed Asset list. Transportation is also requesting to add and purchase four (4) plows and three (3) hi-gates with savings from the graders and loader.
The one (1) loader, three (3) graders, four (4) plows and three (3) hi-gates will be purchased utilizing Sourcewell competitively bid Contract 011723-JDC. The one (1) XBroom sweeper will be purchased utilizing Sourcewell competitively bid Contract 080521-PBL. The one(1) bridge crew service truck will be purchased utilizing the State of California competitively bid Contract 1-22-23-20. The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made under (D) of 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 terms of the transaction are the same or substantially the same. For this purpose, Transportation is able to utilize the Sourcewell competitively-bid Contract 011723-JDC for the purchase of one (1) loader, three (3) graders, four (4) plows and three (3) hi-gates and Sourcewell competitively-bid Contract 080521-PBL for the purchase of one (1) XBroom Sweeper. Transportation is also about to utilize the State of California competitively-bid Contract1-22-23-20 for the purchase of one (1) bridge crew service truck.
ALTERNATIVES
The Board could choose not to approve the purchase of one (1) loader, three (3) graders, four (4) plows, three (3) hi-gates, one (1) XBroom sweeper and one (1) bridge crew service truck; however, this would leave Transportation with equipment that will either no longer meet ARB regulations or will leave Transportation with insufficient snow removal equipment.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve staff recommendation.
FINANCIAL IMPACT
Funding is available within the Department of Transportation, Maintenance and Operations Division Fiscal Year 2023-24 fixed asset recommended budget. The addition of four (4) plows and three (3) hi-gates are requested to be added using savings from other fixed assets that came in under budget. One (1) loader, three (3) graders, one (1) sweeper and one (1) bridge crew service truck are already included on the Fiscal Year 2023-24 Fixed Asset list
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation