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File #: 14-0654    Version:
Type: Agenda Item Status: Approved
File created: 5/1/2014 In control: Board of Supervisors
On agenda: 6/10/2014 Final action: 6/10/2014
Title: Chief Administrative Office, Procurement and Contracts on behalf of Community Development Agency, Transportation Division, recommending the Board consider the following: 1) Authorize the Purchasing Agent to increase two blanket purchase orders that were issued to Sierra Nevada Tire and Wheel as a result of Bid No.14-863-060 for the purchase of Equipment / Truck Tires, Tubes, and Related Products and Services by $123,000 for a cumulative amount of $215,000; 2) Authorize the Purchasing Agent to increase both blanket purchase orders on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget; and 3) Authorize the Purchasing Agent to extend both blanket purchase orders for one additional twelve-month (12-month) award period at the same terms and conditions, if determined to be in the County's best interest upon expiration of the current term. (Cont. 5/20/14, Item 6) FUNDING: Non-General Fund (Road Fund Discretionary).
Attachments: 1. A - Bid 14-863-060 Evaluation 6-10-14
Title
Chief Administrative Office, Procurement and Contracts on behalf of Community Development Agency, Transportation Division, recommending the Board consider the following:
1) Authorize the Purchasing Agent to increase two blanket purchase orders that were issued to Sierra Nevada Tire and Wheel as a result of Bid No.14-863-060 for the purchase of Equipment / Truck Tires, Tubes, and Related Products and Services by $123,000 for a cumulative amount of $215,000;  
2) Authorize the Purchasing Agent to increase both blanket purchase orders on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget; and
3) Authorize the Purchasing Agent to extend both blanket purchase orders for one additional twelve-month (12-month) award period at the same terms and conditions, if determined to be in the County's best interest upon expiration of the current term. (Cont. 5/20/14, Item 6)
 
FUNDING:  Non-General Fund (Road Fund Discretionary).
Body
BUDGET SUMMARY:
 
Total Estimated Cost……………
215,000.00
 
 
Funding…………………………
 
Budgeted…………………………
215,000.00
New Funding…………………….
 
Savings…………………………
 
Other……………………………
 
Total Funding Available…………
215,000.00
 
 
Change To Net County Cost……
0
Fiscal Impact/Change to Net County Cost
Procurement and Contracts has been advised that funding is available within the Community Development Agency, Transportation Division's budget.
 
Reason for Recommendation  
At the request of Community Development Agency, Transportation Division, the Procurement and Contracts Division issued an Invitation to Bid for Equipment / Truck Tires, Tubes, and Related Products and Services.
 
(16) Invitation to Bid letters were mailed, nine (9) to local vendors.  Two qualified responses were received, one from a local vendor.  Attached is the evaluation spreadsheet for your review.
 
This item was originally set to be heard by the Board of Supervisors on the May 20, 2014 agenda.  Due to unforeseen circumstances, the entire agenda was continued to June 10th, as such this item was not approved.  The Purchasing Agent awarded this bid and issued two blanket purchase orders in order to avoid a disruption in services.  BP20140967 was issued for the West Slope in the amount of $62,000.00 and BP20140968 was issued for the East Slope in the amount of $30,000.00, both to the low qualified bidder, Sierra Nevada Tire and Wheel of Placerville, CA.  
 
Issuing two (2) separate BP's is necessary due to the number of items (200+) in each Category.  It will be much easier and more efficient for Department staff to work with a Blanket Purchase order for each slope.
 
Action to be taken following Board approval
Following Board approval, the Procurement and Contracts division will increase the two blanket purchase orders; BP20140968 for the East Slope items in the amount of $80,000.00 and BP20140968 for the West Slope items in the amount of $135,000.00, both to Sierra Nevada Tire and Wheel of Placerville, CA.
 
Contact
Eric van Leeuwen Ext 5834      
 
Concurrences
Sue Hennike  Ext 5577