Title
Chief Administrative Office, Procurement and Contracts on behalf of Community Development Agency, Transportation Division, recommending the Board approve the following:
1) Exempt the purchase of two (2) Epoke S3800 Sirius AST ice control material spreaders (including the options identified on quote dated June 1, 2014) from the formal bidding process in accordance with Purchasing Ordinance 3.12.160, Section D;
2) Authorize the Purchasing Agent to utilize the National Joint Powers Alliance (NJPA) Contract RFP080114-EPK for the acquisition of same; and
3) Authorize the Purchasing Agent to sign purchase order PO201707635 to the awarded NJPA vendor, Epoke North America, Inc., in the amount of $141,257.00 plus applicable taxes and fees (estimated at $10,600.00) for a one-time purchase following Board approval.
FUNDING: Tahoe Regional Planning Agency Grant.
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DEPARTMENT RECOMMENDATION
Purchase two (2) Epoke S3800 Sirius AST ice control material spreaders with the options included on quote dated June 1, 2014.
DISCUSSION / BACKGROUND
The Community Development Agency, Transportation Division, has received funding from the Tahoe Regional Planning Agency (TRPA) for the purchase of two (2) ice control material spreaders to replace the department’s older units.
On May 25, 2016, TRPA authorized the release of these funds to El Dorado County for the purchase of Epoke High Efficiency Spreaders. The Epoke S3800 Sirius AST ice control material spreaders are dual material spreaders for sand and liquid brine solution for applications to roadways specifically in the Tahoe Basin. The Community Development Agency, Transportation Division, Tahoe Engineering Unit is responsible to report to the TRPA and other environmental agencies on the quantities of snow and ice control materials used on the County roads in the Tahoe Basin, studies have shown the Epoke spreaders to be of significant benefit in providing the necessary ice control while using less materials that affect the environment and water quality of Lake Tahoe. The Epoke spreaders are also used by City of South Lake Tahoe and Douglas County for maintenance of roadways under their jurisdiction within the Tahoe Basin.
In accordance with Purchasing Ordinance 3.12-160, Section D, it is recommended that the Board exempt the purchase of the Epoke S3800 Sirius AST ice control material spreaders from the formal bidding process and authorize procurement of the units utilizing the National Joint Powers Alliance (NJPA) competitively bid contract #RFP080014. Because the release of TRPA funding to El Dorado County is specific to the purchase of Epoke brand spreaders, and Epoke of North America is the only authorized dealer for this equipment, no comparative market analysis was performed.
ALTERNATIVES
The Board could choose not to approve this purchase which could result in the loss of the grant funding.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
No Net County Cost. The TRPA is releasing funds for the purchase of two (2) Epoke brand spreaders due to its unique systems which provide for the most efficient application of materials. The grant will pay 100% of the cost of the Epoke spreader units.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Kent Taylor, CDA Transportation Division
Terri Knowlton, CAO / Procurement & Contracts Division