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Department of Transportation, Community Development Services recommending the Board approve the following:
1) Waive formal bid requirements in accordance Purchasing Ordinance 3.12.160, exemptions from competitive process, Section F;
2) Extend and increase BP20160740 for the purchase of Plant Mix Asphalt Concrete - East Slope to the sole qualified bidder, Tahoe Asphalt Inc. of South Lake Tahoe, CA;
3) Authorize the Purchasing Agent to sign blanket purchase order for an additional twelve-month (12-month) period BP20160740, in the amount of $425,000, with no change to the rate, following Board approval; and
4) Authorize the Purchasing Agent to increase the blanket purchase order on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: Road Fund. (100% - Local)
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DEPARTMENT RECOMMENDATION
Department of Transportation recommending the Board approve the following:
1) Waive formal bid requirements in accordance Purchasing Ordinance 3.12.160, exemptions from competitive process, Section F;
2) Extend and increase BP20160740 for the purchase of Plant Mix Asphalt Concrete - East Slope to the sole qualified bidder, Tahoe Asphalt Inc. of South Lake Tahoe, CA;
3) Authorize the Purchasing Agent to sign blanket purchase order for an additional twelve-month (12-month) period BP20160740, in the amount of $425,000, following Board approval; and
4) Authorize the Purchasing Agent to increase the blanket purchase order on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.
DISCUSSION / BACKGROUND
At the request of the Department of Transportation, the Procurement and Contracts Division issued invitation to Bid #16-288-063 in May 2016 for the purchase of Plant Mix Asphalt Concrete for the East Slope of El Dorado County to be used for the maintenance and repair of county roads on the East Slope of El Dorado County. On June 14, 2016 the Board awarded the bid to the sole qualified bidder, Tahoe Asphalt Inc. of South Lake Tahoe, CA and authorized the Purchasing Agent to issue a blanket purchase order in the amount of $200,000 for a twelve-month (12-month) period following Board approval.
Department of Transportation is requesting a twelve-month (12-month) extension and an increase to this blanket purchase order contract of $200,000 (for a total of $425,000). The Board is asked to waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, Section F which allows for such an extension provided the contractor agrees to furnish such products or services at the same contract price and under the same terms and conditions as the prior contract. The vendor has agreed to extend the contract under the same terms, conditions and pricing.
ALTERNATIVES
The Board of Supervisors could extend the current blanket purchase order for a lesser period of time and dollar amount and direct Procurement & Contracts to conduct a new formal bid process.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts will extend and increase BP20160740 upon Board approval.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding is available within the Department of Transportation's Road Fund budget. There is no change to Net County Cost associated with this item.
CLERK OF THE BOARD FOLLOW UP ACTIONS
None
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Bard Lower - Transportation
Terri Knowlton - Procurement & Contracts