Title
Community Development Services, Department of Transportation, recommending the Board consider the following:
1) Authorize an additional purchase from Bid 17-070-036 for a 2017 International Dump Truck as per the bid specifications to the low qualified bidder, Silver State International of Sparks, Nevada; and
2) Authorize the Purchasing Agent to issue a purchase order to Silver State International of Sparks, Nevada, in the amount of $201,129 (plus taxes and fees estimated at $14,595) for a one time purchase following Board approval.
FUNDING: Road Fund Discretionary (100%).
Body
DEPARTMENT RECOMMENDATION
1) Authorize an additional purchase from Bid 17-070-036 for a 2017 International Dump Truck as per the bid specifications to the low qualified bidder, Silver State International of Sparks, Nevada; and
2) Authorize the Purchasing Agent to issue a purchase order in the amount of $201,129 (plus taxes and fees estimated at $14,595) for a one time purchase following Board approval.
DISCUSSION / BACKGROUND
On February 28, 2017 (Item 22), the Board of Supervisors awarded Bid 17-070-036 to Silver State International of Sparks, Nevada, for a 2017 International Dump Truck for the Community Development Agency, Transportation Division, as predecessor to Community Development Services, Department of Transportation (Transportation), and Transportation subsequently purchased one dump truck. Transportation is now requesting authorization to purchase a second dump truck under the same terms and conditions of the original bid award. The new additional dump truck is replacing an existing dump truck and snow plow that are seventeen years old, have limited or no parts available, and have a high level of emission output. The new dump truck will be able to accommodate the new Epoke sand spreader purchased through Tahoe Regional Planning Agency grant funding in Fiscal Year 2016/17, whereas the current truck would require a major retrofit which is more costly than the truck is worth.
Board of Supervisors Policy C-17 (Procurement), Section 5.6.7 (Additional Purchases Made After Bid Award), allows the Purchasing Agent to dispense with separate bidding for additional purchases under a previously awarded bid within a twelve-month period from the initial purchase date, provided that the vendor agrees to provide the item(s) at the same price and under the same terms and conditions of the previous award. Silver State International has agreed to honor the pricing and terms in the original bid.
ALTERNATIVES
If the current equipment is down for repairs, road maintenance activities are delayed that could cause public safety concerns on the roadways.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Chief Administrative Office, Procurement and Contracts conducted the bid on behalf of Transportation.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
No change to Net County Cost. Funding and authorization for the purchase of this fixed asset is included in Transportation's Fiscal Year 2017/18 recommended budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
None
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Don Spear, Deputy Director, Maintenance and Operations Division
Community Development Services, Department of Transportation
Terri Knowlton, Procurement & Contracts