Title
Community Development Services, Department of Transportation, recommending the Board:
1) Authorize the Purchasing Agent to extend the expiration date of two (2) Blanket Purchase Orders; Number 20170806 (FENIX 2187) and Number 20170807 (FENIX 2188) for an additional twelve (12) months with a new expiration date of June 1, 2019 for the purchase of Equipment & Truck Tires, Tubes and Related Products and Services to the low qualified bidder, Sierra Nevada Tire and Wheel;
2) Authorize the Purchasing Agent to increase two (2) corresponding Blanket Purchase Orders; Number 20170806 (FENIX 2187) for the West Slope in the amount of $45,000 increased to $90,000, and Number 20170807 (FENIX 2188) for the East Slope in the amount of $50,000 increased to $100,000; and
3) Authorize the Purchasing Agent to increase the dollar amount of two (2) Blanket Purchase Orders; Number 20170806 (FENIX 2187) and Number 20170807 (FENIX 2188) on an "as needed" basis prior to expiration contingent upon available funding within the requesting department's budget.
FUNDING: Road Fund.
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DEPARTMENT RECOMMENDATION
Community Development Services, Department of Transportation, recommending the Board:
1) Authorize the Purchasing Agent to extend the expiration date of two (2) Blanket Purchase Orders; Number 20170806 (FENIX #2187) and Number 20170807 (FENIX # 2188) for an additional twelve (12) months with a new expiration date of June 1, 2019 for the purchase of Equipment & Truck Tires, Tubes and Related Products and Services to the low qualified bidder, Sierra Nevada Tire and Wheel;
2) Authorize the Purchasing Agent to increase two (2) corresponding Blanket Purchase Orders; Number 20170806 (FENIX #2187) for the West Slope in the amount of $45,000 increased to $90,000, and Number 20170807 (FENIX # 2188) for the East Slope in the amount of $50,000 increased to $100,000; and
3) Authorize the Purchasing Agent to increase the dollar amount of two (2) Blanket Purchase Orders; Number 20170806 (FENIX #2187) and Number 20170807 (FENIX # 2188) on an "as needed" basis prior to expiration contingent upon available funding 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 17-863-062 for the purchase of Equipment & Truck Tires, Tubes and Related Products and Services. Thirteen (13) Bid Notification Letters were mailed, seven (7) to local vendors. One (1) qualified response was received from a local vendor. In May 17, 2017, the Purchasing Agent awarded Bid # 17-863-062 to the low qualified bidder Sierra Nevada Tire and Wheel in the amount of $95,000 and issued two (2) blanket purchase orders; BP20170806 for the West Slope in the amount of $45,000, and BP20170807 for the East Slope in the amount of $50,000, for a twelve (12) month period expiring on June 1, 2018. Sierra Nevada Tire and Wheel has agreed to extend the Bid with the same pricing, terms, and conditions of the original bid. In accordance with Board of Supervisors Policy C-17, Section 5.1, the Procurement and Contracts Division have determined that the increase and bid extension exceeds the Purchasing Agent's authority and requires approval by the Board of Supervisors. The Board of Supervisors is asked to approve this request for increase and extension, as the contract value exceeds $100,000. Pending Board approval, the Procurement and Contracts Division will increase compensation and extend expiration dates of the blanket purchase orders to Sierra Nevada Tire & Wheel.
ALTERNATIVES
Not authorize the Purchasing Agent to increase and extend the contract as requested herein, which could result in a delay of service to the Department of Transportation, impacting vehicle and equipment maintenance.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION
It is recommended that the Board apporve this item.
FINANCIAL IMPACT
Funding is available within the Department of Transportation's budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation