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Community Development Services, Department of Transportation recommending the Board:
1) Authorize the Purchasing Agent to increase Contract 3206 by a total of $426,000 for the purchase of Plant Mix Asphalt Concrete to the sole source qualified bidder Tahoe Asphalt, Inc. of South Lake Tahoe, CA for a total not to exceed of $525,000; and
2) Authorize the Purchasing Agent to increase the contract 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% State), SB1 - RMRA (100% State).
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DEPARTMENT RECOMMENDATION
Community Development Services, Department of Transportation (Transportation) recommends increasing Contract #3206 with Tahoe Asphalt, Inc. $426,000 for a total not to exceed of $525,000 for the term July 9, 2018 thru July 8, 2021 to allow for the purchase of Plant Mix Asphalt Concrete in the Tahoe Basin.
DISCUSSION / BACKGROUND
At the request Transportation, the Procurement and Contracts Division approved a Noncompetitive Bid Justification for Plant Mix Asphalt Concrete (Plant Mix) in the Tahoe Basin. Plant Mix is used by Transportation for providing maintenance and repair to County maintained roadways in the Tahoe Basin. The noncompetitive bid justification allowed Tahoe Asphalt to be the primary vendor to provide Plant Mix in the Tahoe Basin due to the type of material Tahoe Asphalt provides and the close proximity to the job sites. A Sole Source was required for several reasons. First, Tahoe Asphalt is the only vendor located in the Tahoe Basin. Second, in order to be effective, Plant Mix material needs to be hot upon delivery to job sites. Distant material plants would impact the effectiveness of the material as it would cool down before it reaches the job site.
On July 8, 2018 the Purchasing Agent approved the contract in the amount of $99,000 for a three year term ending on July 8, 2021, for Plant Mix to Tahoe Asphalt, Inc. This allowed Transportation to start repair work in the height of the construction season in the Tahoe Basin. The Purchasing Agent’s authority is limited to $100,000 by County Ordinance. Any increases require Board of Supervisors approval.
ALTERNATIVES
The Board could choose to not increase this contract; however, without Plant Mix, Transportation would not be able to perform their duties of repair and rehabilitation of County roadways, which could cause road surface failures and increase public safety concerns.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost associated with the proposed action. Sufficient appropriations are included in the approved Fiscal Year 2018-19 Recommended budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation