Title
Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign the First Amendment to Agreement 547 (280-O1810) with California Compaction Equipment, Inc. to increase the compensation amount by $39,000 for a total not-to-exceed amount of $99,000, with no change to the term, to provide equipment rental services for various maintenance projects.
FUNDING: Local Discretionary Funds and Road Fund. (No Federal Funding)
Body
DISCUSSION / BACKGROUND
Community Development Services, Department of Transportation (Transportation) rents equipment when it would be more cost effective to rent than it would be to own the equipment such as equipment which is only needed for short periods for specialized or emergency projects. Additionally, Transportation relies on rental equipment when department-owned equipment is out of service.
In September 2017, at the request of Transportation, the Procurement and Contracts Unit of the Chief Administrative Office (CAO) issued a Request for Proposal (RFP) for short-term equipment rental. Proposals were received from five (5) companies but all were deemed non-responsive and the RFP was cancelled. After discussions with the Purchasing Agent, Transportation decided to issue multiple on-call agreements with established firms that offer a wide selection of inventory in the local area.
On November 30, 2017, the Purchasing Agent signed Agreement for Services with California Compaction Equipment, Inc. to provide equipment rental services for Transportation. The Agreement was written for a term of three (3) years and a not-to-exceed amount of $60,000. In the first year, $35,900 was expended for the rental of a loader for snow removal services in South Lake Tahoe leaving $24,100 remaining on the Agreement. Transportation is requesting an additional $39,000 to allow for future rental of snow removal equipment through the remainder of the Agreement.
ALTERNATIVES
The Board could choose to not approve the First Amendment to Agreement, limiting Transportation's ability to perform necessary snow removal services.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to net County cost associated with the Amendment. Transportation has included equipment rental charges in the FY 2018-19 Proposed Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on the (2) two originals of the Amendment.
2) The Clerk of the Board will forward one (1) original of the fully executed Amendment to Community Development Services, Administration and Finance Division, Contracts and Procurement unit for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation