Title
Department of Transportation (Transportation), recommending the Board:
1) Approve the addition of a 2019 International Hookloader to Department of Transportation’s fixed asset list;
2) Approve and authorize the Chair to sign the attached budget amendment to increase revenue and appropriations to reflect funding from the Tahoe Regional Planning Agency for the fixed asset (4/5ths vote required);
3) Make findings that this purchase is exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.160, Section D;
4) Authorize the Purchasing Agent to utilize the State of California competitively bid Contract 1-18-23-20F for the acquisition of one (1) 2019 International Hookloader for Transportation; and
5) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Riverview International Trucks, LLC in the amount of $201,457.75 plus applicable delivery, fees, and taxes (estimated at $14,617.94) for a one time purchase following Board approval.
FUNDING: Tahoe Regional Planning Agency and Road Fund
Body
DISCUSSION / BACKGROUND
The Fiscal Year 2017-18 Fixed Asset List included an International Hookloader to replace a seventeen-year-old dump truck and snow plow. The asset was not purchased within the fiscal year, and was inadvertently not carried over to Fiscal Year 2018-19. Transportation requests to add the fixed asset to the Board's approved list of fixed assets, and purchase the 2019 International Hookloader for use in the South Lake Tahoe area. The hookloader will have multiple purposes including, but not limited to, plowing snow in the winter months and patching potholes in the summer months.
The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of the hookloader falls under (D) of this section, which requires that the item may be procured from a vendor that has a contract with another public agency; that the contract was awarded utilizing a competitive bidding process substantially the same as the County's; and that the item and terms of the transaction are the same, or substantially the same. For this purchase, the Department is able to utilize the State of California competitively-bid Contract 1-18-23-20F with Riverview International, LLC. The department has also complied with the requirement for a comparative market analysis of International truck dealers as required by the purchasing ordinance. Riverview International Trucks, LLC is the only retailer that meets the equipment specifications.
Budgeted appropriations for the Transportation shop fixed assets for Fiscal Year 2018-19 has a savings of $180,000. Transportation would like to use the savings, in addition to $40,000 of TRPA funds, totaling $220,000, for the purchase. Approval of the attached budget amendment would add $40,000 to the Fixed Asset Budget.
ALTERNATIVES
The Board may elect to not approve the additional fixed asset item as proposed, although this would leave Transportation with inadequate equipment in the South Lake Tahoe area.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The proposed additional fixed asset item results in no increase to Net County Cost. The purchase of the hookloader is funded by Tahoe Regional Planning Agency and Road Fund funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation