Title
Department of Transportation (Transportation) recommending the Board:
1) Make findings that the purchase of three (3) replacement 2019 Chevrolet Silverados, two (2) replacement dump/hookloaders, and one (1) replacement loader are exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.16, Section D;
2) Authorize the Purchasing Agent to utilize the State of California competitively bid Contract 1-18-23-20D for the acquisition of the three (3) Chevrolet Silverados, 4x4 for the Department of Transportation, Maintenance and Operations Division;
3) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Winner Chevrolet of Elk Grove, CA. in the amount of $149,115 plus applicable delivery, fees and taxes (estimated at $11,287.08) for a one time purchase for three (3) 2019 Chevrolet Silverados following Board approval;
4) Authorize the Purchasing Agent to utilize the State of California competitively bid Contract 1-18-23-20F for the acquisition of two (2) dump/hookloaders for the Department of Transportation, Maintenance and Operations Division;
5) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Riverview International of West Sacramento, CA. in the amount of $247,493.78 plus applicable delivery, fees and taxes (estimated at $17,964.30) for a one time purchase for two (2) dump/hookloaders following Board approval;
6) Authorize the Purchasing Agent to utilize the National Joint Powers Alliance (NJPA) competitively bid Contract 032515-JDC for the acquisition of one (1) loader for the Department of Transportation, Maintenance and Operations Division;
7) Authorize the Purchasing Agent to sign a purchase order to the awarded NJPA vendor, Pape Machinery of West Sacramento, CA. in the amount of $162,950.00 plus applicable delivery, fees and taxes (estimated at $32,379.07) for a one time purchase for one (1) loader following Board approval;
8) Make findings that the purchase of the one (1) 10-wheel dump truck with hookloader is exempt from competitive bidding in accordance with Purchase Ordinance 3.12.16, Section B and C; and
9) Authorize the Purchasing Agent to sign a purchase order with Riverview International of West Sacramento, CA. in the amount of $223,068.34 plus applicable delivery, fees and taxes (estimated at $16,189.95) for a one time purchase for a 10-wheel dump truck with hookloader following Board approval.
FUNDING: Road Fund Discretionary.
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DISCUSSION / BACKGROUND
At the request of the Department of Transportation (Transportation), Maintenance and Operations Division, it is necessary to purchase three (3) Chevrolet SIlverados, two (2) dump/hookloaders, one (1) loader and one (1) 10-wheel dump truck with hookloader. These pieces of heavy equipment are replacing existing equipment that is dated and will soon no longer meet Air Resource Board regulations. All equipment is currently on the Board-approved Fixed Asset List for fiscal year 2018-19. Transportation issued a comparative market analysis comparing similar equipment costs against State and NJPA contract pricing for the acquisition of the heavy equipment that meet the needs of El Dorado County.
The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of these fixed assets 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 these purchases, the Department is able to utilize the State of California competitively-bid Contract 1-18-23-20D with Winner Chevrolet of Elk Grove, CA for the purchase of the three (3) Chevrolet Silverados, the State of California competitively-bid Contract 1-18-23-20F with Riverview International of West Sacramento, CA for the two (2) dump/hookloaders, and with Pape Machinery of West Sacramento, CA the National Joint Powers Alliance (NJPA) competitively-bid Contract 032515-JDC for one (1) loader. The department has also complied with the requirement for a comparative market analysis, as required by the purchasing ordinance (see attachments C, D, and G).
The purchase of the 10-wheel dump truck with hookloader is a sole-source request. This falls under (B) and (C) of the section, since the "unique nature of the property or services required precludes competitive bidding" and "Competitive bidding would produce no economic benefit to the County." Riverview International Trucks, LLC is the only retailer in the area that meets the equipment specifications for the 10-wheel dump truck with hookloader (see attachment H).
ALTERNATIVES
The Board may elect to not approve the purchase of the fixed assets as proposed, although this would leave Transportation with inadequate equipment to perform necessary functions within the County.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel approved the State and NJPA contract.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding is available within the Department of Transportation, Maintenance and Operations Division budget totaling $782,627.12 plus applicable delivery, fees and taxes estimated at $77,820.40.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure, Public Safety
CONTACT
Rafael Martinez, Director
Department of Transportation