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File #: 19-1038    Version: 1
Type: Agenda Item Status: Approved
File created: 6/27/2019 In control: Board of Supervisors
On agenda: 8/27/2019 Final action: 8/27/2019
Title: Department of Transportation, Maintenance and Operations, recommending the Board: 1) Approve the addition of one (1) Henke Hi-Gate to the Fiscal Year 2019-2020 Fixed Asset List totaling $10,000; 2) Approve the addition of one (1) Henke Trip Edge Dozer Blade to the Fiscal Year 2019-2020 Fixed Asset List totaling $20,000; 3) Make findings that this purchase is exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.160, Sections B and C; 4) Approve and authorize the Chair to sign the budget amendment adjusting the budget for Fiscal Year 2019-2020 to allocate $30,000 for the purchase of additional fixed assets for County Service Area 3 snow removal; and 5) Authorize the Purchasing Agent to sign a purchase order to Henke Manufacturing in the amount of $26,101 plus applicable delivery, fees, and taxes (estimated at $1,893.32), for a one time purchase following Board approval (4/5 vote required). FUNDING: County Service Area 3.
Attachments: 1. A - Non-Competitive Bid Justification, 2. B - Sole Source Letter, 3. C - Quote, 4. D - Budget Amendment, 5. Executed Budget Transfer

Title

Department of Transportation, Maintenance and Operations, recommending the Board:

1) Approve the addition of one (1) Henke Hi-Gate to the Fiscal Year 2019-2020 Fixed Asset List totaling $10,000;

2) Approve the addition of one (1) Henke Trip Edge Dozer Blade to the Fiscal Year 2019-2020 Fixed Asset List totaling $20,000;

3) Make findings that this purchase is exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.160, Sections B and C;

4) Approve and authorize the Chair to sign the budget amendment adjusting the budget for Fiscal Year 2019-2020 to allocate $30,000 for the purchase of additional fixed assets for County Service Area 3 snow removal; and

5) Authorize the Purchasing Agent to sign a purchase order to Henke Manufacturing in the amount of $26,101 plus applicable delivery, fees, and taxes (estimated at $1,893.32), for a one time purchase following Board approval (4/5 vote required).

 

FUNDING:  County Service Area 3.

Body

DISCUSSION / BACKGROUND

The Department of Transportation, Maintenance and Operations Division (Transportation) is requesting authorization to add two (2) items to the Fixed Asset list, allocate $30,000 to the Fiscal Year 2019-20 Adopted Budget, and purchase the equipment. The equipment includes one (1) Henke Hi-Gate (berm cutoff gate) and one (1) Henke Trip Edge Dozer Blade (snow plow blade) which will be utilized on a rental loader for snow removal services in County Service Area 3.

 

This equipment will be used for snow removal during the coming winter months as attachments to rented snow removal equipment. Transportation was anticipating requesting the addition of the items to the Fixed Asset list during the Final Budget process; however, the lead time for production is 90 - 120 days for the plow and berm cutoff gate. Transportation would like to ensure the plow and berm cutoff gate are received prior to the snow season.

 

The purchase of the berm cutoff gate and snow plow blade is a sole-source request. The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The berm cutoff gate and snow plow blade 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." Henke Manufacturing is the sole source provider for the Henke Hi-Gate (berm cutoff gate) and Trip Edge Dozer Blade (snow plow blade) in the industry and specifically fabricates the snow plow blade to meet the Departments needs. The Department would like to maintain consistency with the plow blades and hi-gates to allow for quick repairs, as all parts and supplies are stocked.

 

ALTERNATIVES

The Board could choose to not approve the additional fixed asset items as proposed, although this would leave Transportation with inadequate equipment for snow removal in County Service Area 3 during the winter of 2019-20.

 

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 Assets are funded by County Service Area 3 fund balance. Costs for the equipment will be transferred from County Service Area 3 fund balance to cover the cost of the fixed assets. There is no General Fund Cost associated with this agenda item.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

N/A

 

STRATEGIC PLAN COMPONENT

Good Governance, Infrastructure

 

CONTACT

Rafael Martinez, Director

Department of Transportation