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File #: 20-0841    Version: 1
Type: Agenda Item Status: Approved
File created: 6/22/2020 In control: Board of Supervisors
On agenda: 8/4/2020 Final action: 8/4/2020
Title: Department of Transportation recommending the Board: 1) Find that the purchase of one (1) sweeper is exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.16, Section D; 2) Authorize the Purchasing Agent to utilize the Sourcewell competitively bid Contract 122017-TYM for the acquisition of one (1) sweeper for the Department of Transportation, Maintenance and Operations Division; and 3) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Tymco of Waco, TX, in the amount of $297,085 plus applicable delivery, fees and taxes (estimated at $31,459.29) for a one-time purchase for one (1) sweeper following Board approval. FUNDING: Road Fund (42.4%) and Congestion Mitigation and Air Quality Funds. (CMAQ - Federal - 57.6%)
Attachments: 1. A - Counsel Approval, 2. B -Sourcewell Tymco Contract, 3. C - Sweeper Quote
Title
Department of Transportation recommending the Board:
1) Find that the purchase of one (1) sweeper is exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.16, Section D;
2) Authorize the Purchasing Agent to utilize the Sourcewell competitively bid Contract 122017-TYM for the acquisition of one (1) sweeper for the Department of Transportation, Maintenance and Operations Division; and
3) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Tymco of Waco, TX, in the amount of $297,085 plus applicable delivery, fees and taxes (estimated at $31,459.29) for a one-time purchase for one (1) sweeper following Board approval.

FUNDING: Road Fund (42.4%) and Congestion Mitigation and Air Quality Funds. (CMAQ - Federal - 57.6%)
Body
DISCUSSION / BACKGROUND
At the request of the Department of Transportation (Transportation), Maintenance and Operations Division, it is necessary to purchase one (1) sweeper. This piece of heavy equipment is replacing existing equipment that is dated and will soon no longer meet Air Resources Board regulations. This piece of equipment is currently on the Fixed Asset List for Fiscal Year 2020-21 and was approved for purchase prior to final budget adoption in September at the June 9, 2020 Board meeting due to grant funds being utilized as a match.

The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of the sweeper fixed asset 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 Sourcewell competitively-bid Contract 122017-TYM with Tymco of Waco, TX, for the ...

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