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%)
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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 purchase of one (1) sweeper.
ALTERNATIVES
The Board may elect to not approve the purchase of the fixed asset as proposed, although this would leave Transportation with inadequate equipment to efficiently perform road sweeping within the County.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel approved the Sourcewell
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within the Department of Transportation's budget totaling $330,000 ($140,000 Road Fund and $190,000 CMAQ grant funds)
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation