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File #: 20-0843    Version: 1
Type: Agenda Item Status: Approved
File created: 6/22/2020 In control: Board of Supervisors
On agenda: 9/22/2020 Final action: 9/22/2020
Title: Department of Transportation recommending the Board: 1) Find that the purchase of three (3) replacement loaders, one (1) backhoe and one (1) force feed loader are 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 032119-JDC for the acquisition of three (3) loaders for the Department of Transportation, Maintenance and Operations Division; 3) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Pape Machinery of West Sacramento, CA. in the amount of $479,079 plus applicable delivery, fees and taxes (estimated at $118,314.23) for a one time purchase for three (3) loaders following Board approval; 4) Authorize the Purchasing Agent to utilize the Sourcewell competitively bid Contract 032119-JDC for the acquisition of one (1) backhoe for the Department of Transportation, Maintenance and Operations Division; 5) Authorize the P...
Attachments: 1. A - 032119-JDC Counsel Approval.pdf, 2. B - 032119-JDC Sourcewell.pdf, 3. C - Loader Quote.pdf, 4. D - Backhoe Quote.pdf, 5. E - 052417-VTL Counsel Approval.pdf, 6. F - 052417-VTL Sourcewell.pdf, 7. G - Force Feed Loader Quote.pdf

Title

Department of Transportation recommending the Board:

1) Find that the purchase of three (3) replacement loaders, one (1) backhoe and one (1) force feed loader are 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 032119-JDC for the acquisition of three (3) loaders for the Department of Transportation, Maintenance and Operations Division;

3) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Pape Machinery of West Sacramento, CA. in the amount of $479,079 plus applicable delivery, fees and taxes (estimated at $118,314.23) for a one time purchase for three (3) loaders following Board approval;

4) Authorize the Purchasing Agent to utilize the Sourcewell competitively bid Contract 032119-JDC for the acquisition of one (1) backhoe for the Department of Transportation, Maintenance and Operations Division;

5) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Pape Machinery of West Sacramento, CA. in the amount of $117,833 plus applicable delivery, fees and taxes (estimated at $20,004.71) for a one time purchase for one (1) backhoe following Board approval;

6) Authorize the Purchasing Agent to utilize the Sourcewell competitively bid Contract 052417-VTL for the acquisition of one (1) force feed loader for the Department of Transportation, Maintenance and Operations Division; and

7) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Nixon-Egli Equipment Co. of Tracy, CA. in the amount of $258,524 plus applicable delivery, fees and taxes (estimated at $40,872.83) for a one time purchase for one (1) force feed loader following Board approval.

 

FUNDING: Road Fund (Loaders and Backhoe) and Road Maintenance and Rehabilitation Act of 2017 (SB1)(State)(Force feed Loader).

Body

DISCUSSION / BACKGROUND

Department of Transportation (Transportation), Maintenance and Operations Division, is requesting to purchase three (3) loaders, one (1) backhoe, and one (1) force feed loader. The three (3) loaders and one (1) backhoe are pieces of heavy equipment that are replacing existing equipment that is dated and will soon no longer meet Air Resource Board regulations. The force feed loader is new to the fleet; however, it will provide for more efficient ditching and allow staff to ditch without having to pull all the material up onto the road and then return to clear and clean the roadways. All equipment is currently on the Board-approved Fixed Asset List for Fiscal Year 2020-21.

 

The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of the loaders, backhoe and force feed loader fixed assets fall 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 032119-JDC with Pape Machinery of West Sacramento, CA for the purchase of three (3) loaders and one (1) backhoe. The Department is also able to utilize the Sourcewell competitively-bid Contract 052417-VTL with Nixon-Egli Equipment Co. of Tracy, CA for the purchase of one (1) force feed loader.

 

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 efficiently perform road maintenance and other necessary functions within the County.

 

PRIOR BOARD ACTION

N/A

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel has approved the Sourcewell contracts

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

Funding is available within the Department of Transportation's budget in the amount of $1,150,000 for these fixed assets. The total estimated costs including delivery, fees and taxes is $1,034,628. There is no change to net County cost or a need for a budget amendment.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

N/A

 

STRATEGIC PLAN COMPONENT

Good Governance, Infrastructure

 

CONTACT

Rafael Martinez, Director

Department of Transportation