Title
Department of Transportation recommending the Board:
1) Find that the purchase of one (1) backhoe, one (1) skidsteer, and one (1) flail head mower attachment 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 one (1) backhoe and one (1) skidsteer and Sourcewell competitively bid Contract 052417-DMM for the acquisition of one (1) flail head mower attachment 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 Sacramento CA, in the amount of $305,847 plus applicable delivery, fees and taxes (estimated at $24,953) for a one-time purchase for one (1) backhoe, one (1) skidsteer, and one (1) flail head mower attachment following Board approval;
4) Find that the purchase of two (2) sander brine tanks and one (1) brine sander combo, for a total of three (3) brine sander units, are exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.16, Section D;
5) Authorize the Purchasing Agent to utilize the Sourcewell competitively bid Contract 080818-HEN, for the acquisition for a total of three (3) brine sander units for the Department of Transportation, Maintenance and Operations Division; and
6) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Enoven Truck Body & Equipment of Sacramento CA, in the amount of $131,491.92 plus applicable delivery, fees and taxes (estimated at $9,533.17) for a one-time purchase, for three (3) brine sander units following Board approval.
FUNDING: Road Fund (100%).
Body
DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation), is requesting to purchase one (1) backhoe, one (1) skidsteer, one (1) flail head mower attachment, two (2) sander brine tanks, and one (1) brine sander combo. These pieces of equipment are replacing existing equipment that is dated and no longer meets Transportation's needs. All of the equipment is currently on the Fixed Asset List for Fiscal Year (FY) 2021-22.
The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of all the fixed assets falls under (D) of this section, which requires that the items 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 052417-DMM and Sourcewell competitively-bid Contract 032119-JDC with Pape Machinery of Sacramento CA, for the purchase of one (1) backhoe, one (1) skidsteer, and one (1) flail head mower attachment. Transportation is also able to utilize the Sourcewell competitively-bid Contract 080818-HEN with Enoven Truck Body & Equipment of Sacramento CA, for the purchase of a total of three (3) brine sander units.
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 across the County.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve a recommended.
FINANCIAL IMPACT
Funding for this equipment is available within the Department of Transportation's FY 2021-22 Fixed Asset budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation