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Department of Transportation, Maintenance and Operations, recommending the Board:
1) Find the purchase of one (1) snow salt brine unit, one (1) 3 axle dump truck, two (2) 2 axle dump trucks and one (1) Nescon XBroom sweeper are exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.160, Section D;
2) Authorize the Purchasing Agent to utilize the Sourcewell competitively-bid Contract 052919-CGI for the acquisition of one (1) snow salt brine unit;
3) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, Cargill Road Safety of North Olmsted, OH in the amount of $116,816 plus applicable delivery, taxes and fees (estimated at $13,669.16) for a one time purchase for one (1) snow salt brine unit following Board approval;
4) Authorize the Purchasing Agent to utilize the Sourcewell competitively-bid Contract 060920-NVS for the acquisition of one (1) 3 axle dump truck;
5) Authorize the Purchasing Agent to utilize the State of California competitively-bid contract 1-18-23-20F for the acquisition of two (2) 2 axle dump trucks and one (1) Nescon XBroom Sweeper; and
6) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell and State of California vendor, Riverview International Trucks, LLC, of West Sacramento, CA in the amount of $1,006,027.89 plus applicable delivery, taxes and fees (estimated at $73,334.47) for a one time purchase for one (1) 3 axle dump truck, two (2) 2 axle dump trucks and one (1) Nescon XBroom Sweeper following Board approval.
FUNDING: Road Fund (89%) and Transit Occupancy Tax (11%).
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DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation) is requesting authorization to purchase one (1) snow salt brine unit, one (1) 3 axle dump truck, two (2) 2 axle dump trucks, and one (1) Nescon XBroom sweeper which are already included on the Fiscal Year 2021-22 Fixed Asset list. Each fixed asset item is a replacement for current equipment that needs to be replaced due to Air Resource Board (ARB) Regulations.
The one (1) snow salt brine unit will be purchased utilizing Sourcewell competitively bid Contract 052919-CGI. The one (1) 3 axle dump truck will be purchased utilizing Sourcewell competitively bid Contract 060920-NVS. The two (2) axle dump trucks and one (1) Nescon XBroom sweeper will be purchased utilizing State of California competitively bid Contract 1-18-23-20F. The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made 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 terms of the transaction are the same or substantially the same. For this purpose, Transportation is able to utilize the Sourcewell competitively-bid Contract 052919-CGI for the purchase of one (1) snow salt brine unit, Sourcewell competitively-bid Contract 060920-NVS for the purchase of one (1) 3 axle dump truck and competitively-bid State Contract 1-18-23-20F for the purchase of two (2) 2 axle dump trucks, and one (1) Nescon XBroom sweeper. Transportation received prior approval from the CAO to increase the estimate for the one (1) 3 axle dump truck from $260,000 to $266,810, and the estimate for two (2) 2 axle dump trucks from $220,000 to $236,865, each due to other equipment prices decreasing.
Transit Occupancy Tax (TOT) funding will be used to purchase one (1) salt brine unit and Transportation Road Fund will be used to purchase one (1) 3 axle dump truck, two (2) 2 axle dump trucks, and one (1) Nescon XBroom sweeper.
ALTERNATIVES
The Board could choose to not approve the purchase of one (1) 3 axle dump truck, two (2) 2 axle dump trucks and one (1) Nescon XBroom sweeper; however, this would leave Transportation with equipment that will no longer meet ARB regulations. Likewise, the Board could choose to not approve the purchase of one (1) salt brine unit with TOT funding, however this would leave winter operations in the South Lake Tahoe region with inadequate equipment.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within the Department of Transportation Maintenance and Operations Division Fiscal Year 2021-22 recommended budget. All items proposed to purchase are also included in the Fiscal Year 2021-22 Fixed Asset list.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation