File #: 21-1664    Version: 1
Type: Agenda Item Status: Approved
File created: 10/12/2021 In control: Board of Supervisors
On agenda: 11/9/2021 Final action: 11/9/2021
Title: Department of Transportation recommending the Board approve the following: 1) Award Bid 22-863-008 for the purchase of Equipment/Truck Tires, Tubes, Wheels and Related Products and Services to the sole qualified bidder Sierra Nevada Tire and Wheel of Placerville, CA; 2) Authorize the Purchasing Agent to issue a purchase contract in the amount of $285,000 ($95,000/year) for a thirty-six (36) month period following Board approval; and 3) Authorize the Purchasing Agent to increase the purchase contract on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget. FUNDING: Road Fund.
Attachments: 1. A - Bid #22-863-008
Related files: 19-0907, 18-0559, 16-0424

Title

Department of Transportation recommending the Board approve the following:

1) Award Bid 22-863-008 for the purchase of Equipment/Truck Tires, Tubes, Wheels and Related Products and Services to the sole qualified bidder Sierra Nevada Tire and Wheel of Placerville, CA;

2) Authorize the Purchasing Agent to issue a purchase contract in the amount of $285,000 ($95,000/year) for a thirty-six (36) month period following Board approval; and

3) Authorize the Purchasing Agent to increase the purchase contract on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.

 

FUNDING: Road Fund.

Body

DISCUSSION / BACKGROUND

The Board of Supervisors previously awarded Bid #19-863-074 for the purchase of Equipment/Truck Tires, Tubes, Wheels and Related Products and Services for a three year period in July of 2019. Due to global market factors such as increases in raw material, labor, and shipping  costs, along with increased tariffs and import taxes, the awarded vendor was unable to maintain pricing and had to cancel their contract with the County.

 

At the request of the Department of Transportation, the Chief Administrative Office, Procurement and Contracts Division, issued a new Invitation to Bid #22-863-008 for the purchase of Equipment/Truck Tires, Tubes, Wheels and Related Products and Services for the West and East Slopes of El Dorado County.

 

The new Invitation to Bid was solicited with changes made to the escalation clause to allow for manufacturer increases beyond raw materials as provided for in the previous Bid. The awarded vendor will also be allowed to increase their prices for the addition of freight as a pass-through cost only with no mark-up permitted. Twelve (12) Bid Notifications were mailed, six (6) to local vendors, and the Invitation to Bid was posted on the County's eProcurement system, PlanetBids. One qualified response was received from the local vendor Sierra Nevada Tire and Wheel of Placerville, CA.

 

ALTERNATIVES

There are no alternatives. The purchase of truck tires, tubes, wheels and related products is required for the maintenance of County Vehicles. The vehicles associated with these purchases are used for road maintenance. If the vehicles are not maintained for active operations/use, road maintenance schedules could be adversely affected by out-of-service issues and potentially affect the public's safe use of County roadways.

 

PRIOR BOARD ACTION

07/16/2019: Agenda Item #19-0907 - Award of Bid #19-863-074

05/15/2018: Agenda Item #18-0559 - Contract extension

05/17/2016: Agenda Item #16-0424 - Award of Bid #16-863-059

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

Chief Administrative Office, Procurement and Contracts Division issued Invitation to Bid #22-863-008.

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

Funding is available within the FY 2020-21 Department of Transportation Road Maintenance budget.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

N/A

 

STRATEGIC PLAN COMPONENT

Good Governance

 

CONTACT

Rafael Martinez, Director, Department of Transportation

Michele Weimer, Procurement & Contracts Manager