Title
Department of Transportation recommending the Board:
1) Find in accordance with El Dorado County Board of Supervisors Purchasing Policy, C-17, 3.5 Specific Exemptions & Written Findings of Fact, the work to be performed under Agreement 6125 is exempt from competitive bidding due to training seminars/classes;
2) Approve and authorize the Chair to sign the First Amendment to Agreement for Services 6125 with Nordic Enterprises dba Western Pacific Truck School, increasing the not-to-exceed amount by $50,000 for a total not-to-exceed amount of $120,000, and other minor administrative changes determined necessary, with no changes to the rates or the term of the contract, to provide Class A training; and
3) Authorize the Purchasing Agent to increase the Agreement 6125 on an "as needed" basis during the awarded period as long as funding is available within Department of Transportation's budget.
FUNDING: Road Fund. (100%)
Body
DISCUSSION / BACKGROUND
The Department of Transportation, Maintenance and Operations Division (Maintenance) entered into Agreement #6125, with Nordic Enterprises dba Western Pacific Truck School (Western Pacific) on February 1, 2022, in the amount of $70,000, with a three-year term. Maintenance sends employees to the school for Class A training due to federal regulations that were implemented in early 2022, preventing Class A training from being completed internally.
The First Amendment to Agreement #6125 is necessary to continue training staff and allowing employees to operate heavy equipment with a Class A license. The amount of the First Amendment to Agreement #6125 includes funding to cover the anticipated costs to continue training staff through Fiscal Year 2023/24. Maintenance is requesting to add an additional $50,000 with the First Amendment for a new not-to-exceed total of $120,000. The First Amendment also includes minor administrative changes to the indemnity and conflict of interest articles and adds an electronic signature article. Maintenance is also requesting the Board authorize the Purchasing Agent to execute future amendments with Western Pacific as long as funds are available in the Maintenance budget.
Noncompetitive Bid Requirement
Transportation recommends the Board make findings that Agreement #6125 is exempt from competitive bidding in accordance with El Dorado County Board of Supervisors Purchasing Policy, C-17, 3.5 Specific Exemptions & Written Findings of Fact, "training seminars/classes."
ALTERNATIVES
The Board could choose not to approve the First Amendment to Agreement. Transportation would need to find another avenue to train employees to obtain a Class A license.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve staff recommendation.
FINANCIAL IMPACT
Funding is available within the Department of Transportation Maintenance and Operations Division budget FY 2022-23 and the proposed FY 2023/24 budget. Funding for Class A training in future fiscal years will be included in Transportation's annual budget proposals.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of the First Amendment to Agreement.
2) The Clerk of the Board will return one (1) of the signed originals of the First Amendment to Agreement to Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation