Title
Department of Transportation recommending the Board approve and authorize the Chair to sign the Second Amendment to Agreement for Services 5189 with California Compaction Equipment to provide equipment rentals, increasing the not-to-exceed amount by $100,000 for a total not-to-exceed amount of $500,000, with no changes to the rates or the term of the contract.
FUNDING: Transit Occupancy Tax. (100%)
Body
DISCUSSION / BACKGROUND
The Department of Transportation, Maintenance and Operations Division (Maintenance) requested and received approval from the Board of Supervisors on November 17, 2020, to enter into Agreement 5189 with California Compaction Equipment Inc. in the amount of $250,000, with a three-year term. Maintenance rents equipment when it is more cost-effective than it would be to own, such as equipment that is only needed for short periods for specialized or emergency projects and snow removal. Additionally, Maintenance relies on rental equipment when department-owned equipment is out of service. Types of equipment rentals include but are not limited to: water trucks, compactors, bulldozers, loaders, graders, excavators, paving rollers, sand blasting equipment, and power tool equipment.
The First Amendment to Agreement 5189 was approved by the Board on February 21, 2023, to increase the not to exceed amount by $150,000 for a new not-to-exceed total of $400,000. Due to increased usage from the winter storms, Transportation is requesting a Second Amendment to increase the not to exceed amount by $100,000 for a new total not-to-exceed amount of $500,000 to cover the additional usage costs that are likely to be incurred due to exceeding the hours of operation as listed in the original agreement.
ALTERNATIVES
The Board could choose not to approve the Second Amendment to Agreement. Transportation would not be able to pay the additional usage costs that are yet to be calculated and billed.
PRIOR BOARD ACTION
#20-0893, 11/17/2020
#23-0319, 2/21/2023
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. Funding for rentals 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 Second 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