County of El Dorado - File #: 23-1502

• File #: 23-1502
• Version: 1
• Type: Agenda Item
• Status: Approved
• File created: 7/31/2023
• In control: Board of Supervisors
• On agenda: 10/10/2023
• Final action: 10/10/2023
• 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, heavy equipment rentals are exempt from competitive bidding; 2) Authorize the Chair to sign Agreement 7967 with California Compaction Equipment Inc. for as-needed equipment rentals in the not-to-exceed amount of $900,000 for a term beginning November 30, 2023 and expiring three (3) years thereafter; 3) Authorize the Chair to sign Agreement 7988 with Holt of California for as-needed equipment rentals in the not-to-exceed amount of $900,000 for a term beginning November 30, 2023 and expiring three years thereafter; and 4) Authorize the Purchasing Agent to increase the on-call equipment rental agreements on an "as needed" basis during the term of the contract as long as funding is available within the requesting department's budget. FUNDING: Transient Occupancy Tax - Local Discretionary (50%)...

Date	Ver.	Action By	Action	Result
10/10/2023	1	Board of Supervisors	Approved	Pass

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, heavy equipment rentals are exempt from competitive bidding;
2) Authorize the Chair to sign Agreement 7967 with California Compaction Equipment Inc. for as-needed equipment rentals in the not-to-exceed amount of $900,000 for a term beginning November 30, 2023 and expiring three (3) years thereafter;
3) Authorize the Chair to sign Agreement 7988 with Holt of California for as-needed equipment rentals in the not-to-exceed amount of $900,000 for a term beginning November 30, 2023 and expiring three years thereafter; and
4) Authorize the Purchasing Agent to increase the on-call equipment rental agreements on an "as needed" basis during the term of the contract as long as funding is available within the requesting department's budget.

FUNDING: Transient Occupancy Tax - Local Discretionary (50%), Transient Occupancy Tax - Measure S (15%), County Service Area 3 (5%), Tribe Funds (5%), Road Fund (10%) and Road Maintenance and Rehabilitation Act of 2017 (15%)
Body
DISCUSSION / BACKGROUND
The Department of Transportation's Maintenance and Operations unit (Maintenance) rents equipment when it would be more cost-effective to rent than it would be to own the equipment, such as equipment that is only needed for short periods for specialized or emergency projects and snow removal operations. 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, excavators, paving rollers, sandblasting equipment, and power tool equipment.

Noncompetitive Bid Requirement
Transportation recommends the Board make findings Agreement #7967 and Agreement #7988 are exempt from competitive bidding in accordance with El Dorado County Board of Supervis...