Title
Chief Administrative Office, Procurement and Contracts Division, recommending the Board:
1) Authorize the Purchasing Agent to dispense with the competitive bidding process in accordance with County ordinance 3.12.160 (E), as pricing will increase by approximately 5 percent ($7,579 per unit) for all orders placed after September 19, 2011; and
2) Authorize the Purchasing Agent to sign PO201203078 in the amount of $331,645.89 for a one time purchase of two (2) three axle dump trucks with dump bodies from Riverview International Trucks, LLC of West Sacramento, CA. following Board approval;
FUNDING: Road Fund.
Body
BUDGET SUMMARY: |
|
|
Total Estimated Cost |
|
$331,645.89 |
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|
|
Funding |
|
|
Budgeted |
$331,645.89 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$331,645.89 |
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Change To Net County Cost |
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$0.00 |
FISCAL IMPACT/CHANGE TO NET COUNTY COST: Procurement and Contracts has been advised that funding for the purchase of two three axle dump trucks with dump bodies is included in the recommended fiscal year 2011/2012 Road Fund budget.
BACKGROUND/REASON FOR RECOMMENDATION: The Air Resources Board (ARB) enacted a measure in June of 2005 which requires all on-road diesel fueled vehicles owned and operated by public agencies and utilities to be re-powered, retrofitted or replaced in order to reduce emissions. The implementation period for the ARB ruling is six years beginning in 2006 and ending in 2012. The Department of Transportation has implemented a schedule to meet this deadline and has obtained grant funds where possible to partially offset the cost of installing particulate filters, replacing engines and replacing equipment. New equipment has only been purchased where a lower cost filter or engine replacement was not available for the particular type or model year of the equipment. The engine replacement and filter options are not available for five dump trucks in the road maintenance fleet with model years between 1975 and 1992 making it necessary to replace the trucks. Three have been replaced to date through the process described. The purchase of the two (2) additional dump trucks proposed here will complete the replacements required to meet the ARB regulation. The dump trucks to be replaced must be taken out of service by 2012 to avoid non-compliance.
In 2010, at the request of the Department of Transportation, the Procurement and Contracts Division issued an Invitation to Bid for one three axle dump truck with dump body (Bid No. 10-760-075). Riverview International Trucks, LLC of West Sacramento, CA. was the sole bidder. The Board awarded the bid on June 22, 2010 (item #4). Subsequently in 2011, the vendor agreed to hold the 2010 bid price for the purchase of two additional 2011 three axle dump trucks and dump bodies which were included in the fiscal year 2010/2011 budget. On February 15, 2011 (item # 3), the Board authorized the Purchasing Agent to sign PO201111017 for the Purchase of the additional trucks.
Riverview International has once again offered the 2010 pricing for two additional three axle dump trucks with dump bodies, this time model year 2012 trucks, but must receive the order no later than September 19, 2011 to hold the pricing.
The Purchasing Ordinance, 3.12.160 (E), allows for an exemption from competitive bidding if special circumstances exist such that the purchase must be made within a limited period of time in order to secure favorable pricing for an item that would not be achievable through competitive bidding.
The projected price increase after September 19, 2011 is approximately 5 percent on the chassis and 7.8 percent on the body making the cost increase per unit of $7,579 or $15,158 for the two dump trucks. If replacements for the vehicles removed from service this year are not purchased, the road maintenance fleet will be reduced for maintenance and snow removal operations by two.
ACTION TO BE TAKEN FOLLOWING APPROVAL: Following Board approval, the Purchasing Agent will sign PO201203078 in the amount of $331,645.89 for a one time purchase of two (2) three axle dump trucks with dump bodies from Riverview International Trucks, LLC of West Sacramento, CA.
Contact: Sue Hennike, x5577