TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Neil Waite - Engineering Technician II
SUBJECT: Sole Source Award, Competitive Bid Award, Budget Amendment and Establishing Five Capital Assets
RECOMMENDATION
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Director of Public Works requests the following actions regarding the purchase of five Capital Assets (4/5 vote required):
1. Approval to establish three Capital Assets, a waiver of competitive bidding requirement and sole source award to Pape Machinery for the purchase of one John Deere 35 G excavator in the amount of $68,000, one Trailking TKT16 U trailer in the amount of $26,000 and one set of PSM Coupler Forks in the amount of $7,000;
2. Approval to establish one Capital Asset, a waiver of competitive bidding requirement and sole source award to RoadVista for the purchase of one Retroreflectometer in the amount of $15,000;
3. Approval to establish one Capital Asset and competitive bid award to First Vanguard Rental and Sales, Inc. for the purchase of one Wylie 500 Gallon Water Trailer in the amount of $11,000;
4. Approval of a Budget Amendment for the following:
a. Increase Equipment appropriations in Roads Operations Budget (Fund 2040, Sub-division 2040000, Account 55400) by $33,000 with the use of its available fund balance for the purchase of one set of PSM Coupler Forks ($7,000), one Retroreflectometer ($15,000) and one Wylie 500 Gallon Water Trailer ($11,000);
b. Increase Fleet Charges appropriations in Roads Operations Budget (Fund 2040, Sub-division 2040000, Account 52906) by $94,000 with the use of its available fund balance to transfer to Fleet-Roads Equipment Replacement Budget (Fund 4100, Sub-division 4101000) for the purchase of one John Deere 35 G excavator ($68,000) and one Trailking TKT16 U trailer ($26,000); and
c. Increase Equipment appropriation in Fleet- Roads Equipment Replacement Budget (Fund 4100 Sub-division 4101000 Account 55400) by $94,000 for the purchase of one John Deere 35 G excavator ($68,000) and one Trailking TKT16 U trailer ($26,000) off set by the transfer from the Roads Operations Budget.
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EXECUTIVE SUMMARY
Today’s requested action will establish five Capital Assets, allow a waiver for competitive bidding and sole source award to Pape Machinery and RoadVista along with a competitive bid award to First Vanguard. It will also allow a budget amendment for $33,000 to increase Equipment appropriations in Roads Operations Budget for the purchase of one set of PSM Coupler Forks ($7,000), one Retro reflectometer ($15,000) and one Wylie 500 Gallon Water Trailer ($11,000) with the use of its available fund balance. Lastly, it will also allow a budget amendment to transfer funds from Roads Operations Budget to Fleet - Roads Equipment Replacement Budget in the amount of $94,000 for the purchase of one John Deere 35 G excavator ($68,000), and one Trailking TKT16 U trailer ($26,000) for use by the Roads Department for managing concurrent projects and emergencies.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Funding is coming from Roads Operating Budget fund balance (2040000). |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Equipment is needed to maximize Road Division efficiency and effectiveness. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Future maintenance costs will be budgeted accordingly. |
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Consequences if not approved: |
Roads Division ability to manage simultaneous projects and road emergencies will be limited. |
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County Strategic Plan pillar addressed: |
Effective and Open Government |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
The Roads Operations Budget received a reimbursement from the State of California for cleanup of a former underground fuel storage tank at the Spanish Flat Yard. This provided an opportunity to add useful equipment that was not budgeted. This unexpected revenue was received after the completion of the budget cycle therefore not included on Schedule F Recommended Capital Assets for fiscal year 2023-24 Budget.
Today’s requested action will establish five Capital Assets, allow a waiver for competitive bidding and sole source award to Pape Machinery, MME and RoadVista along with a competitive bid award to First Vanguard.
Today’s action will allow a budget amendment for $33,000 to increase Equipment appropriations in Roads Operations Budget for the purchase of:
One set of PSM Coupler Forks ($7,000). This will help the Roads Division as it has two locations, but only one forklift in inventory. The coupler forks will allow front loaders to be used as a forklift, saving the department time, staff hours traveling between locations to load and off load larger items and equipment and save fuel, reducing the county’s carbon footprint.
One Retroreflectometer ($15,000). Public Works currently does not have a retro reflectometer in inventory. Measuring reflective qualities of road markings is currently conducted by contractors. The addition of this inventory item is vital in ensuring Napa County Roads continue to meet regulated road marking reflective guidelines, while ensuring that the contractors are meeting County of Napa plans and specifications.
One Wylie 500 Gallon Water Trailer ($11,000). The Roads Division does not currently have a water trailer. This type of equipment is used for multiple projects and with this purchase the Roads Division will no longer have to consistently rent this type of equipment, expending staff time, additional fuel and wasted funds on rental.
Today’s action will also allow a budget amendment to transfer funds from Roads Operations Budget to Fleet - Roads Equipment Replacement Budget for $94,000 for the purchase of one John Deere 35 G excavator ($68,000), and one Trailking TKT16 U trailer ($26,000) for use by the Roads Division for managing concurrent projects and emergencies. The current excavator inventory limits total number of concurrent Public Works Roads Division projects. With increased inventory the Road Crew will reduce equipment transport time and allow equipment to be used more efficiently. This equipment will also enable to Road Division to improve effectiveness when undertaking simultaneous road emergencies.
Sole source justifications are as follows:
Reflectometer is purchased from Roadvista as they are the only US provider of this equipment
The coupler forks are purchased from Pape Machinery because they are the only ones that mate up with our existing equipment
The excavator and it’s trailer and the 500 gallon water trailer are purchased via Sourcewell, a nationwide government procurement agent.