COUNTY OF SAN MATEO

COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

December 14, 2007

BOARD MEETING DATE:

January 8, 2008

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

James C. Porter, Director of Public Works

SUBJECT:

Acquisition of Construction Equipment

Recommendation

Adopt a resolution:

A.

Waiving the competitive procurement process, and

B.

Authorizing the Purchasing Agent to issue a Purchase Order for up to $160,000 with Tractor Equipment Sales, for the purchase of a rubber tire roller, and

C.

Authorizing the donation of a Motor Grader Cat 12 G to the Byron Bethany Irrigation District in Contra Costa County.

Vision Alignment

Commitment: Preserve and provide people access for our natural environment.

Goal 14: Important natural resources are preserved and enhanced through environmental stewardship.

One of the Key Department Initiatives for Public Works that is included in the 2006-07 and 2007-08 Outcomes Based Management plan is to “Reduce the County’s Impact on Climate Change by Reducing CO₂ Emissions.” The authorization requested in this report is to replace one piece of construction equipment with a new unit that will produce significantly less Nitrous Oxide (NOx) and Carbon Dioxide (CO₂) emissions.

Background

The Vehicle & Equipment Section of the Public Works Department maintains equipment used by County staff for the on-going repair and maintenance of
316 miles of County owned roads.

The California Air Resources Board has allowed governmental entities to apply for matching funds to replace older, polluting heavy equipment with new environmentally friendly equipment. On behalf of the County, the Public Works Department applied for and was awarded One Million Two Hundred Thousand Dollars to acquire the following pieces of equipment that would replace the older counterparts:

Ø

Three Caterpillar 930G Tool Carrier Wheel Loaders

Ø

One Caterpillar D6KXL Dozer

Ø

One Caterpillar 953D Track Loader

Ø

One Caterpillar 140M Motor Grader

Ø

One Caterpillar PS360C Rubber Tired Chip Seal Roller

Discussion

One of the goals of the Public Works Department is to seek funding opportunities to replace older vehicles and equipment with comparable items that are more environmentally friendly, particularly in terms of the use of fossil fuels and reducing greenhouse gas emissions. One of the primary funding sources for these acquisitions has been the California Air Resources Board. The County received a grant of $1,200,000 to replace various construction equipment and off-road vehicles.

On May 15, 2007 your Board authorized the acceptance of the grant, and a Purchase Order with the Peterson Tractor Company Government Sales to acquire the equipment. The equipment must be purchased and received by the end of Fiscal Year 2007-08 (June 30, 2008), in order to qualify for the funds. Peterson has notified the County that the Rubber Tire Roller cannot be custom made and delivered until some time in 2009; thereby missing the grant deadline. The Public Works Department has identified Tractor Equipment Sales as an alternate vendor that can custom make and deliver the Roller by the required date. The specific piece of equipment will be a Bomag BW 27 RH Roller. This vendor offers government pricing and has been approved by the California Air Resources Board for the acquisition of this equipment. The cost is estimated not to exceed $160,000. The comparable equipment that was originally ordered from Peterson was estimated to cost $168,000.

As a condition of the grant, the equipment being replaced must be permanently scrapped or donated to another public entity. The Byron Bethany Irrigation District in Contra Costa County has notified the Air District that it would like to be considered if a Motor Grader becomes available for reallocation. The estimated surplus value of San Mateo County’s Motor Grader is approximately $10,000.

The Resolution has been approved as to form by County Counsel.

Fiscal Impact

Grant funding has been secured from the California Air Resources Board in the amount of One Million Two Hundred Thousand Dollars. Matching funds of $419,995 have been included in the Department adopted Road Fund budget for Fiscal Year 2007-08. This piece of equipment will be financed through these funding sources. There will be no impact on the County’s General Fund.

Inter-Departmental Correspondence

DATE:

BOARD MEETING DATE:

SPECIAL NOTICE/HEARING:

VOTE REQUIRED:

TO:

FROM:

SUBJECT:

Recommendation

Vision Alignment

Commitment: Preserve and provide people access for our natural environment.

Goal 14: Important natural resources are preserved and enhanced through environmental stewardship.

Background

Ø

Ø

Ø

Ø

Ø

Discussion

Fiscal Impact



COUNTY OF SAN MATEO Inter-Departmental Correspondence
Department of Public Works

DATE:				December 14, 2007
BOARD MEETING DATE:				January 8, 2008
SPECIAL NOTICE/HEARING:				None
VOTE REQUIRED:				Majority

TO:			Honorable Board of Supervisors
FROM:			James C. Porter, Director of Public Works
SUBJECT:			Acquisition of Construction Equipment

Recommendation
Adopt a resolution:

A.	Waiving the competitive procurement process, and

B.	Authorizing the Purchasing Agent to issue a Purchase Order for up to $160,000 with Tractor Equipment Sales, for the purchase of a rubber tire roller, and

C.	Authorizing the donation of a Motor Grader Cat 12 G to the Byron Bethany Irrigation District in Contra Costa County.

Vision Alignment
Commitment: Preserve and provide people access for our natural environment.
Goal 14: Important natural resources are preserved and enhanced through environmental stewardship.

One of the Key Department Initiatives for Public Works that is included in the 2006-07 and 2007-08 Outcomes Based Management plan is to “Reduce the County’s Impact on Climate Change by Reducing CO₂ Emissions.” The authorization requested in this report is to replace one piece of construction equipment with a new unit that will produce significantly less Nitrous Oxide (NOx) and Carbon Dioxide (CO₂) emissions.

Background
The Vehicle & Equipment Section of the Public Works Department maintains equipment used by County staff for the on-going repair and maintenance of 316 miles of County owned roads.

The California Air Resources Board has allowed governmental entities to apply for matching funds to replace older, polluting heavy equipment with new environmentally friendly equipment. On behalf of the County, the Public Works Department applied for and was awarded One Million Two Hundred Thousand Dollars to acquire the following pieces of equipment that would replace the older counterparts:

	Ø	Three Caterpillar 930G Tool Carrier Wheel Loaders
	Ø	One Caterpillar D6KXL Dozer
	Ø	One Caterpillar 953D Track Loader
	Ø	One Caterpillar 140M Motor Grader
	Ø	One Caterpillar PS360C Rubber Tired Chip Seal Roller

Discussion
One of the goals of the Public Works Department is to seek funding opportunities to replace older vehicles and equipment with comparable items that are more environmentally friendly, particularly in terms of the use of fossil fuels and reducing greenhouse gas emissions. One of the primary funding sources for these acquisitions has been the California Air Resources Board. The County received a grant of $1,200,000 to replace various construction equipment and off-road vehicles.

On May 15, 2007 your Board authorized the acceptance of the grant, and a Purchase Order with the Peterson Tractor Company Government Sales to acquire the equipment. The equipment must be purchased and received by the end of Fiscal Year 2007-08 (June 30, 2008), in order to qualify for the funds. Peterson has notified the County that the Rubber Tire Roller cannot be custom made and delivered until some time in 2009; thereby missing the grant deadline. The Public Works Department has identified Tractor Equipment Sales as an alternate vendor that can custom make and deliver the Roller by the required date. The specific piece of equipment will be a Bomag BW 27 RH Roller. This vendor offers government pricing and has been approved by the California Air Resources Board for the acquisition of this equipment. The cost is estimated not to exceed $160,000. The comparable equipment that was originally ordered from Peterson was estimated to cost $168,000.

As a condition of the grant, the equipment being replaced must be permanently scrapped or donated to another public entity. The Byron Bethany Irrigation District in Contra Costa County has notified the Air District that it would like to be considered if a Motor Grader becomes available for reallocation. The estimated surplus value of San Mateo County’s Motor Grader is approximately $10,000.

The Resolution has been approved as to form by County Counsel.

Fiscal Impact
Grant funding has been secured from the California Air Resources Board in the amount of One Million Two Hundred Thousand Dollars. Matching funds of $419,995 have been included in the Department adopted Road Fund budget for Fiscal Year 2007-08. This piece of equipment will be financed through these funding sources. There will be no impact on the County’s General Fund.