Title
a. Approve and authorize the Director of the Department of Emergency Management or designee to execute a Non-Standard Agreement with Coastal Tractor Inc. for an amount not to exceed $107,280 for the purchase of a compact track loader and trailer, procured under Sourcewell Agreement # 011723 - CNH, with an agreement term of March 18, 2025, through June 18, 2025; and
b. Authorize the Director of the Department of Emergency Management or designee to execute order confirmations and such documents as are necessary to implement the agreement for the County's purchase of products.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of the Department of Emergency Management or designee to execute a Non-Standard Agreement with Coastal Tractor Inc. for an amount not to exceed $107,280 for the purchase of a compact track loader and trailer, procured under Sourcewell Agreement # 011723 - CNH, with an agreement term of March 18, 2025, through June 18, 2025; and
b. Authorize the Director of the Department of Emergency Management or designee to execute order confirmations and such documents as are necessary to implement the agreement for the County's purchase of products.
SUMMARY:
On March 10, 2023, the unincorporated community of Pajaro experienced major flood damage which impacted households, businesses, local infrastructure, and personal property. California Assembly Bill 102 (AB 102) allocated $20,000,000 funding to the County of Monterey to support flood relief, preparedness, and resilience for the community of Pajaro. In December of 2023, the Board of Supervisors approved an allocation of $500,000 for the purchase of a flood fighting equipment for North County Fire Protection District (NCFPD), which included the purchase of a compact track loader. The purchase of this equipment is necessary to improve NCFPD’s response capabilities in and during floods and other natural disaster events.
DISCUSSION:
In December of 2023, the Board of Supervisors approved an allocation of $500,000 for the purchase critical equipment to improve the ability of the community of Pajaro to respond to future flood events. This allocation includes the purchase of a compact track loader and tailer, increasing the capabilities of NCFPD to respond to flood events. In consultation with NCFPD, DEM identified a New Holland Compact Track Loader and Pequea Tilt Trailer for purchase. The New Holland 332 Compact Track Loader is a robust, purpose-built tractor designed to operate in extreme conditions. The vehicle’s caterpillar tracks allow it to operate in uneven terrain. Its’ large bucket and pallet forks allow this vehicle to both clear debris and shift large volumes of emergency supplies over uneven terrain. The tilt trailer allows for easy transportation of this heavy vehicle with minimum impact to local roads.
The compact track loader and trailer will be procured through Sourcewell Agreement (# 011723 - CNH). The County is a participating member of Sourcewell (Member #18170), which is a public entity cooperative purchasing agent that provides the County with access to competitively bid contracts for commonly used goods and services. Utilizing this Sourcewell Agreement will save the County significant time and cost as an open solicitation for similar good and services is not necessary. The Agreement between the County and the local vendor of this equipment Coastal Tractor, Inc. is included in Attachment B.
On January 7, 2025, the Board approved the purchase of a High-Water Vehicle for NCFPD (see A 24-581). DEM is finalizing smaller purchase agreements to procure an emergency rescue boat/trailer, a generator, other safety equipment and emergency training for NCFPD staff.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel, the Auditor-Controller’s Office, and Risk Management have reviewed the Agreement as to form, fiscal provisions, and insurance and indemnification, respectively.
FINANCING:
There will be no impact on the General Fund from this action. The project is funded by the California Office of Emergency Services (Cal-OES) 2023 Winter Storm Flood Relief (WS) Program #WS23 01 0270 Grant and is included in the Department of Emergency Management FY 2024-25 appropriations. NCFPD will take ownership of the tractor and trailer and will be responsible for any additional future obligations and maintenance.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
___ Economic Development
___ Administration
___ Health & Human Services
___ Infrastructure
_X_ Public Safety
Prepared by: Damian Bye, Management Analyst II, x1909
Reviewed by: Laura Emmons, Emergency Services Manager, x1992
Approved by: Kelsey A. Scanlon, Director of Department of Emergency Management, x1902
Approved by: Nick Chiulos, Chief Assistant Administrative Officer: x 5145
Attachments:
Attachment A: Resolution
Attachment B: Coastal Tractor Agreement
Attachment C: All Exhibits