HomeMy WebLinkAbout8 Electric Line Crew UTV AGENDA ITEM #8
Public Utility District m
MEETING DATE: October 4, 2023
TO: Board of Directors
FROM: Brian Yohn, General Services Manager
Michael Salmon, Chief Financial Officer
SUBJECT: Consideration to Dispense with Competitive Bidding and Negotiate
Directly with Vendors for the FY23 Procurement of a new Electric
Line Crew UTV
APPROVED BY:
Brian C. Wright, General Manager
RECOMMENDATION:
a.) Make a finding to dispense with competitive bidding for a Line Crew UTV.
b.) Authorize the General Manager, or their designee, to negotiate directly with vendors
for the FY23 Procurement of a new Line Crew UTV.
BACKGROUND:
The District's electric and water utility services are delivered to our customers through
utility distribution systems made up of more than 220 miles of electric utility conductors
and 230 miles of underground pipelines. These distribution system assets are
strategically laid out to ensure safe, reliable and high-quality service. Many sections of
underground and overhead utility assets are installed along public utility easements
(PUEs), public right of way or private "backyard" easements where access is limited
due to difficult terrain or limited space. In some cases, electric and water field crews
may be limited to access only by foot or small vehicles. These areas where overhead
and underground utilities have limited access can become even more challenging
during winter months where snow limits the type of vehicles that can successfully travel
across particular terrain.
Staff has evaluated different solutions over the years with marginal success. However,
recent advancements and development of utility terrain vehicles (UTVs) offer various
models of "side by side" all-wheel drive vehicles meeting the District's needs. The UTV
offers enhanced mobility and access to areas of difficult terrain, including snow
conditions in which the UTV can be retrofitted with all-wheel drive snow tracks.
During July and August 2023, staff engaged in the public competitive bidding process to
solicit bids for a new Line Crew UTV for the Electric Department. The proposed
procurement includes the purchase of accessories and winter track attachments to
allow for year-round use and benefit for the District.
Page 1 of 2
Page 5 of 159
Bid advertising for this procurement began in July 2023, with the bid opening held on
August 17, 2023. No responsive bids were received.
ANALYSIS AND BODY:
Following the unsuccessful request for public bids, staff explored the option of locating
qualifying government joint procurement contracts, but were unable to identify any that
matched the specific needs of the District. Many of the joint procurement contracts
available were for vehicles more in alignment with golf carts or small utility carts. Based
upon these findings, staff is recommending to dispense with the competitive bidding
process and authorize the General Manger to negotiate a procurement directly with a
UTV distributor.
Upon successful negotiations and receipt of a formal quote, this matter will be
presented to the Board for procurement review and approval.
GOALS AND OBJECTIVES:
District Code 1.05.020 Objectives:
1. Responsibly serve the public.
2. Provide a healthy and safe work environment for all District employees.
4. Provide reliable and high quality electric supply and distribution system to meet
current and future needs.
6. Manage the District in an effective, efficient and fiscally responsible manner.
District Code 1.05.030 Goals:
1. Manage for Financial Stability and Resiliency
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
FISCAL IMPACT:
The FY22/23 Budget for the UTV and equipment procurement expenditure is $88,332.
Staff anticipates the expenditure for the UTV and equipment to increase effectiveness
for the Electric Operations Department to be below the FY22/23 Budget approved
$88,332.
ATTACHMENTS:
None
Page 2 of 2
Page 6 of 159