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Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, recommending the Board:
1) Remove one 1/2 ton pickup totaling $50,000 and add one full-size SUV totaling $50,000 to the Fiscal Year 2022-23 Fixed Asset list;
2) Increase the cost of two (2) 1/2 ton 4x4 pickups on the Fiscal Year 2022-23 Fixed Asset list from $50,000 to $56,000 each;
3) Reduce the cost of one (1) 1 ton diesel pickup on the Fiscal Year 2022-23 Fixed Asset list from $65,000 to $53,000;
4) Find that the purchase of seventeen (17) replacement vehicles are exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.160, Section D, due to use of State of California competitively-bid Contracts;
5) Authorize the Purchasing Agent to utilize the State of California Contract 1-22-23-20 for the acquisition of six (6) fleet replacement vehicles of various categories for the Department of Transportation - Fleet Services Unit;
6) Authorize the Purchasing Agent to utilize the State of California Contract 1-22-23-23 for the acquisition of eleven (11) fleet replacement vehicles of various categories for the Department of Transportation - Fleet Services Unit;
7) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Winner Chevrolet of Elk Grove, CA. in the amount of $742,435 plus applicable delivery, fees and taxes (estimated at $57,825.13) for a one time purchase following Board approval; and
8) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Downtown Ford of Sacramento, CA. in the amount of $48,484 plus applicable delivery, fees and taxes (estimated at $3,723.84) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund.
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DISCUSSION / BACKGROUND
Seventeen (17) fleet vehicles of various categories have met the County criteria for replacement and have been included on the Fixed Asset list for Fiscal Year 2022-23. The replacement vehicles consist of eleven (11) Chevrolet Tahoes (full-size SUV for the Sheriffs Department), one (1) Ford F-150 (1/2 ton pickup for Sheriffs Department), and five (5) Chevrolet Silverados of various configurations (one (1) 1/2 ton pickup for the Sheriffs Department, one (1) midsize pickup for Department of Transportation, one (1) 1 ton diesel pickup for CAO Facilities, and two (2) 3/4 ton pickups for CAO Facilities). The 1/2 ton pick-up truck to be removed was replacing an all-wheel drive mini van. However, after further review and discussion with the Sheriffs Department, the full size SUV would be a better fit as the replacement due to the number of passengers it can hold while still being AWD and being readily available.
The function served by each vehicle is critical to the operation of the Department for which it is assigned. Department needs cannot be met through the redistribution of underutilized vehicles.
The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of these fixed assets falls under (D) of this section, which requires that the item may be procured from a vendor that has a contract with another public agency; that the contract was awarded utilizing a competitive bidding process substantially the same as the County's; and that the item and terms of the transaction are the same, or substantially the same. For these purchases, the Department is able to utilize the State of California competitively-bid Contract 1-22-23-23 and 1-22-23-20 with Winner Chevrolet of Elk Grove, California and 1-22-23-20 with Downtown Ford of Sacramento, California for the purchase of the seventeen (17) vehicles. Comparative market analysis pricing was requested from multiple dealerships that had previously responded to County vehicle bids. No responses were received as other dealerships are unable to match state contract pricing.
ALTERNATIVES
The Board could choose to not approve the purchase of the vehicles, however the use of vehicles that are over target miles may result in unsafe conditions or additional maintenance costs incurred to repair such vehicles.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within the Department of Transportation Maintenance and Operations Division - Fleet Internal Service Fund Fiscal Year 2022-23 recommended budget for seventeen (17) of the replacement vehicles. There is no overall change to the cost of the replacement vehicles as a result of these changes. This internal service fund charges costs for services to other County departments.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation