Title
Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, recommending the Board:
1) Find the purchase of six (6) 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 Contract 1-22-23-23;
2) Authorize the Purchasing Agent to utilize the State of California Contract 1-22-23-23 for the acquisition of six (6) fleet replacement vehicles of various categories for the Department of Transportation - Fleet Services Unit; and
3) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Winner Chevrolet of Elk Grove, CA. in the amount of $190,038 plus applicable delivery, fees and taxes (estimated at $15,277.26) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund.
Body
DISCUSSION / BACKGROUND
Six (6) mid-size SUV fleet vehicles 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 six mid-size SUV's, one (1) for Environmental Management, one (1) for the Surveyor, two (2) for the District Attorney, one (1) for Fleet and one (1) for Child Support Services. 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. All six (6) vehicles came in under budget.
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 with Winner Chevrolet of Elk Grove, California. 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 not to approve the purchase of the vehicles; however, using vehicles over target miles may result in unsafe conditions or additional maintenance costs 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 adopted budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation