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Community Development Services,Transportation Department - Fleet Unit, recommending the Board approve the following:
1) Award Bid 18-070-023 for the purchase of new fleet vehicles to the low qualified bidders Towne Motor Company of Redwood City, CA, (bid vehicles "D", "I", "V" and “X”) in the amount of $245,939 , Winner Chevrolet, Inc. of Elk Grove, CA, (bid vehicles "C", "F", "L", "M" and "U") in the amount of $338,620 plus all required taxes and fees (estimated at $42,565); and
2) Authorize the Purchasing Agent to sign purchase orders in the amount of $584,559 plus all required taxes and fees (estimated at $42,565) for the purchase of 20 replacement and 1 new county vehicle.
FUNDING: Fleet Internal Service Fund and Permit Fees.
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DEPARTMENT RECOMMENDATION
Community Development Services - Transportation Department - Fleet Unit, recommending the Board approve the following:
1) Award Bid No. 18-070-023 for the purchase of new fleet vehicles to the low qualified bidders Towne Motor Company of Redwood City, CA, (bid vehicles "D", "I", "V" and “X”) in the amount of $245,939 , Winner Chevrolet, Inc. of Elk Grove, CA, (bid vehicles "C", "F", "L", "M" and "U") in the amount of $338,620 plus all required taxes and fees (estimated at $42,565); and
2) Authorize the Purchasing Agent to sign purchase orders in the amount of $584,559 plus all required taxes and fees (estimated at $42,565) for the purchase of 20 replacement and 1 new county vehicle.
DISCUSSION / BACKGROUND
At the request of Community Development Services - Transportation Department - Fleet Unit, the Procurement and Contracts division issued an Invitation to Bid for new fleet vehicles that are included in the Adopted Budget. The replacement of fleet vehicles is generally determined when the vehicle reaches the targeted mileage standardized by Fleet Management, or replaced due to accidents in which the vehicle could not be repaired. All Vehicle replacements are in accordance with the revised Vehicle Standards approved by the Board of Supervisors on April 4, 2011 (Legislative File #11-0178).
Recommended vehicle purchases include 20 replacement vehicles and 1 new/additional vehicle for Code Enforcement. Attachment D includes a detailed list of the vehicles being purchased.
Twenty-seven (27) vehicle types were included in the bid solicitation, thirty invitations to bid were mailed, five (5) to local vendors, six (6) responses were received, one (1) from a local vendor.
This bid is for purchasing specific fleet vehicles where the needs cannot be met through redistribution of underutilized vehicles and that the function served by each vehicle is critical to the operation of the Department for which it is assigned.
ALTERNATIVES
Should the Board decline to authorize the vehicle purchases, use of existing vehicles that are over the target miles may result in unsafe conditions or additional maintenance and repair costs. Additionally, the requested vehicle purchases are for various Department programs that could be negatively impacted should new or replacement vehicles not be purchased.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Chief Administrative Office, Procurement and Contracts
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
No change to Net County Cost. These vehicles were budgeted for in the FY 2017-18 Adopted Budget for the Transportation Department - Fleet Unit and the Building and Planning Department for a Code Enforcement Vehicle (Approved by the Board of Supervisors on September 26, 2017 - Legistar #17-0406).
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Transportation