Title
District Attorney's Office recommending the Board consider the following:
1) Approve the use of Supplemental Local Law Enforcement Funds for the direct purchase of one vehicle in the estimated amount of $75,000 for Fiscal Year (FY) 2025-26;
2) Make a finding in accordance with Procurement Policy C-17, Section 3.4.3, that competitive bidding would produce no economic benefit to the County for the procurement and purchase of a department vehicle;
3) Authorize the Purchasing Agent to sign a purchase order in the estimated amount of $75,000 for a one-time vehicle purchase following Board approval, under the exemption to competitive bidding;
4) Approve and authorize the Board Chair to sign FY 2025-26 budget transfer increasing revenue and appropriations within the District Attorney’s budget by $75,000 (4/5 vote required); and
5) Add one Chevy Tahoe LS or comparable mid-sized sport utility vehicle to the District Attorney’s FY 2025-26 Fixed Asset List, with an estimated cost of $75,000.
FUNDING: Supplemental Local Law Enforcement Funds.
Body
DISCUSSION / BACKGROUND
Due to vacancies that are planned to be filled within the District Attorney's Office, a new vehicle is needed. The time frame for purchasing through the Fleet program will not result in the timely receipt of the vehicle in order to meet the Office's needs. The District Attorney’s Office is requesting to direct purchase a 2026 Chevrolet Tahoe LS or comparable mid-sized SUV through the use of SLESF, in the estimated cost of $75,000.
The department is requesting an exemption under Procurement Policy C-17, Section 3.4.3, that competitive bidding would produce no economic benefit to the County. Three quotes were obtained from local dealerships to determine the most economical, cost-effective acquisition of the vehicle, with the expectation that a Purchase Order would be issued to the lowest quoted dealership. This approach ensures that the department procures the vehicle at the best available price and within the necessary time frame, while evaluating for competitive pricing.
A non-competitive purchase justification approved by the Purchasing Agent is enclosed and further details why competitively bidding this particular purchase would produce no economic benefit to the County.
ALTERNATIVES
Should the Board opt not to approve the use of SLESF funds for the procurement of a department vehicle, the department would need to request General Fund appropriations to support these operational expenses.
PRIOR BOARD ACTION
04/18/2023 Legistar file 23-0723: Board approved the District Attorney’s request to use Supplemental Local Law Enforcement Funds to direct purchase a vehicle.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
Auditor Controller’s Office
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost as the use of Supplemental Local Law Enforcement Funds is being requested. The enclosed budget transfer increases revenue and appropriations in the District Attorney’s FY 2025-26 budget by $75,000 to support the vehicle purchase request outlined above. Additionally, there is no significant long-term Fleet or mileage cost associated with this request as the department anticipates another existing vehicle will be rotated out, nearing the end-of-life.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Upon approval, Clerk of the Board to forward executed budget transfer to the Auditor Controller’s Office.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Vern Pierson, District Attorney