Title
Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, (Transportation) recommending the Board:
1) Add nine (9) vehicles to the Fiscal Year (FY) 2021-22 Fixed Asset list that were included on the FY 2020-21 Fixed Asset list but were not received in within the FY due to COVID-19 delays and factory closures, at a total cost of $347,000;
2) Authorize Transportation to add one (1) hybrid truck for $44,500 to the FY 2021-22 Fixed Asset list which will replace two (2) fleet vehicles that have met replacement requirements for a total of $44,500;
3) Authorize Transportation to add seven (7) 1/2 ton pickups to the FY 2021-22 Fixed Asset list. The seven (7) 1/2 ton pickups are already included in the recommended budget for Fiscal Year 2021-22 but were not listed under the detailed Fixed Asset list in the budget book;
4) Find that the purchase of forty-six (46) 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 1-18-23-20 for the acquisition of eleven (11) 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 1-18-23-23 for the acquisition of thirty-five (35) 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 $1,731,559.00 plus applicable delivery, fees and taxes (estimated at $136,784.28) 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 $38,521 plus applicable delivery, fees and taxes (estimated at $3,001.52) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund.
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DISCUSSION / BACKGROUND
Forty-five (45) fleet vehicles of various categories have met the County criteria for replacement and have been included on the Fixed Asset list for Fiscal Year 2021-22. The replacement vehicles consist of one (1) Chevrolet Traverse (mid-size SUV for HHSA) , eight (8) Chevrolet Equinox (small SUV - 3 for Transportation, 2 Senior Nutrition, 1 Mental Health, 1 for Development Services and 1 Public Defender), twenty-six (26) Chevrolet Tahoe's (full-size SUV for the Sheriffs Department), one (1) Jeep Grand Cherokee (mid-size SUV for the Sheriffs Department), and nine (9) Chevrolet Silverados of various configurations (four 1/2 ton pickups - 1 Transportation, 1 Animal Services, 1 Sheriff, and 1 District Attorney and five 1 ton pickups of various configurations - 3 Transportation, 1 Animal Services and 1 CAO Grounds). In addition, the Department is requesting to add and purchase one (1) hybrid truck to the fixed asset list, totaling $44,500, to replace two fleet vehicles that have also met the County criteria for replacement. The budget transfer for the addition of one (1) hybrid truck will be included in the final budget process.
The Department also requests authorization to carryover nine (9) additional replacement vehicles which were included on the Fiscal Year 2020-21 Fixed Asset list but were not received due to COVID-19 delays and factory closures. This item requests to carryover three (3) full-size SUVs - one (1) at $42,000 and two (2) at $48,000, one (1) compact EV at $35,000, three (3) 1/2 ton pickups - one (1) at 34,000 and two (2) at $32,000, one (1) hybrid minivan and one (1) van at $38,000 each. The carryover vehicles total $347,000. The budget amendment will be included in the changes as part of the final budget process.
In addition Transportation requests to add seven (7) 1/2 ton pickups to the detailed fixed asset list for Fiscal Year 2021-22. The pickups were included in the recommended budget, however they were inadvertently left off of the detailed fixed asset list in the budget book. This action corrects the error and allow the department to purchase the vehicles that were included in the budget.
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 1-18-23-23 and 1-18-23-20 with Winner Chevrolet of Elk Grove, California and 1-18-23-20 with Downtown Ford of Sacramento, California for the purchase of the forty-six (46) 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. The Board could also choose to not approve to carryover nine (9) replacement vehicles although purchase orders have already been issued for the purchase. Likewise, the Board could choose to not approve the addition of one (1) hybrid truck and the two vehicles the truck is replacing would be carried over to the 22/23 budget process.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts and 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 2021-22 recommended budget for forty-five (45) of the replacement vehicles. The budget to cover the cost of nine (9) additional carryover vehicles and one (1) additional replacement vehicle totaling $388,500 will be included in the final budget process. 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