Title
Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, (Transportation) recommending the Board:
1) Increase the cost of one (1) 1/2 ton pickup on the Fiscal Year 2023-24 Fixed Asset list from $55,000 to $61,000;
2) Increase the cost of two (2) 1/2 ton pickups on the Fiscal Year 2023-24 Fixed Asset list from $55,000 to $57,000;
3) Reduce the cost of two (2) 3/4 ton pickups on the Fiscal Year 2023-24 Fixed Asset list from $55,750 to $53,250;
4) Reduce the cost of one (1) 1/2 ton pickup on the Fiscal Year 2023-24 Fixed Asset list from $55,000 to $50,000;
5) Find the purchase of five (5) 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 1-22-23-20;
6) Authorize the Purchasing Agent to utilize the State of California Contract 1-22-23-20 for the acquisition of five (5) fleet replacement vehicles of various configurations 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 $150,300 plus applicable delivery, fees, and taxes (estimated at $731.25) for a one-time purchase following Board approval; and
8) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Freeway Toyota of Hanford, CA. in the amount of $104,546 plus applicable delivery, fees, and taxes (estimated at $1,087.50) for a one-time purchase following Board approval.
FUNDING: Fleet Internal Service Fund (100%).
Body
DISCUSSION / BACKGROUND
Five (5) fleet vehicles of various configurations have met the County criteria for replacement or were approved as new additions and have been included on the Fixed Asset list for Fiscal Year (FY) 2023-24. The vehicles consist of five (5) 1/2 Ton Pickups for the Sheriff's Department and Department of Transportation. Due to vehicle shortages and manufacturer order cancellations, available vehicle types and prices have changed. Fleet would like to request to increase the cost of one (1) 1/2 ton pickup from $55,000 to $61,000, increase the cost of two (2) 1/2 ton pickups from $55,000 to $57,000, reduce the cost of two 3/4 ton pickups from $55,750 to $53,230 and reduce the cost of one (1) 1/2 ton pickup from $55,000 to $50,000. All other vehicles are under the budgeted amount included on the FY 2023-24 Fixed Asset List.
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 1-22-23-20 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 changes to Fiscal Year 2023-24 Fixed Asset list and 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 2023-24 budget. Departments allocate a portion of their budget each year to the Fleet Fund in order to pay the cost of replacement vehicles when needed. A budget transfer is not required as the changes do not increase the overall expenses.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation