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Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, recommending the Board approve the following:
1) Find that the purchase of twenty-two (22) 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;
2) Authorize the Purchasing Agent to utilize the State of California Contract 1-18-23-23 for the acquisition of ten (10) fleet replacement vehicles of various categories for the Department of Transportation - Fleet Services Unit;
3) Authorize the Purchasing Agent to utilize the State of California Contract 1-18-23-20 for the acquisition of twelve (12) fleet replacement vehicles of various categories for the Department of Transportation - Fleet Services Unit;
4) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Winner Chevrolet of Elk Grove, CA. in the amount of $691,932.00 plus applicable delivery, fees and taxes (estimated at $55,415.01) for a one time purchase following Board approval; and
5) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Downtown Ford of Sacramento, CA. in the amount of $36,920.00 plus applicable delivery, fees and taxes (estimated at $2,976.61) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund.
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DISCUSSION / BACKGROUND
Twenty-two (22) fleet vehicles of various categories have met the County criteria for replacement and have been included on the Fixed Asset list for Fiscal Year 2020-21. The replacement vehicles consist of four (4) Chevrolet Traverse (mid-size SUV) , two (2) Chevrolet Equinox (small SUV), four (4) Chevrolet Colorados of various configurations (three small pickups and one 1/2 ton pickup), one (1) Ford Transit (van/cargo), one (1) Chevrolet Tahoe (full-size SUV), one (1) Chrysler Pacifica (mini van hybrid) and nine (9) Chevrolet Silverados of various configurations (six 3/4 ton pickups, two 1/2 ton pickups and one 1 ton pickup).
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 with Winner Chevrolet of Elk Grove, California and 1-18-23-20 with Downtown Ford of Sacramento, California for the purchase of the twenty-two (22) vehicles. At the request of the Department of Transportation, the Procurement and Contracts Division issued a comparative market analysis in October 2019 comparing dealer pricing against the State Contract #1-18-23-23 and 1-18-23-20 pricing for the acquisition of vehicles that meet the needs of the County. Comparative market analysis requests were sent to multiple dealerships who 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 chose to not approve the purchase of the vehicles, however the use of vehicles that are over the 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 budget. This internal service fund charges costs for services to other County departments. There is no budget amendment or change to the Fixed Asset list required.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation