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Community Development Services, Environmental Management Department, recommending the Board consider the following:
1) Approve and authorize the purchase of one (1) new 2018 Ford Expedition, four-wheel drive, special service vehicle from Towne Ford Sales of Redwood City, CA as awarded under Bid 18-070-023, utilizing grant funds awarded by the California Certified Unified Program Agency Forum Environmental Protection Trust Fund; and
2) Authorize the Purchasing Agent to issue a purchase order in the estimated amount of $36,945.00 plus all required taxes and fees (estimated at $2,687.26), following Board approval.
FUNDING: Non-General Fund / California Certified Unified Program Agency Forum Environmental Protection Trust Fund. No federal funds are involved.
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DEPARTMENT RECOMMENDATION
Community Development Services, Environmental Management Department (Environmental Management), recommending the Board consider the following:
1) Approve and authorize the purchase of one (1) new 2018 Ford Expedition, four-wheel drive, special service vehicle from Towne Ford Sales of Redwood City, CA as awarded under Bid 18-070-023, utilizing grant funds awarded by the California Certified Unified Program Agency (CUPA) Forum Environmental Protection Trust Fund; and
2) Authorize the Purchasing Agent to issue a purchase order in the estimated amount of $36,945.00 plus all required taxes and fees (estimated at $2,687.26), following Board approval.
DISCUSSION / BACKGROUND
The CUPA Forum Board established the CUPA Forum Environmental Protection Trust Fund (Trust) to enhance the investigation and enforcement of the State of California statutes and associated implementing regulations. The Trust was established to disburse and manage funds primarily from case settlements as adjudicated through the efforts of local, State, and Federal prosecutors.
On March 8, 2017, Environmental Management submitted a grant application in the amount of $45,000 to the CUPA Forum Board. On April 20, 2017, Environmental Management received notification of the grant award, and received the grant agreement to execute in the amount requested of $45,000. The grant was awarded by the CUPA Forum Board for the purchase one new vehicle to perform CUPA related inspections and for use in the emergency response situations.
On September 26, 2017 (Item 26), the Board approved the adopted budget, including the purchase of a new vehicle for Environmental Management as a fixed asset. The fixed asset list approved on the Fiscal Year 17/18 budget inadvertently included the purchase of a full size, four-wheel drive truck with an extended cab; however, Environmental Management would like to amend the current fixed asset list to allow for the purchase of a 2018 Ford Expedition, four-wheel drive, special service vehicle. This new vehicle will supplement current vehicles in use for these programs, and will allow for Environmental Management staff to safely perform inspections during winter months on both the East and West slopes of the County. The purchase of the special service Expedition, as opposed to a standard Expedition, will also allow Environmental Management to use the vehicle during hazardous materials emergency response incidents as required.
On January 23, 2018 (Item 28), the Board awarded Bid 18-070-023 for the purchase of new County vehicles to multiple low qualified bidders. Environmental Management, upon concurrence with the Department of Transportation - Fleet Unit, is requesting to purchase Bid Vehicle A using the awarded bid.
In accordance with Purchasing Policy C-17, 5.6.7, Additional Purchases Made After Initial Bid, “Following a bid award, the Purchasing Agent may dispense with separate bidding for additional purchases of the same item(s), from the successful bidder(s) within a twelve (12) month period from the initial purchase date provided that the vendor agrees to provide the item(s) at the same price and under the same terms and conditions as the previous award. Notwithstanding this bidding exception, where the cumulative total of the first purchase and any subsequent purchases exceed $100,000, Board of Supervisors’ approval is required”. This additional purchase will exceed the cumulative total of over $100,000.
ALTERNATIVES
The Board may choose to deny the purchase of this new vehicle. This would result in the forfeiture of the funds awarded specifically for the purchase of a new vehicle under the CUPA Forum Grant Program.
OTHER AGENCY / DEPARTMENT INVOLVEMENT
Chief Administrative Office, Procurement and Contracts Division
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change in Net County Cost. No matching funds are required for this CUPA Forum Grant Program. Funding for the purchase of a new vehicle for Environmental Management was included in the Fiscal Year 17/18 Adopted Budget as approved by the Board on September 26, 2017 (Item 26).
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Healthy Communities
CONTACT
Greg Stanton, REHS, Director
Community Development Services, Environmental Management Department