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Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, recommending the Board:
1) Find the purchase of two (2) 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;
2) Authorize the Purchasing Agent to utilize the State of California Contract 1-22-23-20 for the acquisition of two (2) fleet replacement vehicles of various configurations for the Department of Transportation - Fleet Services Unit; and
3) 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 $8,667.10) for a one-time purchase following Board approval.
FUNDING: Fleet Internal Service Fund (100%).
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DISCUSSION / BACKGROUND
Two (2) fleet vehicles of various configurations have met the County criteria for replacement and have been included on the Fixed Asset list for Fiscal Year (FY) 2023-24. The vehicles consist of two (2) 1/2 Ton Pickups for the Sheriff's Department. Both 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 abl...
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