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Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, recommending the Board:
1) Make findings that the purchase of seven (7) replacement vehicles is exempt from competitive bidding in accordance with Procurement Policy C-17, Section 3.4.4, due to use of State of California competitively-bid Contract 1-22-23-23;
2) Authorize the Purchasing Agent to utilize the State of California Contract 1-22-23-23 for the acquisition of seven (7) fleet replacement mid-size SUVs for the Department of Transportation - Fleet Services Unit; and
3) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Elk Grove Auto of Elk Grove, CA, in the amount of $286,965 plus applicable delivery fees and taxes (estimated at $22,554.37) for a one-time purchase following Board approval.
FUNDING: Fleet Internal Service Fund (100%).
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DISCUSSION / BACKGROUND
Seven (7) fleet vehicles have met the County criteria for replacement and have been included on the Fixed Asset list for Fiscal Year (FY) 2025-26. The replacement vehicles consist of seven (7) mid-size SUVs; two (2) for Planning and Building, one (1) for Environmental Management, one (1) for Fleet Pool, one (1) for District Attorney, one (1) for Health and Human Services, and one (1) for Public Guardian. Six vehicles are from Quote #D4883 (Attachment C, page 19), and one from Quote #D4884 (Attachment C, page 1). All vehicles are under the budgeted amount included on the FY 2025-26 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 Procurement Policy C-17, Section 3.4.4, describes exceptions that may be made to the competitive bidding process. The purchase of these fixed assets falls under this section, which requires that the item may be procured from a vendor that has a contract with another ...
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