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Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, (Transportation) recommending the Board:
1) Find the purchase of three (3) replacement vehicles are exempt from competitive bidding in accordance with Procurement Policy C-17, Section 3.4.4, due to use of State of California competitively-bid Contracts 1-22-23-20;
2) Authorize the Purchasing Agent to utilize the State of California Contract 1-22-23-20 for the acquisition of three (3) fleet replacement trucks 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 $159,605 plus applicable delivery, fees and taxes (estimated at $12,321.10) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund (100%).
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DISCUSSION / BACKGROUND
Three (3) fleet vehicles have met the County criteria for replacement, or are new approved additions and have been included on the Fixed Asset list for Fiscal Year (FY) 2023-24. The replacement vehicles consist of three (3) trucks, two (2) for Facilities Division and one (1) for Department of Transportation. Due to vehicle shortages and manufacturer order cancellations, available vehicle types and prices have changed. All 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 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 public agency; that the contract was awarded utilizing a competitive bidding process substantiall...
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