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Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, recommending the Board:
1) Find the purchase of five (5) 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 1-22-23-23;
2) Authorize the Purchasing Agent to utilize the State of California Contract 1-22-23-23 for the acquisition of five (5) 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, Winner Chevrolet of Elk Grove, CA. in the amount of $185,300 plus applicable delivery, fees and taxes (estimated at $14,683.80) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund (100%).
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DISCUSSION / BACKGROUND
Five (5) fleet vehicles have met the County criteria for replacement and have been included on the Fixed Asset list for Fiscal Year (FY) 2023-24. The replacement vehicles consist of five (5) mid-size SUV's for Planning and Building Department and Health and Human Services Agency. The replacement vehicles are under the budgeted amount included in the FY 2023-24 Fixed Asset List of $40,000 each.
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 su...
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