Share to Facebook Share to Twitter Bookmark and Share
File #: 13-0161    Version:
Type: Agenda Item Status: Approved
File created: 2/14/2013 In control: Board of Supervisors
On agenda: 3/19/2013 Final action: 3/19/2013
Title: Chief Administrative Office, Procurement and Contracts on behalf of the Community Development Agency, Department of Transportation, Fleet Unit, recommending the Board: 1) Approve the award of Bid No. 13-070-048 for the purchase of new Fleet vehicles to the low qualified bidders, Elk Grove Dodge Chrysler Jeep of Elk Grove, CA (bid vehicle "D"), Future Ford of Roseville, CA (bid vehicle "R" and "S"), Albany Ford of Albany, CA ((bid vehicle "N", "O", "P" and "Q"), Downtown Ford Sales of Sacramento, CA (bid vehicle "B", "C", "E", "F", "G", "H", "I", "K", "L" and "M"); 2) Authorize the Purchasing Agent to issue multiple purchase orders for the Department of Transportation, Fleet Unit in the amount of $610,919.36 inclusive of all required taxes and fees (estimated at $42,477.76) following Board approval, 3) Authorize the purchase of three (3) extended vehicle warranties included on the purchase order from Downtown Ford Sales of Sacramento, CA for bid vehicle "C", at a total cost of $4,...
Attachments: 1. 2A - Fleet Purchases 3-2013.pdf, 2. 2B-FY 12-13 Fleet Vehicle Budget & Procurement 3-19-13.pdf, 3. 2C-Budget Transfer 3-19-13.pdf, 4. 2D - Purchase Order.pdf
Title
Chief Administrative Office, Procurement and Contracts on behalf of the Community Development Agency, Department of Transportation, Fleet Unit, recommending the Board:
1) Approve the award of Bid No. 13-070-048 for the purchase of new Fleet vehicles to the low qualified bidders, Elk Grove Dodge Chrysler Jeep of Elk Grove, CA (bid vehicle "D"),  Future Ford of Roseville, CA (bid vehicle "R" and "S"),  Albany Ford of Albany, CA ((bid vehicle "N", "O", "P" and "Q"),  Downtown Ford Sales of Sacramento, CA (bid vehicle "B", "C", "E", "F", "G", "H", "I", "K", "L" and "M");  
2) Authorize the Purchasing Agent to issue multiple purchase orders for the Department of Transportation, Fleet Unit in the amount of $610,919.36 inclusive of all required taxes and fees (estimated at $42,477.76) following Board approval,
3) Authorize the purchase of three (3) extended vehicle warranties included on the purchase order from Downtown Ford Sales of Sacramento, CA for bid vehicle "C", at a total cost of $4,755,
4) Approve the revised 12/13 vehicle replacement listing, and
5) Authorize the Chair to sign a budget transfer increasing appropriations and revenue in the Fleet Internal Service Fund and the Sheriff's department to accommodate the purchases.
 
FUNDING: Fleet Internal Service Fund and Sheriff's Civil/Law Enforcement funds
Body
BUDGET SUMMARY:
 
Total Estimated Cost……………
$610,920
 
 
Funding…………………………
 
Budgeted…………………………
$557,283
New Funding…………………….
$  53,650
Savings…………………………
 
Other……………………………
 
Total Funding Available…………
$610,920     
 
 
Change To Net County Cost……
$0
 
Fiscal Impact/Change to Net County Cost
The proposed budget transfer increases appropriations in the Fleet Internal Service Fund by $53,650 to allow for the purchase of all vehicles on the attached Fleet Vehicle Budget Listing and increases appropriations in the Sherriff's Department to accommodate a transfer of funds to Fleet in the amount of $15,400 to cover increased costs. There is no change to net County cost.
 
Reason for Recommendation  
At the request of Community Development Agency, Department of Transportation, Fleet Unit, the Procurement and Contracts division issued an Invitation to Bid for new fleet vehicles.  The replacement of fleet vehicles is generally determined when the vehicle reaches the targeted mileage standardized by Fleet Management, or replaced due to accidents in which the vehicle could not be repaired.  All vehicle replacements are in accordance with the revised Vehicle Standards approved by the Board of Supervisors on April 4, 2011 (Legislative File #11-0178).  Nineteen (19) vehicle types were included in the bid solicitation, thirty-six (36) invitations to bid were mailed, three to local vendors, nine (9) responses were received, none from local vendors.
 
A total of forty-three (43) vehicles were approved for purchase during the FY 12/13 budget process and an additional two (2) vehicles, carryover from FY 11/12, were approved by the Board on August 2, 2012. A budget transfer is required as the current appropriations are insufficient to accommodate the purchase of all forty-five (45) vehicles.  
 
Action to be taken following Board approval
1. Procurement and Contracts division will  issue multiple purchase orders for the Department of Transportation, Fleet Unit in the amount of $610,919.36 inclusive of all required taxes and fees (estimated at $42,477.76) to Elk Grove Dodge Chrysler Jeep of Elk Grove, CA (bid vehicle "D"),  Future Ford of Roseville, CA (bid vehicle "R" and "S"),  Albany Ford of Albany, CA ((bid vehicle "N", "O", and "P"),  and Downtown Ford Sales of Sacramento, CA (bid vehicle "B", "C", "F", "G", "H", "I", "K", "L" and "M").
 
2. Clerk of the Board will forward the Budget Transfer to the Auditor's Office for processing.
 
Contact
Rick Blake x5873
Kent Taylor x4900