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Community Development Agency, Environmental Management Division, recommending the Board consider the following:
1) Approve and authorize the purchase of one (1) new 2016 Ford F-250 four-wheel drive pick-up truck from Future Ford of Roseville, CA to replace a 2000 Ford, three-quarter ton, four-wheel drive pick-up truck, identified as vehicle 99-367; and
2) Authorize the Purchasing Agent to sign Purchase Order PO201615452 in the estimated amount of $31,411 following Board approval.
FUNDING: Non-General Fund, County Service Area 3 - Vector Control. (No Federal Funds)
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DEPARTMENT RECOMMENDATION
The Community Development Agency, Environmental Management Division (EMD), is recommending the Board of Supervisors (Board) approve the purchase of one (1) new 2016 Ford F-250, four-wheel drive, crew cab, pick-up truck (Truck) for Vector Control staff to use in the South Lake Tahoe location.
DISCUSSION / BACKGROUND
In November 2015, the Chief Administrative Office, Procurement and Contracts, on behalf of the Community Development Agency, Transportation Division, Fleet Unit (Fleet), issued Bid #16-070-031, for the purchase of new Fleet vehicles. On January 5, 2016 (Item No. 3), upon recommendation by the Chief Administrative Office, Procurement and Contracts, the Board awarded this bid to multiple low qualified bidders, including Future Ford of Roseville, for various new Fleet vehicles.
The requested new truck will replace a 2000 Ford, three-quarter ton, four-wheel drive pick-up truck, identified as vehicle #99-367. This truck has high mileage and mechanical failures with steering issues that both Fleet and an automotive repair shop in South Lake Tahoe cannot resolve. The new truck will enable EMD staff to perform their job duties relating to mosquito and vector control activities that are critical for controlling and lowering the population of mosquitoes; thereby reducing the risk of disease that can be transmitted from mosquitoes and other vectors to humans. This type of work requires hauling various types of equipment and pesticides while often driving through remote locations that require four wheel drive functionality.
In accordance with Purchasing Policy C-17, 5.6.7, Additional Purchases Made After Initial Bid, “Following a bid award, the Purchasing Agent may dispense with separate bidding for additional purchases of the same item(s), from the successful bidder(s) within a twelve (12) month period from the initial purchase date provided that the vendor agrees to provide the item(s) at the same price and under the same terms and conditions as the previous award. Notwithstanding this bidding exception, where the cumulative total of the first purchase and any subsequent purchases exceed $100,000, Board of Supervisors’ approval is required.” This additional purchase will exceed the cumulative total of over $100,000.
ALTERNATIVES
If the Board elects to not approve the requested purchase, the Division will continue to utilize an out-of-date vehicle that has unrepariable steering and mechanical issues. By utilizing this alternative, the DIvision may not be able to effectively perform vector control duties in the South Lake Tahoe area given the issues with the vehicle being proposed for replacement. The vendor has agreed to the price, terms and conditions of the original bid award for the County's proposed truck purchase.
OTHER AGENCY / DEPARTMENT INVOLVEMENT
Chief Administrative Office - Procurement & Contracts Division
CAO RECOMMENDATION
FINANCIAL IMPACT
The estimated cost ($31,411.89) on Purchase Order # PO201615452 includes all required taxes and fees (Attachment A). Funding is available in the current fiscal year’s budget and this purchase was anticipated for the current fiscal year in accordance with adopted Fleet guidelines.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Healthy Communities
CONTACT
Greg Stanton, REHS, Director
Community Development Agency
Environmental Management Division