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Chief Administrative Office, Procurement and Contracts on behalf of Community Development Agency - Transportation Division - Fleet Unit, recommending the Board approve the following:
1) Award Bid 17-070-026 for the purchase of three replacement fleet vehicles with low- or no-emission vehicles to the sole qualified bidder Winner Chevrolet of Elk Grove, CA in the amount of $99,452.60 plus all required taxes and fees (estimated at $7,459); and
2) Authorize the Purchasing Agent to sign PO201710213 in the amount of $99,452.60 plus all required taxes and fees (estimated at $7,459), following Board approval.
FUNDING: Fleet Internal Service Fund (Local - 73%), State Grant through Air Quality Management District (State - 16%), and other State funding (State - 11%).
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DEPARTMENT RECOMMENDATION
At the request of Community Development Agency - Transportation Division - 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).
The reason for soliciting bids on the Chevy Volt, for which motor vehicle emission reduction funding will be used, is that it is currently the only American auto company produced plug in hybrid vehicle with sufficient battery powered range (55 miles) to provide zero emission County staff transportation for an entire average distance work day (30 miles).
The reason for soliciting bids on the Chevy Bolt, for which motor vehicle emission reduction funding will be used, is that it is currently the only reasonably priced American auto company produced all electric vehicle with sufficient battery powered range (235 miles) to provide zero emission County staff transportation for an entire long distance work day, such as travel to Tahoe and back (~120 miles).
Two vehicle types were included in the bid solicitation, seven invitations to bid were mailed, none to local vendors, as there are no Chevrolet dealers in the County of El Dorado; one response was received.
DISCUSSION / BACKGROUND
This bid is for purchasing specific fleet vehicles where the needs cannot be met through redistribution of underutilized vehicles and that the function served by each vehicle is critical to the operation of the Department for which it is assigned.
The Chevrolet Volts are replacing two Fleet sedans, one for the Health and Human Service Agency and one for Veteran's Services, the Chevrolet Bolt is replacing a Fleet Jeep for Air Quality Management District.
ALTERNATIVES
Use of vehicles that are over the target miles may result in unsafe conditions or additional maintenance cost incurred to repair such vehicles.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Community Development Agency - Transportation Division - Fleet Unit
CAO /Procurement & Contracts
Health and Human Service Agency
Veteran's Services
CAO RECOMMENDATION
It is recommneded that the Board approve this item.
FINANCIAL IMPACT
Procurement and Contracts has been advised that funding is available within the FY 2016-17 Adopted Budget for the Community Development Agency - Transportation Division - Fleet Unit with a portion of the purchase funded from grant and other funding through Air Quality Management District. In general, funding for replacement vehicles is derived through fleet mileage charges billed to departments that include a replacement vehicle component. Funding for the requested replacement vehicles is available from a combination of Fleet replacement funds (approximately $78,000), Federal Congestion Mitigation and Air Quality Improvement (CMAQ) funds (approximately $16,800), and other State funding (DMV AB2766 surcharge funds and State rebates - approximately $12,100).
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Terri Knowlton - CAO /Procurement & Contracts
Kent Taylor - Community Development Agency - Transportation Division