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Chief Administrative Office, Procurement and Contracts on behalf of the Community Development Agency - Transportation Division - Fleet Unit, Environmental Management Division, and the Sheriff’s Office recommending the Board consider the following for the annual purchase of County vehicles:
1) Award Bid 17-070-027 to the low qualified bidders in each vehicle category: Folsom Lake Ford of Folsom, CA, (bid vehicles "A" and "K") in the amount of $229,380.00, Future Ford of Roseville, CA, (bid vehicles "D", "E" and "F") in the amount of $481,616.19, and Towne Ford Sales of Redwood City, CA, (bid vehicles "G", "J", "N", "O" and "Q") in the amount of $257,303.00 plus all required taxes and fees; and
2) Authorize the Purchasing Agent to issue purchase orders to the awarded bidders totaling $968,299.19 plus all required taxes and fees (estimated at $70,508.00), for the purchase of 22 replacement and 13 new county vehicles.
FUNDING: Fleet Internal Service Fund (63%), General Fund (13%), , State funds (9%), Fees/Permits (8%), Environmental Management - Vector Program (3.5%), Environmental Management - Litter Abatement Program Grant Funds (3.5%).
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DEPARTMENT RECOMMENDATION
The Chief Administrative Office, Procurement and Contracts Division is recommending the Board award bids and authorize the Purchasing Agent to issue purchase orders for the purchase of 13 new and 22 replacement vehicles.
A listing of all recommended vehicle purchases including the department, program, vehicle description and funding information is provided as Attachment A, Vehicle Purchase List. A complete bid evaluation by vehicle category is provided as Attachment B, Evaluation of Bids.
Detailed bid information is available online at the Procurement & Contracts website: http://edcapps.edcgov.us/contracts/bidresults1617.asp
DISCUSSION / BACKGROUND
At the request of the Community Development Agency - Transportation Division - Fleet Unit, each year, Procurement and Contracts issues a formal Invitation to Bid for new and replacement vehicles that are included in the Adopted Budget.
Recommended vehicle purchases include 22 replacement vehicles and 13 new/additional vehicles for various departments. The replacement of County vehicles is generally determined to be necessary when a vehicle reaches the targeted mileage standard as determined by Fleet Management, or when it is damaged beyond repair.
All recommended vehicle purchases are in accordance with the revised Vehicle Standards approved by the Board of Supervisors on April 4, 2011 (Legislative File 11-0178).
Seventeen (17) vehicle types were included in the bid solicitation, twenty-two (22) invitations to bid were mailed, two (2) to local vendors. Six (6) responses were received, none from local vendors.
ALTERNATIVES
Should the Board decline to authorize the vehicle purchases, use of existing vehicles that are over the target miles may result in unsafe conditions or additional maintenance and repair costs. Additionally, the requested vehicle purchases are for various department programs that could be negatively impacted should new or replacement vehicles not be purchased.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Chief Administrative Office, Procurement and Contracts on behalf of the Community Development Agency - Transportation Division - Fleet Unit, Environmental Management Division, and the Sheriff’s Office.
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
No change to Net County Cost. Procurement and Contracts has been advised that funding for the vehicle purchases is available within the FY 2016-17 Adopted Budget for the Community Development Agency - Transportation Division - Fleet Unit and Environmental Management Division, and the Sheriff’s Office.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Bard Lower, CDA-Transportation
Terri Knowlton, CAO Procurement & Contracts