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Community Development Services, Department of Transportation, Fleet Unit, recommending the Board approve the following:
1) Dispense with the formal bid process in accordance with Purchasing Ordinance 3.12.16, Section D;
2) Authorize the Purchasing Agent to utilize the State of California's competitively bid Contracts #1-16-23-20 A-J and #1-16-23-23 A-H for the acquisition of two (2) trucks, six (6) SUV's and two (2) vans between the two Contracts for the Community Development Services, Department of Transportation, Fleet Unit; and
3) Authorize the Purchasing Agent to sign purchase orders to the State awarded vendors Elk Grove Auto Group and Winner Chevrolet of Elk Grove, CA in the amount of $271,942 plus applicable taxes, fees and delivery (estimated at $21,304) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund.
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DEPARTMENT RECOMMENDATION
1) Dispense with the formal bid process in accordance with Purchasing Ordinance 3.12.16, Section D;
2) Authorize the Purchasing Agent to utilize the State of California's competitively bid Contracts #1-16-23-20 A-J and #1-16-23-23 A-H for the acquisition of two (2) trucks, six (6) SUV's and two (2) vans between the two Contracts for the Community Development Services, Department of Transportation, Fleet Unit; and
3) Authorize the Purchasing Agent to sign purchase orders to the State awarded vendors Elk Grove Auto Group and Winner Chevrolet of Elk Grove, CA in the amount of $271,942 plus applicable taxes, fees and delivery (estimated at $21,304) for a one time purchase following Board approval.
DISCUSSION / BACKGROUND
At the request of the Department of Transportation, Fleet Unit, the Procurement & Contracts division issued an Invitation to Bid for new Fleet vehicles that are included in the Adopted Budget. 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).
Twenty-seven (27) vehicle types were included in the bid solicitation, thirty Invitations to Bid were mailed, five (5) of those were to local vendors, six (6) responses were received, one from a local vendor, no bids were received from any Dodge dealer, including the local Dodge dealership.
Comparative market analysis pricing was requested from vendors for vehicles that were not listed in the Invitation to Bid, no vendors responded to these request.
Because the County did not receive any responses for these specific vehicle makes and models, the County can use the State of California's competitively bid Contracts #1-16-23-20 A-J and #1-16-23-23 A-H for the acquisition of two (2) trucks, six (6) SUV's and two (2) vans between the two Contracts which allows for the Department of Transportation, Fleet Unit to purchase specific fleet vehicles where the needs cannot be met through the Invitation to Bid issued by the Procurement & Contracts division.
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 cost. 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.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
No change to Net County Cost. Funding for the vehicle purchases is available within the FY 2017-18 Adopted Budget for the Department of Transportation, Fleet Unit.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation