Title
Community Development Services, Department of Transportation - Fleet Services Unit, recommending the Board consider the following:
1) Dispense with the formal bidding process in accordance with Purchasing Ordinance 3.12.16, Section D;
2) Authorize the Purchasing Agent to utilize the State of California competitively bid Contract 1-18-23-23D for the acquisition of thirteen (13) 2019 Chevrolet Suburban Police Pursuit Vehicles for the Department of Transportation - Fleet Services Unit; and
3) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Winner Chevrolet of Elk Grove, CA. in the amount of $541,632 plus applicable delivery, fees and taxes (estimated at $41,333) for a one time purchase following Board approval.
FUNDING: Fleet Services Fund and Rural Counties Funds.
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DISCUSSION / BACKGROUND
At the request of the Department of Transportation - Fleet Services Unit, it is necessary to replace thirteen (13) Sheriff Police Pursuit Vehicles due to nine (9) reaching targeted mileage, two (2) accident replacements and two (2) new additional vehicles in the Sheriff Department budget for capital transfer to Fleet. The Procurement and Contracts Division issued a comparative market analysis comparing dealer pricing against State of California #1-18-23-23D pricing for the acquisition of vehicles that meet the needs of El Dorado County. Comparative market analysis was sent to four Chevrolet dealerships who had previously responded to county vehicle bids, one response was received. There are no local Chevrolet dealerships.
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 5, 2011 (Legislative File #11-0178).
The request 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.
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
Procurement and Contracts issued the comparative market analysis against State Contract #1-18-23-23D.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding is available within the Department of Transportation - Fleet Services Unit's and through the use of Rural Counties funds received by the County and transferred through the Sheriff's Office budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation