Title
Department of Transportation recommending the Board:
1) Approve and authorize the Chair to sign a Budget Transfer in the amount of $334,324, adjusting the Fleet budget for Fiscal Year 2018/19 to accommodate six (6) carryover vehicles from Fiscal Year 17/18 and five (5) replacement additions;
2) Authorize the Purchasing Agent to utilize the State of California competitively bid Contract 1-18-23-23D, 1-18-23-23B, 1-18-23-10B, 1-18-23-20B,1-18-23-20D for the acquisition of nine (9) Chevrolet Traverses, six (6) Chevrolet Equinox, two (2) Dodge Caravans, four (4) Dodge Chargers, two (2) Chevrolet Tahoe’s, five (5) Chevrolet Silverado’s, and three (3) Ford F-250 pickup trucks for the Department of Transportation - Fleet Services Unit;
3) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Elk Grove Auto/Winner Chevrolet of Elk Grove, CA. in the amount of $945,970 plus applicable delivery, fees and taxes (estimated at $49,403.37) for a one time purchase following Board approval: and
4) Make findings that this purchase is exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.16, Section D.
FUNDING: Fleet Internal Service Fund.
Body
DISCUSSION / BACKGROUND
Budgeted appropriations for Fixed Assets: Vehicles in Fleet Operations need to be increased by $334,324 to allow for the purchase of six (6) carryovers from 17/18 and five (5) replacement additions. This is offset by a decrease in Capitalized Equipment in Fleet Operations in the amount of $334,324. The carryover vehicles were delayed by dealer error or late production.
The replacement of the additional fleet vehicles listed above 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 Procurement and Contracts Division issued a comparative market analysis comparing dealer pricing against the various State of California contracts pricing for the acquisition of vehicles that meet the needs of El Dorado County. Comparative market analysis was sent to multiple dealerships who had previously responded to county vehicle bids, two (2) responses were received.
ALTERNATIVES
The Board may elect to not approve the Budget Transfer; however the use of vehicles that are over the target miles may result in unsafe conditions or additional maintenance cost incurred to repair such vehicles.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts issued the comparative market analysis against State Contracts.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The proposed budget transfers result in no increase to Net County Cost. All increases in expenditures are funded by commensurate offsets or additional revenue.
CLERK OF THE BOARD FOLLOW UP ACTIONS
The Clerk of the Board will obtain the Chair’s signature on the original budget transfer and will forward the budget transfer to the Auditor/Controller for processing.
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation