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Department of Transportation - Fleet Services Unit, recommending the Board approve 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 nineteen (19) Chevrolet Tahoes of various configurations 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 $778,905 plus applicable delivery, fees and taxes (estimated at $61,102) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund.
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DISCUSSION / BACKGROUND
The Department of Transportation - Fleet Services Unit, has determined it is necessary to replace sixteen (16) Sheriff Patrol vehicles, one (1) Sheriff South Lake Tahoe Court Transport vehicle, one (1) Sheriff Communications vehicle, and one (1) Sheriff Undercover Narcotics vehicle that have met the County criteria for replacement. At the request of the Department of Transportation, the Procurement and Contracts Division issued a comparative market analysis comparing current dealer pricing against the State Contract #1-18-23-23D pricing for the acquisition of vehicles that meet the needs of El Dorado County. Comparative market analysis requests were sent to five (5) Chevrolet dealerships who had previously responded to County vehicle bids. No responses were received. There are no local Chevrolet dealerships.
This is a request to purchase specific fleet vehicles where needs cannot be met through the redistribution of underutilized vehicles. 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.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts Division 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 Division - Fleet Internal Service Fund budget. There is no budget amendment or change to the Fixed Asset list required.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation