Title
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 Contracts 1-18-23-10, 1-18-23-20, and 1-18-23-23 for the acquisition of twenty-one (21) vehicles of various brands, models and options for the Department of Transportation - Fleet Services Unit; and
3) Authorize the Purchasing Agent to sign purchase orders to the awarded State vendors, Downtown Ford Sales of Sacramento, CA. in the amount of $65,797 plus applicable delivery, fees and taxes (estimated at $5,170); Elk Grove Auto Sales of Elk Grove, CA. in the amount of $47,611 plus applicable delivery, fees and taxes (estimated at $3,951) and Winner Chevrolet of Elk Grove, CA. in the amount of $528,876 plus applicable delivery, fees and taxes (estimated at $42,592) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund.
Body
DISCUSSION / BACKGROUND
The Department of Transportation - Fleet Services Unit, has determined it is necessary to replace twenty-one (21) Fleet vehicles that have met the County criteria for replacement. At the request of the Department of Transportation, the Procurement and Contracts Division issued comparative market analyses comparing dealer pricing against State Contracts 1-18-23-10, 1-18-23-20 and 1-18-23-23 pricing for the acquisition of vehicles that meet the needs of El Dorado County. Comparative market analysis requests were sent to five (5) Ford dealerships, five (5) Chrysler/Dodge dealerships, and six (6) Chevrolet dealerships who had previously responded to County vehicle bids, one (1) response was received from a Ford dealership, no other responses were received. There is one local Chrysler/Dodge dealership.
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 (File 11-0178).
This is a request to purchase specific fleet vehicles where the needs cannot be met through 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 issued the comparative market analyses against State Contracts 1-18-23-10, 1-18-23-20, and 1-18-23-23.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
On this same day with Legistar Item 19-1655, the Board is considering approval of a Budget Transfer to increase appropriations in the Department of Transportation - Fleet Internal Service Fund budget. If the transfer is approved funding will be available within the Department of Transportation - Fleet Internal Service Fund budget. There is no 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