Title
Department of Transportation recommending the Board:
1) Approve the $7,000 price decrease on the FY 2019/20 Fixed Asset List for the roller bringing the total from $55,000 to $48,000;
2) Approve the $7,000 price increase on the FY 2019/20 Fixed Asset List for the paint legend truck, bringing the new total from $85,000 to $92,000;
3) Make findings that the purchase of one (1) Chevrolet Silverado paint legend truck is exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.160 Section D;
4) Authorize the Purchasing Agent to utilize the State of California competitively bid contract #1-18-23-20D for the acquisition of one (1) Chevrolet Silverado paint legend truck; and
5) Authorize the Purchasing Agent to sign the purchase order to the awarded State of California vendor, Winner Chevrolet of Elk Grove, CA in the amount of $85,108 plus applicable fees and taxes (estimated at $6,422) for a one time purchase for one (1) Chevrolet Silverado paint legend truck following board approval.
FUNDING: Road Fund.
Body
DISCUSSION / BACKGROUND
The Department of Transportation (Transportation), Maintenance and Operations Division, is requesting a change in estimated costs currently on the FY 2019/20 Fixed Asset List which would allow for the purchase of a Chevrolet Silverado paint legend truck without an increase in the overall budgeted appropriations for Transportation's fixed assets. During the budget process the paint legend truck was identified and included on the fixed asset list for a total of $85,000. However, after obtaining the final quote on November 12, 2019, the cost of the Chevrolet Silverado paint legend truck increased by roughly $7,000. Transportation would like to use savings from another fixed asset, roller, to cover the cost. The roller was originally budgeted at $55,000 however after the roller was formally bid the roller came in under budget by $12,148. Transportation is requesting to use $7,000 of the savings from the roller to supplement the paint legend truck budget for a new budget total of $92,000.
The Chevrolet Silverado paint legend truck is a replacement and will be purchased utilizing the State of California competitively bid contract #1-18-23-20D. The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made under (D) of this section, which requires that the item may be procured from a vendor that has a contract with another public agency; that the contract was awarded utilizing a competitive bidding process substantially the same as the County's; and that the item terms of the transaction are the same, or substantially the same. For this purchase Transportation is able to utilize the State of California competitively-bid contract #1-18-23-20D with Winner Chevrolet of Elk Grove, CA for the purchase of one (1) Chevrolet Silverado paint legend truck.
ALTERNATIVES
The Board may elect to not approve the changes to the Fixed Asset List or purchase as proposed, although this would leave Transportation with a paint legend truck that is inadequate due to the paint legend bed being over 30 years old.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The proposed change and purchase results in no increase to Net County Cost due to the reduction of cost in a separate fixed asset list item. No budget amendment is needed.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation