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Department of Transportation, Fleet Services Unit, recommending the Board approve the following:
1) Find that the purchase of twenty (20) replacement vehicles for the Sheriff's Office are exempt from competitive bidding in accordance with Purchasing Ordinance 3.12.160, Section D, due to use of State of California competitively bid Contract 1-18-23-23D;
2) Authorize the Purchasing Agent to utilize the competitively bid Contract for the acquisition of twenty (20) 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 $844,606 plus applicable delivery, fees and taxes (estimated at $66,290.10) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund.
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DISCUSSION / BACKGROUND
Eighteen (18) Sheriff Patrol vehicles, one (1) Sheriff Court Transport vehicle, and one (1) Sheriff Undercover Narcotics vehicle that have met the County criteria for replacement and have been included on the Fixed Asset list for Fiscal Year 2020-21.
The function served by each vehicle is critical to the operation of the Department for which it is assigned. Department needs cannot be met through the redistribution of underutilized vehicles
The County Purchasing Ordinance, Section 3.12.160, describes exceptions that may be made to the competitive bidding process. The purchase of these fixed assets falls 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 and terms of the transaction are the same, or substantially the same. For these purchases, the Department is able to utilize the State of California competitively-bid Contract 1-18-23-23D with Winner Chevrolet of Elk Grove, California for the purchase of the twenty (20) Chevrolet Tahoes. At the request of the Department of Transportation, the Procurement and Contracts Division issued a comparative market analysis in October 2019 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.
ALTERNATIVES
The Board could choose to not authorize the purchase of the vehicles, however, 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
Approve as recommended.
FINANCIAL IMPACT
Funding is available within the Department of Transportation Maintenance and Operations Division - Fleet Internal Service Fund budget. This internal service fund charges costs for services to other County departments. 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