Title
Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, (Transportation) recommending the Board:
1) Remove one 1/2 ton pickup totaling $45,000 and add one mid-size SUV totaling $39,400 to the Fiscal Year 2021-22 Fixed Asset list;
2) Increase the cost of one mid-size SUV on the Fiscal Year 2021-22 Fixed Asset list from $32,000 to $39,400;
3) Reduce the cost of three mid-size SUVs on the Fiscal Year 2021-22 Fixed Asset list from $40,000 to $39,400;
4) Find the purchase of five (5) replacement vehicles 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 1-18-23-23;
5) Authorize the Purchasing Agent to utilize the State of California Contract 1-18-23-23 for the acquisition of five (5) fleet replacement vehicles of various categories for the Department of Transportation - Fleet Services Unit; and
6) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Freeway Toyota of Hanford, CA. in the amount of $180,510.00 plus applicable delivery, fees and taxes (estimated at $15,380.75) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund.
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DISCUSSION / BACKGROUND
Five (5) fleet vehicles of various categories have met the County criteria for replacement and have been included on the Fixed Asset list for Fiscal Year 2021-22. The replacement vehicles consist of four mid-size SUVs (three for Code Enforcement and one for Sheriff's Office) and one 1/2 Ton Pickup for the District Attorney's Office. Due to vehicle shortages and manufacturer order cancellations, available vehicle types and prices have changed. Fleet would like to request the removal of one 1/2 ton pick-up truck for $45,000, and the addition of one mid-size SUV for $39,400 for the District Attorney's office. In addition, the cost of one mid-size SUV for the Sheriff's Office is requested to be increased from $32,000 to $39,400. Last, the cost of three mid-size SUVs for Code Enforcement can be reduced from $40,000 to $39,400. The mid-size SUVs available for purchase are Toyota 4Runners.
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 1-18-23-23 with Freeway Toyota of Hanford, California. Comparative market analysis pricing was requested from multiple dealerships that had previously responded to County vehicle bids. No responses were received as other dealerships are unable to match state contract pricing and manufacturer cutoffs occurred early this year.
ALTERNATIVES
The Board could choose to not approve the changes to Fiscal Year 2021-22 Fixed Asset list and the purchase of the vehicles, however the use of vehicles that are over target miles may result in unsafe conditions or additional maintenance costs incurred to repair such vehicles.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within the Department of Transportation Maintenance and Operations Division - Fleet Internal Service Fund Fiscal Year 2021-22 adopted budget. Departments allocate a portion of their budget each year to the Fleet Fund in order to pay the cost of replacement vehicles when needed. A budget transfer is not required as the changes do not increase the overall expenses.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation