Title
Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, recommending the Board:
1) Add one full-size van totaling $62,000 to the Fiscal Year 2022-23 Fixed Asset list;
2) Increase the cost of two (2) full-size vans on the Fiscal Year 2022-23 Fixed Asset list from $50,000 to $62,000 each;
3) Find that the purchase of three (3) 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 Contracts;
4) Authorize the Purchasing Agent to utilize the Sourcewell competitively bid Contract 091521-NAF for the acquisition of three (3) fleet replacement vehicles of various configurations for the Department of Transportation - Fleet Services Unit; and
5) Authorize the Purchasing Agent to sign a purchase order to the awarded Sourcewell vendor, National Auto Fleet Group of Watsonville, CA in the amount of $169,901.04 plus applicable delivery, fees and taxes (estimated at $12,599.09) for a one-time purchase following Board approval.
FUNDING: Fleet Internal Service Fund.
Body
DISCUSSION / BACKGROUND
Two (2) fleet full-size vans have met the County criteria for replacement and have been included on the Fixed Asset list for Fiscal Year 2022-23. The one (1) additional full-size van is being requested to be added to the Fixed Asset list for Fiscal Year 2022-23 due to mechanical failure. The replacement vehicles consist of three (3) full-size vans of various configurations due to the needs of the Sheriff's Department, Probation and Weatherization.
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 Sourcewell competitively-bid Contract 091521-NAF National Auto Fleet Group of Watsonville, California, for the purchase of three (3) vehicles. 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 pricing or vehicle configuration requirements.
ALTERNATIVES
The Board could choose not to approve 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 2022-23 recommended budget for two (2) of the replacement vehicles. The additional required budget of $62,000 for the addition of a full-size van will be completed during the final budget adoption. The internal service fund charges costs for services to other County departments.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation