Title
District Attorney recommending the Board consider the following:
1) Make a finding in accordance with Procurement Policy C-17, Section 3.4.3, in which competitive bidding would produce no economic benefit to the County for the procurement and purchase of a department vehicle;
2) Authorize the Purchasing Agent to sign a purchase order to a preferred vendor in the estimated amount of $35,000 for a one-time vehicle purchase following Board approval, under an exemption to competitive bidding;
3) Approve and authorize the Board Chair to sign Fiscal Year 2023-2024 budget transfer moving $35,000 in anticipated Salaries and Benefits savings to Fixed Assets within the District Attorney’s budget; and
4) Add one (1) GMC Terrain or comparable mid-sized sport utility vehicle (SUV) to the District Attorney’s Fiscal Year 2023-24 Fixed Asset List, with an estimated cost of $35,000.
FUNDING: California Governor’s Office of Emergency Services Victims of Crime Act Fund.
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DISCUSSION / BACKGROUND
The District Attorney’s Office current receives funding from the California Governor’s Office of Emergency Services (CalOES) in support of their Victim Witness Assistance Program (VW), which has been operating within the department since 1980. On June 27, 2023, the Board approved the acceptance of the VW program grant for the period October 1, 2023 through September 30, 2024, providing the office with a total of $409,483 in Federal and State funds.
It was anticipated that the funding would support 2.0 FTE Victim Witness Program Specialist positions, 2.0 FTE Sr. Victim Witness Program Specialists, 0.65 FTE Victim Witness Program Manager position and operating expenses, which include memberships, travel, training, supplies, minor equipment, cell phones, facility lease, and mental health and crisis response services provide by a licensed therapist. However, the program has experienced one long-term vacancy during the grant cycle, which has resulted in accumulated savings. The department has requested to utilize the savings to offset the one-time purchase of an all-wheel drive mid-size SUV (GMC Terrain) to support and increase services provided by the program. CalOES has approved the initial grant budget modification, adding the vehicle as budgeted equipment. In order for the vehicle to be eligible under program funding, the vehicle must be received no later than the end of the grant’s liquidation period, which is defined as 60 days following the end of the grant cycle.
Due to the layout and terrain of El Dorado County, public transportation options are limited, and victims within the community are often asked to drive long distances in order to get to interviews or court. As a result, victims and their families are often unable to attend important appointments and receive necessary advocacy and support services from the District Attorney’s Office Victim Witness Unit (VWU). Being able to provide services in the field or providing transportation to important court appointments or victim services interviews and appointments will allow the VWU to greatly expand the ability to serve County residents in need of services. The vehicle purchased will be specifically used by the VWU to meet the access needs for families by providing transportation for forensic interviews, case meetings, and court dates as needed. The main objective for purchasing a vehicle is to increase family engagement in their cases by eliminating the barrier of transportation problems, or funds for said transportation.
Although County Fleet has an existing contract for vehicle with Downtown Ford, lead times for procuring vehicles can range from one to one and a half years at minimum if utilizing the awarded vendor. In researching local dealerships, it was determined that Folsom Buick GMC is the preferred vendor. Out of three dealerships researched, Folsom Buick is the only vendor who has the desired vehicle in stock at the most completive sales price at a quoted amount of $32,313.50. A non-competitive purchase request has been approved by the Purchasing Agent justifying why competitively bidding this particular purchase request would produce no economic benefit to the County.
ALTERNATIVES
Should the Board opt not to approve the District Attorney’s request to purchase a vehicle with grant funds and add the vehicle to the department’s fixed asset list, the County would lose the opportunity to utilize available grant funding that would enhance services provided to victims and witnesses within the community.
PRIOR BOARD ACTION
Legistar 23-1165 - Board accepted Federal FY 2022-2023 CalOES Victim Witness Assistance Program (VW) in the amount of $503,891.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
Auditor Controller’s Office
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost as the vehicle requested will be purchased via CalOES VW grant program funds. The enclosed budget transfer will move appropriations from salary/benefits to fixed assets for vehicle procurement purposes.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Upon approval, Clerk of the Board to forward executed budget transfer to the Auditor Controller’s Office.
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Vern Pierson, District Attorney