Title
Department of Transportation, Maintenance and Operations Division, Fleet Services Unit, (Transportation) recommending the Board:
1) Find the purchase of three (3) replacement vehicles are exempt from competitive bidding in accordance with Procurement Policy C-17, Section 3.4.4, due to use of State of California competitively-bid Contracts 1-22-23-20;
2) Authorize the Purchasing Agent to utilize the State of California Contract 1-22-23-20 for the acquisition of three (3) fleet replacement trucks for the Department of Transportation - Fleet Services Unit; and
3) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, Elk Grove Auto of Elk Grove, CA. in the amount of $159,605 plus applicable delivery, fees and taxes (estimated at $12,321.10) for a one time purchase following Board approval.
FUNDING: Fleet Internal Service Fund (100%).
Body
DISCUSSION / BACKGROUND
Three (3) fleet vehicles have met the County criteria for replacement, or are new approved additions and have been included on the Fixed Asset list for Fiscal Year (FY) 2023-24. The replacement vehicles consist of three (3) trucks, two (2) for Facilities Division and one (1) for Department of Transportation. Due to vehicle shortages and manufacturer order cancellations, available vehicle types and prices have changed. All vehicles are under the budgeted amount included on the FY 2023-24 Fixed Asset List.
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 Procurement Policy C-17, Section 3.4.4, describes exceptions that may be made to the competitive bidding process. The purchase of these fixed assets falls under 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 Contracts 1-22-23-20 with Elk Grove Auto of Elk Grove, California. Comparative market analysis pricing were 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.
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 2023-24 recommended 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.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation