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MEMORANDUM
TO: Board of Supervisors
FROM: Scott Harter, Deputy Administrator
Jan Coppinger, Administrator
DATE: March 20, 2018
SUBJECT: (a) Waive the normal sealed bid process under Ordinance #2406, Section 38.2 because there is no economic benefit to the County, for the purchase of a vehicle within the Special Districts Administration division; and (b) Authorize the Special Districts Administrator/Assistant Purchasing Agent to issue a purchase order through the Statewide Bid Contract to Winner Chevrolet in the amount of $24,005.40
EXECUTIVE SUMMARY: Annually, the State of California's Procurement Division, complying with legal competitive bidding requirements, solicits vehicle bids throughout the State of California. A State contract is issued to the low bidders and the results are published and distributed to local agencies. Local agencies are given the opportunity to purchase these vehicles through the state at the same cost as the state.
Staff proposes the replacement of SD08 (a 2006 Ford F150 with 217,969 miles which has recently blown the engine) with a Chevrolet Silverado 1500 extra cab for our Connection Technician within the Special Districts Administration division. The vehicle will be managed by within the Central Garage vehicle pool.
In an effort to purchase vehicles locally, vehicle make and models are identified in the State Contract and this detailed information is delivered to our local dealership to solicit their proposals on suggested or equivalent vehicles. An acceptable proposal was received from Matt Mazzei Chevrolet on the vehicle however it exceeded 110% of the proposal from Winner Chevrolet, therefore Winner Chevrolet was deemed to have the low proposal.
Sufficient funds have been budgeted to award contracts. We recommend that the Board of Supervisors waive the formal bidding process, per Ordinance #2406, Purchasing Code No. 38.2, making a determination that competitive bidding would produce no economic benefit to the County and authorize the Special Districts Administrator/Assistant Purchasing Agent to issue Purchase Orders for procurement of one (1) vehicle under the Statewide contract to Winner Chevrolet of Elk Grove in the amount of $24,005.40.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: $24,005.40
Amount Budgeted: $28.000.00
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Sufficient funds have been budgeted to award the purchase order
STAFFING IMPACT (if applicable): None
RECOMMENDED ACTION:
(a) Waive the normal sealed bid process under Ordinance #2406, Section 38.2 because there is no economic benefit to the County, for the purchase of a vehicle within the Special Districts Administration division
(b) Authorize the Special Districts Administrator/Assistant Purchasing Agent to issue a purchase order through the Statewide Bid Contract to Winner Chevrolet in the amount of $24,005.40.