Memorandum
Date: April 28, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Scott De Leon, Public Works Director
Subject: (a) Waive the normal sealed bid process under Ordinance #2406, Section 38.4 for the purchase of a Central Garage Pool Vehicle, and (b) Authorize the Public Works Director/Assistant Purchasing Agent to issue a purchase order through the Statewide Bid Contract to Downtown Ford in the amount of $34,872.69.
Executive Summary: (include fiscal and staffing impact narrative):
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.
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.
The local vendor provided a proposal on an equivalent vehicle to the State bid vehicle, however their price was not within the County Local Vendor Preference limits, as defined in the Purchasing Ordinance. A summary of bids received is attached.
We recommend that the Board of Supervisors (a) waive the formal bidding process, per Ordinance #2406, Purchasing Code No. 38.4, making a determination that this purchase complies with the provisions of “Cooperative Purchases” and that competitive bidding would produce no economic benefit to the County; and, (b) authorize the Public Works Director/Assistant Purchasing Agent to issue a purchase order through the Statewide Bid Contract to Downtown Ford in the amount of $34,872.69.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested? Ordinance #2406, Purchasing Code No. 38.4
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid? Competitive bidding would produce no economic benefit to the County
Recommended Action: We recommend that the Board of Supervisors (a) waive the formal bidding process, per Ordinance #2406, Purchasing Code No. 38.4, making a determination that this purchase complies with the provisions of “Cooperative Purchases” and that competitive bidding would produce no economic benefit to the County; and, (b) authorize the Public Works Director/Assistant Purchasing Agent to issue a purchase order through the Statewide Bid Contract to Downtown Ford in the amount of $34,872.69.