Memorandum
Date: May 4, 2021
To: The Honorable Bruno Sabatier, Chair, Lake County Board of Supervisors
From: Scott Harter, Special Districts Administrator
Subject: (a) Waive the formal bidding process, pursuant to Lake County Code Section 2-38.4, Cooperative Purchases. (b) Approve purchase of a 2021 Dodge Ram 1500 Regular Cab 4x4; and (c) authorize the Special Districts Administrator/Assistant Purchasing Agent to issue and sign a purchase order not to exceed $30,000 to Matt Mazzei Chevrolet-Chrysler, Jeep, Dodge, Ram of Lakeport
Executive Summary: (include fiscal and staffing impact narrative):
The Department in coordination with Central Garage solicited quotes on a ½ ton, 4x4, standard cab pick-up for the replacement of SD12X (a Ford Ranger used as transportation for our Utility Area Superintendent). Three vendors responded and provided quotes referencing the State Contract which provides base pricing which has already proceeded through an appropriate competitive bid process.
• Elk Grove Auto (State Contract #1-18-23-20B) quoted a 2021 Dodge Ram 1500 4x4 $26,316.31
• Matt Mazzei (State Contract #1-18-23-20B ) quoted a 2021 Dodge Ram 1500 4x4 $26,726.00
• Downtown Ford (State Contract #1-18-23-20A) quoted a 2021 Ford F150 4x4 $31,115.24
Both Elk Grove Auto and Downtown Ford are located in the Sacramento area, however Matt Mazzei Chrysler, Jeep, Dodge, Ram is located in Lakeport and is entitled to the Local Vendor Preference which the County has established in the Purchasing section of the Municipal Code. Section 2-41.3(b) of Article X of the County Code indicates a ten percent preference shall be granted to Lake County local vendors. It further states that the local vendor’s price is to be compared against 110% of the apparent low bid in the evaluation of this policy.
In this case the apparent low bid is from Elk Grove Auto at $26,316.31. One hundred ten percent of that quote is $28,947.94 and Matt Mazzei’s quoted price is less at $26,726.00. Staff recommends award of this purchase to Matt Mazzei Chrysler, Jeep, Dodge Ram. This is a budgeted expense approved in the FY20/21 budget at $35,000.
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?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: (a) Waive the formal bidding process, pursuant to Lake County Code Section 2-38.4, Cooperative Purchases. (b) Approve purchase of a 2021 Dodge Ram 1500 Regular Cab 4x4; and (c) authorize the Special Districts Administrator/Assistant Purchasing Agent to issue and sign a purchase order not to exceed $30,000 to Matt Mazzei Chevrolet-Chrysler, Jeep, Dodge, Ram of Lakeport