Agenda

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ARF- 1016

Regular Agenda Item 4- E

Regular BOS Meeting

Meeting Date:	01/24/2012
Submitted For:	Steve Stratton
Submitted By:	Valrie Bejarano, Contracts Support Specialist, Finance Department
Department:	Public Works	Division:	Fleet
Fiscal Year:	2011-2012	Budgeted?:	Yes
Contract Dates Begin & End:	1-24-12 to 1-23-13	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information

Request/Subject

Contract Award for Bid No. 091411-1 for New Fleet Vehicles as Specified

Background Information

As a continuing effort to update the efficiency of the County fleet we requested bids for various types of vehicles for various departmental uses Business Plan for FY 2012. Our intent was to replace vehicles during every quarter to spread out the encumberances through the fiscal year. Once we order the vehicles it takes between 8 to 12 weeks to receive them. So the vehicles we will order in December or January may not reach us until March and then we will again order more.

Evaluation

The budget for fleet has sufficient funds and cash flow to support purchases. Some of those that have just joined the fleet at the beginning of Fiscal Year 2012 still need replaced due to high repair rates and continous unreliability. A schedule of replacements was made at the beginning of the budget year. The County Manager will be included in the replacement discussions.

Conclusion

Low mileage vehicles will not be replaced even though they may have been in the fleet system for several years. The money generated would not be enough for a replacement.

Recommendation

After extensive review of the submitted proposals the Public Works Director recommends that the Board of Supervisors approve the award of Invitation for Bids No. 091411-1 for New Fleet Vehicles as Specified to the following vendors:

Sands Motor Company; 2 Door 1/2 Ton 4x4 Regular Cab Trucks and 4 Door Sedans

McSpadden Ford; 4 Door 3/4 Ton 4x4 Quad Cab Trucks and 2 Door 1/2 Ton 4x2 Regular Cab Trucks with Tow Package and 2 Door 1/2 Ton 4x2 Regualr Cab Truck

Steve Coury Ford; 2 Door 1/2 Ton Extended Cab Trucks

(Note: 2 Door 1/2 Ton 4x2 Regular Cab Truck with Tow Package lowest 3 bidders did not meet GVW specifications of 7,000 so recommendation for award is to the 1st lowest bidder to meet the requirement.)

Suggested Motion

Information/Discussion/Action to review all bids submitted for Invitation for Bids No. 091411-1 for the purchase of new fleet vehicles as specified; award to the lowest, responsible and qualified bidders; and authorize the Chairman's signature on the award contract for the winning bidder. (Steve Stratton)

Attachments
Bid Tabulation Sheet 091411-1
Solicitation Sign-In-Sheet
Bid 091411-1 Opening Attendance Form
Co. Vehicle Trade Information
Bid 091411-1 New Fleet Vehicles as Specified
Contract 091411-1 with Steve Coury
Contract 091411-1 with Sands Motor Co.
Contract 091411-1 with McSpadden Ford