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  Regular Agenda Item     3. H.    
Regular BOS Meeting
Meeting Date: 03/10/2020  
Submitted By: Betty Hurst, Contracts Administrator
Department: Finance  
Fiscal Year: 2020 Budgeted?: Yes
Contract Dates
Begin & End:
03-10-20 to 06-30-20 Grant?: No
Matching
Requirement?:
No
Fund?: Renewal

Information
Request/Subject
Request to Award a Contract for Invitation for Bids No. 121819-Replacement of Three Sheriff's Office Patrol Vehicles
Background Information
The vehicles mentioned in the agenda request will be needed in the fleet in the coming year for the Sheriff's Office for Patrol use. These vehicles would replace units (B-116, B-121, and B-127) that are costing a lot of money in repairs and fuel and are at or above 200,000 miles. Vehicles (B-116, B-121, and B-127) will be used as a trade-in to prevent increasing the size of the fleet and will be disposed of at auction.

On January 9, 2020, the Gila County Board of Supervisors authorized the newspaper advertisement of Invitation for Bids No. 121819 for the replacement of three Sheriff's Office patrol vehicles.

Invitation for Bids No. 121819 was advertised in the Arizona Silver Belt on January 15, 2020, and January 22, 2020. All sealed bids were due on February 5, 2020.
Evaluation
Sealed bids were accepted at the Gila County Finance Department through 11:00 A.M., MST, on February 5, 2020. The Finance Department received competitive bids from three vendors in response to Invitation for Bids No. 121819.

McSpadden Ford met all bid specifications and offered the low bid price at $65,145.83 per vehicle.

The vehicles mentioned in the agenda request will be needed in the fleet in the coming year for the Sheriff's Office for Patrol use. These vehicles would replace units (B-116, B-121, and B-127) that are costing a lot of money in repairs and fuel and are at or above 200,000 miles. Vehicles (B-116, B-121, and B-127) will be used as a trade in to prevent increasing the size of the fleet and will be disposed of at auction.
Conclusion
The vehicles that will be purchased with this contract will be used by the Sheriff's Office Patrol to replace older vehicles.

The Public Works Department Director recommends that the Board of Supervisors award a contract to McSpadden Ford in the amount of $195,437.49 for the purchase of three new Ford Expedition SSVs with installed equipment as outlined in the McSpadden Ford proposal.
Recommendation
The Public Works Director recommends that the Board of Supervisors award a contract to McSpadden Ford in the amount of $195,437.49 for the purchase of three new Ford Expedition SSVs as specified in Invitation for Bids No. 121819 with installed equipment as outlined in the McSpadden Ford proposal.
Suggested Motion
Information/Discussion/Action to review all bids submitted for Invitation for Bids No. 121819 to purchase three new Ford Expedition SSVs with installed equipment; award to the lowest, responsible and qualified bidder; and authorize the Chairman's signature on the award contract for the winning bidder. (Steve Sanders)

Attachments
Contract No. 121819
As Read Bid Results
McSpadden Ford-Sealed Bid
Larry H. Miller Ford Mesa-Sealed Bid
San Tan Ford-Sealed Bid

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