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Regular Agenda Item 4. G.

Regular BOS Meeting

Meeting Date:	05/17/2022
Submitted For:	Mary Springer	Submitted By:	Mary Springer, Finance Director
Department:	Finance

Information

Request/Subject

Request to cancel Contract No. 120721-2 with McSpadden Ford for the purchase of three (3) new 2022 Ford Expedition 4 Door XL, 4x4 SSVs.

Background Information

On January 4, 2022, the Gila County Board of Supervisors authorized the newspaper advertisement of Invitation for Bids No. 120721-2-Three (3) New 2022 Ford Expedition 4 Dr XL, 4x4 SSVs. Invitation for Bids No. 120721-2 was advertised in the Arizona Silver Belt on January 12, 2022, and January 19, 2022. The vehicles mentioned in the agenda request was to purchase these vehicles that will be needed in the fleet in the coming year for the Sheriff's Office for Patrol use. These vehicles will replace units B-104, B-155, and B-156 that are costing a lot of money in repairs and fuel and are at or above 200,000 miles and/or exceed two or more requirements for vehicle replacement as supported by Agile Fleet Data and current General Services Fleet Division Vehicle Replacement Plan data. Vehicles B-104, B-155, and B-156 will be disposed of at auction to not increase the size of the fleet. After the contract award, McSpadden Ford notified the County that Ford Motor Company was no longer accepting orders for the 2022 specified vehicles and the pricing for the 2023 comparable vehicles would exceed the contracted price, and was not available to order at this time.

Evaluation

Upon notice of the award of a contract, McSpadden Ford was notified by Ford Motor Company that they were no longer taking orders for the 2022 Expedition SSV models. Alternatives were discussed and McSpadden Ford was not able to procure similar vehicles for the contracted price.

Conclusion

It is necessary to cancel the contract with McSpadden Ford because they are no longer able to order the specified vehicle. In order to fulfill the approved capital expenditure, it will be necessary to place the order for these vehicles through state cooperative contracts when the ordering window with the factory is available and move forward the allocated capital funds to next year’s budgeted capital.

Recommendation

Staff recommends that the Board of Supervisors cancel the contract with McSpadden Ford, and authorize utilizing state contracts to procure the three vehicles as specified for the 2023 model year.

Suggested Motion

Information/Discussion/Action to cancel Contract No. 120721-2 with McSpadden Ford for the purchase of three (3) new 2022 Ford Expedition 4Dr XL, 4x4 SSVs, and authorize the purchase of these vehicles through state cooperative contracts when the factory starts accepting orders for the specified 2023 models. (Mary Springer)

Attachments
Contract 120721-2