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Regular Agenda Item 3. H.

Regular BOS Meeting

Meeting Date:	06/18/2019
Submitted For:	Mary Springer	Submitted By:	Mary Springer, Finance Director
Department:	Finance
Fiscal Year:	FY2019	Budgeted?:	Yes
Contract Dates Begin & End:	063019	Grant?:	Yes
Matching Requirement?:	No	Fund?:	New

Information

Request/Subject

Contract Cancellation in Response to Invitation for Bids (IFB) No. 111518-2 Purchase of One F150 Crew Cab 4x4 Sheriff's Office Task Force Vehicle.

Background Information

On February 19, 2019, the Board of Supervisors awarded Contract No. 111518-2 to Tate's Auto Center-Holbrook. On March 28, 2019, Tate's Auto Center-Holbrook informed Fleet Management that they had filed Chapter 11 (bankruptcy), and because of this they would not be able to honor the terms of IFB No. 111518-2. On April 2, 2019, the Board of Supervisors unanimously voted to disapprove Amendment 1 to Contract No. 111518-2 with Tate's Auto Center-Holbrook due to their filing of Chapter 11. McSpadden Ford was the second lowest bidder and at the April 16, 2019 Board meeting McSpadden was awarded the contract. During the course of the procurement, Lisa Wielenga from McSpadden Ford informed the County that the vehicle could not be available by the end of the fiscal year which was a requirement of the special revenue funds that are being used to purchase the vehicle. McSpadden Ford searched for a vehicle that was already in inventory and worked with the upfitter supplier to see if the vehicle could be upfitted with the law enforcement package. Unfortunately this was not the case so this request asks to cancel the contract with McSpadden Ford and approve the purchase of the vehicle off of the State contract with San Tan Ford in the amount of $55,367.12. San Tan Ford is able to deliver the vehicle before fiscal year end complete with the upfitting as required. The special revenue funding is the program income from the RICO fund and must be spent prior to fiscal year end. The fund is able to able to absorb the price increase.

Evaluation

Fleet Management requests that the Board of Supervisors cancel the existing contract with McSpadden Ford and approve the purchase off of the State contract with San Tan Ford. The vehicle will be needed in the fleet in the coming year for the Sheriff’s Office Task Force use. This vehicle would replace unit B-170, a 2008 Chevrolet Tahoe 4x4 with more than 150,000 miles and a bad transmission that is costing a lot of money in repairs and fuel. Vehicle B-170 will be used as a “trade in” to prevent increasing the size of the fleet and will be disposed of at auction.

Conclusion

The vehicle that will be purchased from State contract vendor San Tan Ford and will be assigned to the Sheriff’s Office Task Force. The increase in price is due to this vehicle already existing on the lot and was available to be upfitted and delivered before the end of the fiscal year when the funding is available. There is capacity in the funding source to accept the increase in cost.

Recommendation

The Public Works Department Director recommends that the Board of Supervisors cancel Contract No. 111518-2 with McSpadden Ford; and approve the purchase of one new Ford F150 full size, 1/2 ton, 4x4, crew cab pickup with installed insert and security equipment from State contract supplier San Tan Ford.

Suggested Motion

Information/Discussion/Action to cancel Contract No. 111518-2 with McSpadden Ford in the amount of $49,767.30; and approve the purchase of one new Ford F150 full size, 1/2 ton, 4x4, crew cab pickup with installed insert and security equipment from State contract supplier San Tan Ford in the amount of $55,367.12. (Mary Springer)

Attachments
McSpadden 111518-2 Contract
San Tan Ford State Contract Quote
State Contract ADSP017-166124