REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
October 8, 2024
FROM
PETE MENDOZA, Director, Purchasing Department
SUBJECT
Title
Amendments to Contracts for Used Vehicle Purchases
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to the following contracts for procurement of used vehicles for the Sheriff/Coroner/Public Administrator and Fleet Management Department, increasing the aggregate amount by $5,000,000, from $7,000,000 to $12,000,000, and extending the term for an additional two-year period, for a total five-year term of December 7, 2021, through December 6, 2026, with the following vendors:
1. Contract No. 21-927 with Enterprise Rent-A-Car Company of Los Angeles, LLC. dba Enterprise Car Sales
2. Contract No. 21-928 with Fairview Ford Sales, Inc.
(Presenter: Pete Mendoza, Director, 387-2073)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The total aggregate not to exceed amount of $12,000,000 will provide flexibility to purchase additional used vehicles, as needed. Sufficient appropriation and revenue are included in the Sheriff/Coroner/Public Administrator (Sheriff) and Fleet Management Department (Fleet) 2024-25 budgets and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Sheriff maintains a fleet of vehicles, used for public safety operations, including patrol, investigations, undercover work, search and rescue, inmate transportation, and other activities. While patrol and specialty vehicles are purchased new, many of the remaining department vehicles are purchased used to reduce costs. Fleet operates a motor pool division, which has ownership and/or maintenance and replacement responsibility for approximately 2,200 vehicles or equipment assigned to or used by County departments. Fleet currently purchases new vehicles, and this contract will allow for flexibility to purchase used vehicles, when appropriate.
On December 7, 2021 (Item No. 47), as the result of Request for Proposals (RFP) No. VHS121-FL000-4285 for used vehicle purchases formal solicitation, the Board of Supervisors approved Agreement No. 21-927 with Enterprise Rent-A-Car Company of Los Angeles, LLC, and Agreement No. 21-928 with Fairview Ford Sales, Inc. The agreements were to purchase used vehicles for a total aggregated amount up to $7,000,000 from December 7, 2021, to December 6, 2024, with the option to extend by one additional two-year period.
Approval of the proposed amendments will increase the contracts’ not to exceed aggregate amount to $12,000,000 and will exercise the option to extend the contract period by an additional two-year period, from December 7, 2021, through December 6, 2026.
For the past year, departments have encountered difficulty obtaining new vehicles as a result of supply chain issues, therefore, the Purchasing Department recommends approval of the contract amendments, allowing County departments to obtain access to the nationwide inventory of used vehicles in a market shortage of new vehicles.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on June 10, 2024; Fleet Management (Mark McCullough, Director, 387-7872) on May 1, 2024; Sheriff/Coroner/Public Administrator (Jose Torres, Administrative Manager, 387-3648) on May 28, 2024; Finance (Kathleen Gonzalez, Administrative Analyst, 387-5412) on September 10, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on September 17, 2024.