REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 13, 2022
FROM
DIANA ALEXANDER, Assistant Executive Officer, Department Operations
SUBJECT
Title
Contract Purchase Order with KME Fire Apparatus For Vehicle and Equipment Parts
End
RECOMMENDATION(S)
Recommendation
Authorize the Purchasing Agent to issue a non-competitive Purchase Order with KME Fire Apparatus for an annual amount of $250,000, and an aggregate amount not to exceed $1,250,000, for the period of September 13, 2022, through September 12, 2027, for the provision of vehicle and equipment parts.
(Presenter: Michael Jimenez, Deputy Executive Officer, 387-4444)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Improve County Government Operations.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). Fleet Management (Fleet) is an internal service fund, and its operational costs are financed through Board of Supervisors (Board) approved rates charged to customers (departments). Fleet’s total purchases of parts from KME Fire Apparatus (KME) has been $586,474 from July 2019 to the present date. However, historically KME part expenditures have been approximately $250,000 per year. Sufficient appropriation has been included in Fleet’s 2022-23 budget (791 4064) and will be included in future recommended budgets.
BACKGROUND INFORMATION
Fleet provides vehicle and equipment replacement parts for the majority of the County's fleet of vehicles and heavy equipment, which includes KME fire apparatus and safety vehicles. KME is the only vendor authorized to provide replacement parts for KME vehicles and equipment in Southern California.
Approval of the recommended non-competitive purchase order for the period of September 13, 2022 through September 12, 2027, for an aggregate total amount not to exceed $1,250,000, will
enable Fleet to provide parts and/or service in the most efficient and expedient manner possible.
PROCUREMENT
County Policy 11-04 requires departments to seek Board approval when contracting for competitive and non-competitive purchases of goods and services in excess of $200,000 during a single annual period. On August 19, 2014 (Item No. 27), the Board approved Purchase Order No. 150298 with KME for an annual amount of $180,000 and an aggregate amount not to exceed $540,000 for the period of August 19, 2014 through August 18, 2017.
On December 20, 2016 (Item No. 45), the Board approved an increase to Purchase Order No. 150298 by $225,000, from $540,000 to $765,000, with no change to the contract termination date of August 18, 2017.
On October 3, 2017 (Item No. 19), the Board approved a Purchase Order with KME for an annual amount of $250,000, and an aggregate amount not to exceed $1,250,000 for the period of October 4, 2017 through August 31, 2022.
KME is the only authorized provider of replacement parts for KME equipment in Southern California. Purchasing concurs with the non-competitive justification of only authorized provider in Southern California for KME vehicle and equipment parts.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on August 9, 2022; Purchasing (Peter Geriguis, Lead Buyer, 387-7854) on August 05, 2022; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on August 28, 2022.