title
Commissioner Hovis - Finance - To Approve the Award for Purchase of $5,685,614.85 for Vehicles, Ambulances, Landfill Heavy Equipment, and the Expenditure of $356,201.75 for Equipment, Decals, Tag/Tax and Title Fees (Totaling $6,041,816.60)
body
STAFF CONTACT
Tiffany Murray - Finance Director - 704-866-3032
BUDGET IMPACT
budget
Funds are included in the current budget for debt payments relative to the $5,685,614.85 Vehicles, Ambulances, and Landfill Heavy Equipment cost. Thirty-six months of financing are expected. The $356,201.75 for Equipment, Decals, Tag/Tax and Title Fees were included in the FY22 adopted budget and will not be financed.
body
BUDGET ORDINANCE IMPACT
N/A
BACKGROUND
Replacement and new vehicles were approved with the adoption of the FY 21/22 Budget Ordinance.
DHHS-Social Services Vehicle: (1) Midsize Sedan - a formal bid was conducted per Uniform Guidance (UG) requirements since this vehicle will involve federal reimbursement. Notice was posted on the HUB site as an affirmative step to solicit quotes from M/WBE dealers, and Bid Requests were sent to 10 potential bidders.
Bids were due October 8, 2021. One bid was received from Modern Toyota of Winston-Salem for a Toyota Camry for $23,411.31 which meets specifications. Award is recommended to Modern Toyota.
Balance of Vehicles: Tax, County Police, Sheriff’s Office, Emergency Management, ACE, Social Services, Planning, Building Services, Environmental Health, Grounds Maintenance, Parks & Recreation, are quoted per the NC Sheriff’s (NCSA) Contract; Ambulances are quoted per HGAC contract; Landfill heavy equipment is quoted per Sourcewell, State of NC, and NC Sheriff’s (NCSA) contracts. Utilizing these already competitively bid Group Purchasing Programs is allowed by G.S.143-129(e)(3) thus leveraging the cost benefits of state-wide quantity bidding.
Total Costs with Breakdown
Refer to the attached “Chart for Finance Package” where costs are shown two ways: as unit pricing with extensions, plus as breakdown between Vehicles, Equipment, Decals and Tag/Tax/Title costs. Chart includes vehicle descriptions by department, vendors and models, bid and contract designations. Chart also designates the “Loan Package” column showing vehicles and equipment which are part of the Finance Package RFP (GEMS equipment award is a separate Board Action).
Recommendation
Award Recommended for Vehicles, Ambulances and Landfill Heavy Equipment = $5,685,614.85. Expenditure for Equipment, Decals and Tag/Tax/Title = $356,201.75
Total = $6,041,816.60
POLICY IMPACT
N/A
ATTACHMENTS
Chart for Finance Package