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Commissioner Worley - Finance - To Approve the Award for Purchase of $2,842,597.29 for Vehicles, and the Expenditure of $239,718.34 for Equipment, Decals, Tag/Tax and Title Fees (Totaling $3,082,315.63)
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STAFF CONTACT
Tiffany Murray - Finance Director
BUDGET IMPACT
budget
Funds are included in the current budget for debt payments relative to the $2,842,597.29 Vehicles cost. Thirty-six months of financing are expected. The $239,718.34 for Equipment, Decals, Tag/Tax and Title Fees were included in the FY21 adopted budget and will not be financed.
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BUDGET ORDINANCE IMPACT
N/A
BACKGROUND
Replacement and new vehicles were approved with the adoption of the FY 20/21 Budget Ordinance. Exception is one (1) vehicle was added for EDC originally budgeted to be replaced with a new lease. The decision was made to purchase the EDC vehicle instead of leasing going forward.
DHHS-Social Services Vehicles: (9) Midsize Sedans and (1) Minivan - a formal bid was conducted per Uniform Guidance (UG) requirements since these vehicles will involve federal reimbursement.
Legal ad was posted in The Gazette on 10/19/20, posted on the County website, posted on the HUB site as an affirmative step to solicit quotes from M/WBE dealers, and Bid Requests were sent to 16 potential bidders. Two addenda were issued.
Bids were received on 11/2/20 from five (5) bidders (Parks Chevrolet, Modern Nissan, Nissan of Clinton, Fleet Vehicle Source, Ilderton Dodge) and publicly opened. The low bidder on the Sedans asked to withdraw his bid due to not meeting the specification per the addendum. Therefore, the award is recommended to the next low Sedans bidder and the low Minivan bidder whose bids meet specifications and are considered responsive.
Modern Nissan Nissan Altima $20,499 each
Ilderton Dodge Chrysler Voyager $24,858 each
Balance of Vehicles: County Police, A/C/E, Sheriff, Emergency Management, Public Works, Building Services, EDC, and Environmental Health are quoted per the NC Sheriff’s (NCSA) Contract; Ambulances are quoted per HGAC contract; Landfill heavy equipment is quoted per Sourcewell contract and NC Sheriff’s (NCSA) contract. 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.
Recommendation
Award Recommended for Vehicles = $2,842,597.29
Total Cost of Vehicles plus Equipment, Decals and Tag/Tax/Title = $3,082,315.63
POLICY IMPACT
N/A
ATTACHMENTS
Chart for Finance Package