Take the following actions to approve and authorize the Health and Human Services Agency to purchase a total of 22 vehicles, not to exceed $470,204.46 (including all taxes and fees): (1) Approve and authorize County Purchasing to award the bid from Request for Bid (RFB) No. 17-01 for the purchase of 17 sedans to Crown Motors of Redding, California for a total purchase price of $328,185.00 (including all taxes and fees); (2) approve and authorize County Purchasing to award the bid from RFB No. 17-02 for the purchase of two vans to Crown Motors of Redding, California for a total purchase price of $53,308.48 (including all taxes and fees); and (3) approve and authorize County Purchasing to award the bid from RFB No. 17-03 for the purchase of three sport utility vehicles to SJ Denham Chrysler Jeep of Redding, California for a total purchase price of $88,710.98 (including all taxes and fees).

HHSA is purchasing 22 vehicles.  Six vehicles (five sedans and one 8-passenger van) are new additions to the HHSA fleet to meet the increasing level of HHSA client needs in the Adult Services Branch and the programmatic needs of the Public Health Branch. The five requested new sedans will enable HHSA staff to visit and provide transportation to services for Mental Health clients.  The one requested new eight-passenger van will enable HHSA staff to transport people, equipment, and materials for community events and Public Health outreach, thereby reducing the number of vehicles required per event. 

The remaining 16 requested vehicles are replacement vehicles that will replace existing aging County vehicles ranging from two to 17 years old, which will provide safer transportation for County employees providing services in the community.  The two year old vehicle has over 150,000 miles incurred in the provision of client transportation for Mental Health services.

The Support Services Department-Purchasing Unit (County Purchasing) released and managed three concurrent RFB processes.  One RFB (17-01) was for the purchase of 17 sedans.  Eight bids were received.  The low bidder that met all the specifications was Crown Motors.  The Notices of Intent to Award were sent in the mail on Monday, 09/12/2016.  The 10-day protest period ended Thursday, 09/22/2016.

The second RFB (17-02) was for the purchase of one 8-passenger van and one 6-passenger van. Three prospective vendors submitted a combined total of four bids.  The low bidder that met all the specifications was Crown Motors.  The Notices of Intent to Award were sent in the mail on Wednesday, 09/14/2016.  The protest period ended Monday, 09/26/2016.

The third RFB (17-03) was for the purchase of three Sports Utility Vehicles (SUVs). Six bids were received.  The low bidder that met all the specifications was SJ Denham Chrysler Jeep.  The Notices of Intent to Award were sent in the mail on Friday, 09/16/2016.  The protest period ended Monday, 09/26/2016.

The Board could instruct HHSA to not purchase all or part of these vehicles at this time which would result in the HHSA being limited in its ability to meet the needs of its clients and would impact the replacement capability for its aging fleet.

The County Administrative Office has reviewed this recommendation.  County Purchasing managed the Request for Bid process.

The Department’s FY 2016/17 Adopted Budget includes sufficient appropriation authority for the activities described in this report.  There is no additional General Fund impact with the proposed recommendation.