DATE: March 9, 2021
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner-Public Administrator
Steven White, Director of Public Works and Planning
Robert W. Bash, Director of Internal Services - Chief Information Officer
SUBJECT: Agreements with Lithia FMF, Inc., dba Lithia Ford Lincoln of Fresno and Decker Ford, Inc., dba Future Ford of Clovis
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances for countywide Ford parts and maintenance as Decker Ford, Inc., dba Future Ford, of Clovis is a Ford factory provider of parts and service meeting manufacturer’s specified requirements; and
2. Approve and authorize the Chairman to execute a retroactive Sole Source Agreement with Decker Ford, Inc., dba Future Ford of Clovis, to provide vehicle maintenance services and parts for the Sheriff-Coroner-Public Administrator’s Office, Department of Public Works and Planning, and Internal Services Department, effective March 1, 2021 through February 28, 2026, not to exceed five consecutive years, which includes a three-year base contract and two optional one year extensions, total not to exceed $2,150,000.
3. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances for countywide Ford parts and maintenance as Lithia FMF, Inc., dba Lithia Ford Lincoln of Fresno is a Ford factory provider of parts and service meeting manufacturer’s specified requirements; and
4. Approve and authorize the Chairman to execute a retroactive Sole Source Agreement with Lithia FMF, Inc., dba Lithia Ford Lincoln of Fresno, to provide vehicle maintenance services and parts for the Sheriff-Coroner-Public Administrator’s Office, Department of Public Works and Planning, and Internal Services Department, effective March 1, 2021 through February 28, 2026, not to exceed five consecutive years, which includes a three-year base contract and two optional one year extensions, total not to exceed $925,000.
REPORT
There is no additional net County cost associated with the recommended actions. The recommended agreements with Decker Ford, Inc. (Future Ford of Clovis) and Lithia FMF, Inc. (Lithia Ford Lincoln of Fresno) will allow the Sheriff-Coroner-Public Administrator’s Office, Department of Public Works and Planning, and Internal Services Department (the Departments) to obtain vehicle maintenance, service, and parts for their Ford fleet vehicles. This item is countywide.
ALTERNATIVE ACTION(S):
Your Board may choose to award an agreement to only one of the recommended vendors; however, that would limit the ability of the Departments to obtain timely maintenance of vehicles.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Departments request to waive the competitive bidding process consistent with Administrative Policy No. 34, as Future Ford of Clovis and Lithia Ford Lincoln of Fresno have the ability to provide factory Ford-authorized warranty service and original equipment manufacturer (OEM) Ford parts. County staff sent a limited Request for Quotation (RFQ) requesting service rates and parts pricing to all three Ford vendors within the County of Fresno, which are all located within a 15-mile radius of both the Sheriff’s Fleet and Internal Services-Fleet garages. Of these three, Lithia Ford Lincoln of Fresno and Future Ford of Clovis responded with pricing. The third vendor declined to issue a pricing response. The two responding Ford dealerships have the unique capability of conducting repairs to Ford vehicles during the warranty period, and preserving the integrity of the warranty. The Departments request agreements with both of these vendors in order to allow for the timely maintenance of vehicles in their fleets.
RETROACTIVE AGREEMENT:
The recommended Agreements are retroactive to March 1, 2021 due to departmental re-evaluation of usage dollar amounts and a delay in obtaining approvals from the vendors.
FISCAL IMPACT:
There is no increase in net County cost associated with these actions. Funding for the Departments participating in the recommended agreements is included in each of their adopted FY 2020-21 budgets. The Departments’ funds allocated to vehicle maintenance and repair for the remainder of 2020-21 are as follows:
Sheriff-Coroner-Public Administrator $133,333
Public Works and Planning Orgs 9015, 9140, and, 9026 $ 31,667
Internal Services Org 8910 $ 40,000
The annual allocation breakdown for each Department by vendor is as follows:
Future Ford of Clovis
Sheriff-Coroner-Public Administrator $250,000
Public Works and Planning $ 80,000
Internal Services $100,000
Annual Total $430,000
Total not to exceed $2,150,000 for the potential five-year term.
Lithia Ford Lincoln of Fresno
Sheriff-Coroner-Public Administrator $150,000
Public Works and Planning $ 15,000
Internal Services $ 20,000
Annual Total $185,000
Total not to exceed $925,000 for the potential five-year term.
Funding for future years will be included in each Department’s budget.
DISCUSSION:
The Departments have contracted with Future Ford of Clovis and Lithia Ford Lincoln of Fresno for parts, supplies and maintenance services since March of 2013.
The Sheriff-Coroner-Public Administrator is the primary user of these services; it maintains a fleet of patrol vehicles to provide law enforcement presence for the unincorporated areas of the County’s 6,000 square miles. The recommended agreements will allow for the Departments to access parts, service, and maintenance for their Ford fleet vehicles for up to five years.
These are the only two Ford dealerships (with the exception of the non-responding Ford dealership) within a fifteen-mile radius of both the Sheriff’s Fleet and Internal Services-Fleet garages. Ford dealerships have the unique capability of conducting repairs to Ford vehicles during the warranty period, and preserving the integrity of the warranty. Additionally, Ford dealerships have the unique capability of having Ford Factory Module Diagnostic Equipment, allowing technicians to diagnose and communicate with control modules’ internal functionality. The next closest Ford dealerships that might have responded to an RFQ are located in Visalia, Hanford, Madera, or Los Banos, which would be impractical for servicing County vehicles, and would be non-productive time for County employees shuttling vehicles for services.
REFERENCE MATERIAL:
BAI # 30, March 1, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - Agreement with Lithia Ford Lincoln of Fresno
On file with Clerk - Agreement with Future Ford of Clovis
CAO ANALYST:
Yussel Zalapa