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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
David Hancock, Chief Capital Services Officer |
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PRESENTER(S): |
Daniel Hofer, Director Capital Assets & Project Controls |
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Patrice Batty, Manager NRV Performance & Maintenance |
TITLE:
title
Contract: UTA White Fleet Vehicle Purchase Order (Various State Contracts)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute a blanket PO and associated disbursements for the UTA support fleet through various state contracts in the amount of $5,995,000 allowing the team to place orders within the 2023 ordering window. Final purchase orders will be presented for board approval at a later date.
BACKGROUND:
In an effort to replace many older vehicles in UTA’s support fleet, the vehicle procurement team plans to procure 116 vehicles in 2024 with a pending budget of $6M. This is an advance procurement request to leverage order windows for 2024 that are open in 4th quarter 2023. The approval of a blanket PO referencing various state contracts from which actual purchases will be made allows dealers to provide quotes on these vehicles within the ordering window. After specific orders are placed, the Board will have the opportunity to review and approve the specific Purchase Orders.
DISCUSSION:
The list of vehicles is 116 in total and includes six 1-ton pickups, fifteen ½ ton pickups, ten ¼ ton pickups, three ¾ ton pickups, six 15 passenger vans, one ADA accessible van, eight compact SUVs, fourteen full size SUVs, two HD trucks, twenty large cargo vans, seven mid-size SUVs, and twenty-four minivans.
CONTRACT SUMMARY:
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Contractor Name: |
Various State Contracts TBD |
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Contract Number: |
23-037851 PO |
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Base Contract Effective Dates: |
10/25/2023 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Contract Value: |
$5,995,000 |
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Procurement Method: |
Utah State Cooperative Contracts |
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Budget Authority: |
$1,816,221.27 of existing budget authority in the 2023-2027 Capital Plan and the remaining will be added as part of the 2024-2028 Capital Plan |
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ALTERNATIVES:
Place orders in 2024 and potentially miss order windows for next year.
FISCAL IMPACT:
$1,816,221.27 of existing budget authority in the 2023-2027 Capital Plan and the remaining will be added as part of the 2024-2028 Capital Plan
ATTACHMENTS:
Purchase Order