Title:
Title
Agreements: Body Repair Services for Light-Duty and Heavy-Duty Vehicles (Two-Thirds Vote Required) [Published for 10-Day Review on 10/18/2018]
End
FileID
File ID: 2018-01325
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Resolution: 1) suspending competitive bidding, in favor of a request for proposal (RFP) process, in the best interest of the City for the purchase of Light Duty and Heavy Duty Body Repairs; 2) awarding an initial one-year contract with four one-year renewal options to Harrold Ford for the purchase of Light Duty Body Repairs in an amount not to exceed $1,100,000 for the potential five-year term; 3) awarding an initial one-year contract with four one-year renewal options to KTT Ventures dba Maaco Collision Repair and Auto Painting for the purchase of Light Duty Body Repairs in an amount not to exceed $1,100,000 for the potential five-year term; 4) awarding an initial one-year contract with four one-year renewal options to Kearneys Painting for Heavy Duty Body Repairs in an amount not to exceed $264,000 for the potential five-year term; 5) awarding an initial one-year contract with four one-year renewal options to West Coast Frame and Collision Repair for Heavy Duty Body Repairs in an amount not to exceed $264,000 for the potential five-year term; and 6) authorizing the City Manager or the City Manager’s designee to execute the contracts specified above provided that sufficient funds are available in the budget adopted for the applicable fiscal year.
Contact: Alison Crandall, Program Specialist, (916) 808-1163; Mark Stevens, Fleet Manager, (916) 808-5869, Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Agreements
3-Resolution
Description/Analysis
Issue Detail: The Department of Public Works (DPW), Fleet Management Division, has an ongoing requirement to purchase Body Repairs for Light and Heavy-Duty vehicles for the City’s diverse fleet. On-call services contracts are often established to provide timely and more efficient services which provides for a best management practice.
Policy Considerations: The recommendations in this report are in accordance with City Code section 4.04.020, which requires additional posting time for labor agreements and agreements greater than $1 million, and City Code Chapter 3.56 which authorizes City Council to suspend competitive bidding when, upon a two-thirds vote, it is determined that it is the best interest of the City to do so.
Economic Impacts: None
Environmental Considerations: No environmental review is necessary because the recommendations in this report involve the purchase of parts and services for vehicles and equipment and are not considered to be a project in accordance with Section 15378(b)(2) of the California Environmental Quality Act guidelines.
Sustainability: Not Applicable
Commission/Committee Action: None
Rationale for Recommendation: On July 17, 2018, Fleet Management, in accordance with City Code Chapter 3.56, issued a Request for Proposals (RFP) for On-Call Body Repair Services for Light-Duty and Heavy-Duty Vehicles. An RFP was utilized, rather than a competitive bid process, as it in the City’s best interest to consider timeliness of services, in addition to price. The ability to select multiple contractors allows for flexibility to get public safety vehicles, such as fire trucks and medic units, back in service in a timely manner. Four responses were received: two submittals for light duty services and two for heavy duty services. Fleet Management evaluated the RFPs based on the following criteria: pricing, demonstrated capacity, qualifications, and performance time. The proposals were ranked and each vendor that submitted a proposal is recommended for a contract.
Financial Considerations: The recommended contract amount of $1,100,000 for each light-duty contract and $264,000 for each heavy-duty contract reflects the amount anticipated to be expended over the potential contract period maximum of five years. Annual estimated expenditures are provided in the following table.
|
Estimated Annual Expenditures |
|
Light Duty Body Repair |
|
Vendor |
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
Total |
|
Harrold Ford |
$ 220,000 |
$ 220,000 |
$ 220,000 |
$ 220,000 |
$ 220,000 |
$ 2,200,000 |
|
KTT Ventures |
$ 220,000 |
$ 220,000 |
$ 220,000 |
$ 220,000 |
$ 220,000 |
|
|
Heavy Duty Body Repair |
|
Kearneys Painting |
$ 52,800 |
$ 52,800 |
$ 52,800 |
$ 52,800 |
$ 52,800 |
$ 528,000 |
|
West Coast Frame and Collision Repair |
$ 52,800 |
$ 52,800 |
$ 52,800 |
$ 52,800 |
$ 52,800 |
|
Sufficient funding exists in the Department of Public Works, Fleet Management Division, Fiscal Year (FY) 2018/19 operating budget (Fleet Fund, Fund 6501) to purchase light-duty and heavy-duty body repairs through June 30, 2019. Purchases made after June 30, 2019, are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Harrold Ford, KTT Painting dba Maaco Collision Repair and Auto Painting, and Kearneys Painting are LBEs. West Coast Frame and Collision Repair is not an LBE vendor. The minimum LBE participation requirement was waived by the Director of Public Works. Staff conducted an extensive search within the local area as well as reviewed bid history for similar services to determine potential interest in the bid.