DATE: July 18, 2023
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
John Zanoni, Sheriff-Coroner-Public Administrator
SUBJECT: Amendment No. 1 to Agreement with EAN Services, LLC
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute the First Amendment to Agreement with EAN Services LLC, for products and vehicle rental services, effective upon execution, with no change to the potential five-year term of September 1, 2021 through August 31, 2026 and increasing the maximum by $1,050,000 total not to exceed $1,800,000.
REPORT
There is no additional Net County Cost associated with the recommended action, which will increase the maximum agreement compensation to account for costs associated with the increase in anticipated use. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the Internal Services Department - Fleet Services Division (ISD - Fleet) would be unable to meet the demand for vehicles, which would negatively impact the daily processes of multiple county departments.
FISCAL IMPACT:
There is no increase to Net County Cost associated with the recommended action. The recommended amendment will increase the total compensation payable by $1,050,000, from $750,000 to $1,800,000. All costs will be recovered by ISD - Fleet through direct chargebacks to the user departments. Sufficient appropriations and estimated revenues are included in the ISD - Fleet Org 8910 and the Sheriff-Coroner-Public Administrator’s (Sheriff) Org 3111 FY 2023-24 Recommended Budgets.
DISCUSSION:
On March 1, 2021, the State of California Department of General Services (DGS) competitively bid and awarded Agreement #5209924 to EAN Services, LLC (Enterprise).
The County has its own fleet of cars managed by ISD - Fleet, or the Sheriff’s Office, depending on the user. When rental cars are needed, ISD - Fleet and the Sheriff’s Office use Enterprise to manage and supplement the County’s fleet to minimize impact to business operations.
On August 24, 2021 your Board approved Agreement No. 21-332 with Enterprise for products and vehicle rental services, for a potential term of five years and a total maximum compensation of $750,000. Enterprise has successfully provided commercial car rental services to the County. Due to continued inventory shortages, as a result of the COVID 19 Pandemic, and use for special elections, utilization of these services has surpassed initial expectation, and therefore ISD-Fleet requests to amend the Agreement to increase the maximum compensation to meet this increased need.
Approval of the recommended action will increase the maximum compensation amount by $1,050,000, to a total amount of $1,800,000, and will allow the County to continue utilizing Enterprise’s vehicle rental services to meet departmental needs. All other terms of the agreement remain unchanged.
REFERENCE MATERIAL:
BAI #35, August 24, 2021
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment No. 1
CAO ANALYST:
Ahla Yang