DATE: November 28, 2023
TO: Board of Supervisors
SUBMITTED BY: John Zanoni, Sheriff-Coroner-Public Administrator
SUBJECT: Master Agreement for Accident Damage and Body Parts Repairs for Sheriff’s Office
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals (AP 34), determine that an exception to the competitive bidding requirements under AP 34 is satisfied and a suspension of competition is warranted due to unusual or extraordinary circumstances, and that the best interests of the Sheriff’s Office would best be served by entering into a Master Agreement with Renew Auto Body & Paint and Greenway Auto Body, and
2. Approve and authorize the Chairman to execute a Master Agreement with Renew Auto Body & Paint and Greenway Auto Body to repair Sheriff’s Office fleet vehicles, effective November 28, 2023, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extension, total not to exceed $1,250,000.
REPORT
There is no additional Net County Cost associated with the recommended actions. The recommended master agreement will allow the Sheriff’s Office to contract with Renew Auto Body & Paint and Greenway Auto Body for vehicle accident damage and auto body parts repairs. This item is countywide.
ALTERNATIVE ACTION(S):
If the recommended actions are not approved, Sheriff’s Office will not be able to repair fleet vehicles as they are involved in accidents.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department’s request for the Board to determine that an exception to the competitive bidding process required by AP 34 is satisfied due to unusual or extraordinary circumstances, as Renew Auto Body and Greenway Auto Body have been service providers for the Sheriff’s Office for the past five years and are suitable vendors, equipped, and authorized to perform repairs in a timely manner for Sheriffs Fleet Services. They both have completed extensive repairs to Sheriff’s Office’s damaged fleet vehicles, returning them to a safe, working condition. Renew Auto Body and Greenway Auto Body contacted as they are both familiar with law enforcement vehicles and are capable of removing and replacing the emergency equipment attached to our vehicles. Both shops have been conducting business with the County for numerous years and are dependable and are aware of the sensitive nature and security of our vehicles. They have provided reliable service in the past to the Sheriff’s Office and will continue to provide the require service of repairing our law enforcement vehicles when damaged or in need of repairs. In addition to working on Sheriff’s fleet vehicles both vendors conduct repairs on other law enforcement agencies vehicles in our area. The Internal Services Department - Purchasing concurs with the Department’s assessment that this satisfies the exception to the competitive bidding process required by AP 34.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. Sufficient appropriations and estimate revenues are included in the FY 2023-24 Adopted Budget for Sheriff-Coroner-Public Administrator’s Org. 3111.
DISCUSSION:
Approval of the recommended actions will allow the Sheriff’s Office to continue receiving services for vehicle accident damage and body parts from Renew Auto Body & Paint and Greenway Auto through the Master Agreement.
The Sheriff’s Office maintains a fleet of approximately 530 vehicles, as well as other pieces of equipment that are utilized for law enforcement services in the unincorporated areas of the County’s 6,000 square miles. The Sheriff’s complement of vehicles includes gas, diesel, and propane powered specialized units of equipment. Ford dealer agreements with Lithia Ford and Future Ford are the primary service providers for Ford specific vehicles, which constitute the majority of the Sheriff’s Fleet. The Sheriff’s Office needs at least one additional vendor available for vehicle repairs, to ensure a quick turnaround and less downtime for deputies, as well as for the maintenance and repair of non-Ford vehicles and diesel and propane powered equipment.
On August 10, 2021, Purchasing Master Agreement No. P-18-412-Q was converted to a Board Agreement to increase the Agreement amount by $100,001 to a total of $300,000.
On October 25, 2022, your Board approved Amendment V (contract No. 21-294) to the Master Agreement, to increase the maximum compensation by $200,000, to a total of $500,000, due to the increase of accidents involving Sheriff’s fleet vehicles.
Renew Auto Body & Paint and Greenway Auto have been the service providers for these needs since 2018, and have provided excellent pricing and service to the Sheriff’s Office. Prior agreement number A-21-294 was a purchasing Master Agreement on August 2, 2018, and expired in July 31, 2023. It was initially anticipated that a Purchase Order agreement would be sufficient to cover the dollar amount of the annual agreement; however, upon evaluation the Sheriff’s Office determined that a Board agreement would be necessary based on a higher anticipated rate of usage.
Approval of both recommended actions will approve a Master agreement with two vendors that can provide exceptional services in a timely manner and minimize downtime. Since the Sheriff’s Office needs for services are highly variable and dependent on the number of accidents involving Sheriff’s Office fleet vehicles, the second recommended action is for a three-year base agreement, with two optional one-year extensions, for a total dollar amount not to exceed $1,250,000, which the Sheriff’s Office anticipates will cover the vehicle repair needs of the Sheriff’s Office for the next five years.
REFERENCE MATERIAL:
BAI #25, October 25, 2022
BAI #23, August 10, 2021
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request Form
On file with Clerk - Master Agreement
CAO ANALYST:
Fine Nai