DATE: July 9, 2024
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/ Interim Director of Internal Services/ Chief Information Officer
SUBJECT: Master Agreement for Vehicle Collision Repair Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a Master Agreement with multiple vendors for vehicle collision repair services for County vehicles, effective July 9, 2024, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $1,225,000.
REPORT
There is no additional Net County Cost associated with the recommended action, which will allow the Internal Services Department - Fleet Services Division (ISD-Fleet) to obtain collision repair services for County vehicles as needed, through multiple vendors to help maximize the County’s flexibility. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board choose to not approve the recommended actions ISD-Fleet would not have an efficient method of repairing fleet vehicles in need of these services.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. All costs associated with these services are recovered through charges to user departments. Sufficient appropriations and estimated revenues will be included in the ISD-Fleet Org 8910 FY 2024-25 Recommended Budget and will be included in future budget requests.
DISCUSSION:
On May 6, 2024, the County of Fresno, on behalf of ISD-Fleet, issued Request for Statement of Qualifications (RFSQ) No. 24-067 for repair services for light-duty vehicles that have been damaged in collisions. The purpose of the RFSQ was to include all qualified responsible bidders with the ability to accommodate the varied needs of repairing the County’s fleet on an as-needed basis in a Master Agreement. The response period closed on May 17, 2024, and five (5) vendors responded: Art’s Auto Body & Paint, Brothers Collision & Mechanical Repair, LLC, Francis Collision Centre, Greenway Auto Body, and Renew Auto Body & Paint. The County selected all responding vendors for inclusion in the recommended Master Agreement.
When vehicle repair services are required, ISD-Fleet will notify all vendors on the Master Agreement of the vehicle needing repairs and will provide all interested vendors an opportunity to inspect the vehicle and submit bids. Typically, the lowest bid will be selected, however, occasionally, if the estimated completion time of the lowest bid would result in an extended delay that would cost the County more money in lost use and rental rates, the Fleet Manager may choose another vendor that will complete the repairs in a faster time frame. Ultimately, ISD-Fleet will use the bids to determine the lowest overall cost solution based on the best, most efficient outcome for the County.
Approval of the recommended action will provide ISD-Fleet with the ability to repair County vehicles on an as needed basis and provide flexibility in the varying needs of the County for vehicle repairs. Specifically, approval of the recommended action approves and authorizes the award of the Master Agreement to Art’s Auto Body & Paint, Brothers Collision & Mechanical Repair, LLC, Francis Collision Centre, Greenway Auto Body, and Renew Auto Body & Paint for a three-year base contract, with two optional one-year extensions, upon written approval of both parties, for a total amount not to exceed $1,225,000.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Master Agreement
CAO ANALYST:
Ahla Yang