DATE: June 18, 2019
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Master Agreement for Vehicle Collision Repair Services
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute a Master Agreement with multiple vendors for Vehicle Collision Repair Services, effective July 1, 2019, 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.
2. Authorize the Director of Internal Services/Chief Information Officer or his designee to add additional contractors to this Agreement, without modification of any terms, conditions, or agreement amounts, as they are identified, without returning to the Board of Supervisors with amendment(s), subject to the review and approval of County Counsel and the Auditor-Controller/Treasurer-Tax Collector’s Office.
REPORT
Approval of the first recommended action will allow the County to utilize the services of competitively bid collision repair services for County vehicles from multiple vendors to help maximize the County’s flexibility, as repairs are needed. Approval of the second recommended action will allow the Director of Internal Services/Chief Information Officer to execute amendments for the strict purpose of adding additional qualified contractors to the Master Agreement without modification of any terms, conditions, or agreement amounts. This item is countywide.
ALTERNATIVE ACTION(S):
Not approving the recommended action would leave the Internal Services Department - Fleet Services (ISD-Fleet) without an efficient method of repairing fleet vehicles as they are involved in accidents. Currently, these repairs are accomplished through blanket purchase orders. These costs are projected to exceed the Purchasing Manager’s authority over the coming years, primarily due to the increasing number of County vehicles. This Master Agreement is intended to address this growing need.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. All costs associated with these services are recovered through charges to user departments. Sufficient appropriations and estimated revenues will be included in the Department’s Fleet Services Org 8910 FY 2019-20 Recommended Budget and will be included in future budget requests.
DISCUSSION:
On April 3, 2019, the County of Fresno, on behalf of ISD - Fleet Services, issued Request for Statement of Qualifications (RFSQ) No. 19-062 for light-duty auto body repair services to a variety of qualified vendors. The purpose of the RFSQ was to include all 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 April 26, 2019, and four vendors responded: Renew Auto Body & Paint, Prestige Collision Center, Greenway Auto Body, and Valley Autobody. The County selected all responding vendors for inclusion in the County’s Master Agreement.
Approval of the recommended actions will provide ISD-Fleet the ability to continue with repairing County vehicles, and provide flexibility in the varying needs of the County for vehicle repairs. Approval of the first recommended action approves and authorizes the award of the Master agreement to Renew Auto Body & Paint, Prestige Collision Center, Greenway Auto Body, and Valley Autobody 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 of $1,225,000. Since the County’s need for services is highly variable and dependent on the number of accidents that County vehicles are involved in, the second recommended action delegates authority to the Director of Internal Services/Chief Information Officer to add additional vendors to this agreement, should the need arise. Any other modifications outside the scope of adding contractors to the agreement would return to your Board for approval.
When a County vehicle needs repairs, ISD-Fleet will notify all of the vendors of the vehicle, and provide an opportunity to inspect the vehicle and submit bids, including an estimated completion time. Typically, the lowest bid will be selected, however, occasionally that would mean an extended delay that would cost the County more money in lost use and rental costs. If that is the case, the Fleet Manager may choose another vendor that will complete the repairs more quickly. In short, ISD-Fleet will use the bids to determine the lowest cost overall solution based on the best, most efficient outcome for the County.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Master Agreement
CAO ANALYST:
Yussel Zalapa