Title
Department of Transportation, Maintenance and Operations Division, recommending the Board:
1) Find in accordance with Title 3, Chapter 3.13, Section 3.13.030 of the County Ordinance Code, Contracting Out, that due to the limited time frames, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of mechanical work to be performed is not sufficient to warrant the addition of permanent staff;
2) Find in accordance with El Dorado County Board of Supervisors Purchasing Policy, C-17, 3.5 Specific Exemptions & Written Findings of Fact, the work to be performed under Agreement 7137 is exempt from competitive bidding due to automotive repairs services; and
3) Approve and authorize the Chair to sign the retroactive First Amendment to Agreement 7137 with Five Star Automotive for automotive repair and maintenance services in South Lake Tahoe, to include updated work order language with no change to the agreement amount of $400,000 or the term of April 21, 2023- April 20, 2026.
FUNDING: Fleet Operations Internal Service Fund. (100%)
Body
DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation) is requesting approval of retroactive Amendment I to Agreement#7137 with Five Star Automotive (Five Star) to provide automotive maintenance and repair services for fleet vehicles located in the South Lake Tahoe Basin. Under the Agreement, Five Star will furnish materials, supplies, parts, equipment, personnel, subcontractors, and services necessary to provide automotive repair and maintenance services for County fleet vehicles. Details of the work include preventative maintenance, tune-ups, engine overhauls, smog inspections, windshield, and glass repairs or replacements; tire mounting, installation, balancing, studding and repairs, alignments, and minor body repairs; and maintenance and repair of brakes, air conditioning systems, electrical systems, suspension systems, engine cooling systems, transmissions, and clutches.
Transportation has historically obtained an initial quote and authorized the work then generated a final work order once an invoice was received with the total dollar amount for the work that was authorized verbally by County staff. The work order language in Agreement 7137 stated that the work order needed to be provided prior to the work and that the dollar amount could not be exceeded. The First Amendment updates the language to allow for work orders to be updated and written after completion of the work should the original quoted work and amount be exceeded due to additional repairs required once the original work was started and the additional work was authorized verbally by County staff.
Transportation has utilized repair and maintenance services with Five Star under an exemption from competitive bidding since 2008 due to a lack of automotive repair facilities in the Basin.
Noncompetitive Bid Requirement
Transportation recommends the Board make findings Agreement 7137 is exempt from competitive bidding in accordance with El Dorado County Board of Supervisors Purchasing Policy, C-17, 3.5 Specific Exemptions & Written Findings of Fact, "automotive and heavy equipment repair parts/labor."
Limited Time Frame/Temporary in Nature Finding
Transportation recommends the Board make findings in accordance with Title 3, Chapter 3.13 of the County Ordinance, Contracting Out, that due to the limited time frames, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed is not sufficient to warrant the addition of permanent staff.
Transportation requests the Board to retroactively approve and sign the First Amendment to Agreement 7137, allowing staff to pay for services in 2024 that are being held due to the work order language. The not-to-exceed amount and term are to remain the same.
ALTERNATIVES
The Board may choose not to approve the first Amendment to Agreement 7137. Without the approval, Five Star will not be paid for some services rendered in 2024.
PRIOR BOARD ACTION
#22-2215 3/7/23
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel, and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. Funding for this Agreement is included in the Fiscal Year 2024-25 Transportation budget and funded by the Fleet Operations Internal Service Fund. Funding for work in future fiscal years will be included in Transportation's annual budget proposals.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's initials and signatures on two (2) originals of First Amendment to Agreement 7137.
2) The Clerk of the Board will return one (1) signed original of the First Amendment to Agreement #7137 to CAO Procurement and Contracts, for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation