Title
Department of Transportation 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 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 Agreement for Services 7137 with Five Star Automotive to provide automotive maintenance and repair services for fleet vehicles located in the South Lake Tahoe Basin for a not-to-exceed amount of $400,000, with a term effective April 21, 2023 and expiring three years thereafter.
FUNDING: Fleet Operations Internal Service Fund. (100% - Local)
Body
DISCUSSION / BACKGROUND
Department of Transportation (Transportation), recommending the Board approve and authorize the Chair to sign Agreement for Services #7137 (Agreement) with Five Star Automotive (Five Star) to provide automotive maintenance and repair services for fleet vehicles located in the South Lake Tahoe Basin for the not-to-exceed amount of $400,000, with a term effective April 21, 2023, and expiring three years thereafter.
Under the proposed 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 in the South Lake Tahoe Basin (Basin). 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.
The Agreement is necessary to repair and maintain vehicles in the Basin for Transportation's Fleet Services Unit (Fleet). Although most of the services provided under this Agreement involve bargaining unit work, the County does not have an adequate automotive servicing facility in the Basin. Five Star has the ability to perform the necessary work and maintains the requisite repair bays, lifts, tools, and specialized equipment to service fleet vehicles in the Basin. Additionally, Five Star provides the storage space for County vehicles awaiting repairs and maintenance, thus alleviating parking and storage problems especially during the winter months at County-operated facilities. The amount of the Agreement includes all associated costs for the maintenance and repair of fleet vehicles including parts, materials, supplies, equipment, and labor.
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."
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 addition of permanent staff.
ALTERNATIVES
The Board could choose not to approve the Agreement. Transportation would have to research other avenues to complete the work scheduled under this contract. While this research is being conducted, all Basin fleet vehicle maintenance would have to be transported to, and added to, the work load of Fleet's West Slope facility located in Placerville.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management.
CAO RECOMMENDATION
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 2022/23 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 signature on two (2) originals of Agreement #7137.
2) The Clerk of the Board will return one (1) of the signed originals of the Agreement to Contracts and Procurement for further processing.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation