Title
Department of Transportation recommending the Board:
1) Make findings that it is appropriate to engage an independent contractor to provide automotive maintenance and repair, as Agreement for Services 10045 is not sufficient to warrant the addition of permanent staff, in accordance with County ordinance code 3.13.010(c).; and
2) Approve and authorize the Chair to sign Agreement for Services 10045 with Five Star Automotive to provide automotive maintenance and repair services for fleet vehicles located in the South Lake Tahoe Basin in an amount not to exceed $400,000, with a term of April 21, 2026 through April 20, 2029. (District 5)
FUNDING: Fleet Operations Internal Service Fund. (100% - Local)
Body
DISCUSSION / BACKGROUND
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 lacks an adequate automotive service 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 that Agreement #10045 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 the addition of permanent staff.
ALTERNATIVES
The Board could choose not to approve the Agreement. Transportation would need to explore alternative 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 workload of Fleet's West Slope facility 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 2025/26 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 #10045.
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
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation