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Community Development Agency, Transportation Division, recommending the Board approve and authorize the Chair to sign the First Amendment to Agreement for Services 271-S1511 with Frank's Body Shop, Inc., increasing the not-to-exceed compensation by $50,000 for a new not-to-exceed amount of $200,000 to provide on-call equipment, truck, and automobile body work, and painting services.
FUNDING: Fleet Operations Internal Service Fund. (100% - Local)
Body
DEPARTMENT RECOMMENDATION
Community Development Agency, Transportation Division (Transportation), recommending the Board approve and authorize the Chair to sign the First Amendment (Amendment) to Agreement for Services 271-S1511 (Agreement) with Frank's Body Shop, Inc., increasing the not-to-exceed compensation by $50,000 for a new not-to-exceed amount of $200,000 to provide on-call equipment, truck, and automobile body work, and painting services.
DISCUSSION / BACKGROUND
In August 2014, at the request of Transportation, the Procurement and Contracts Division of the Chief Administrative Office issued a Request for Proposal for on-call equipment, truck, and automobile body work, and painting services. The proposals were evaluated and on September 23, 2014 (Item 6), the Board approved a contract with Frank's Body Shop, Inc., for the not-to-exceed amount of $150,000 and a term of three years.
Transportation has expended approximately $118,000 of the Agreement over the last two years and, if expenditures remain constant, the not-to-exceed limit of the Agreement will be reached before the expiration date.
The services performed under this agreement require special skills and qualifications that are not expressly identified in County classifications. The work requires expertise in vehicle body nomenclature; assembly and disassembly methods; welding sheet metal for body repairs; shaping sheet steel with hand and power tools and using large vehicle frame restoration machines especially designed for this work; expert ability to mix, apply, and shape plastic body fillers and fiberglass; parts repairs; restoring vehicles back to original manufacturer’s designs and strengths; expert ability to mask, tape, sand and apply spray primers and paints; and the knowledge and experience to remove and install fragile trim, moldings and all types of glass.
The work performed under this agreement is not included in classifications assigned to bargaining units. Additionally, the County does not own the facilities or specialized equipment required to perform this type of work.
ALTERNATIVES
The Board could choose to not approve the Amendment. Transportation's Fleet Services would need to prepare a Request for Proposal for a new contract. While it is being processed, current vehicles in need of repair by outside vendor will be out of service until new contract is in place.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Amendment.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There are sufficient funds in the Fleet Operations Internal Service Fund to cover the cost of the Amendment services.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of the proposed Amendment.
2) The Clerk of the Board will return one (1) signed original of the proposed Amendment to Community Development Agency, Adminstration and Finance Division, Contracts and Procurement Unit, for furthe processing.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Bard Lower, Transportation Division Director
Community Development Agency