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Community Development Agency, Transportation Division, recommending the Board approve and authorize the Chair to sign Agreement for Services 411-S1711 with Five Star Automotive to provide automotive maintenance and repair services for fleet vehicles located in the South Lake Tahoe Basin for the not-to-exceed amount of $300,000, and a term effective March 23, 2017, and expiring three years thereafter.
FUNDING: Fleet Operations Internal Service Fund. (100% - Local)
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DEPARTMENT RECOMMENDATION
Community Development Agency, Transportation Division (Transportation), recommending the Board approve and authorize the Chair to sign Agreement for Services 411-S1711 (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 $300,000, and a term effective March 23, 2017, and expiring three years thereafter.
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 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 requests the Board make findings pursuant to Ordinance Code 3.13.030 that the ongoing aggregate of work to be performed under this Agreement is not sufficient to warrant the addition of an independent facility or permanent staff. The services performed under this agreement require special skills and qualifications that are not expressly identified in County classifications.
Research of automotive body shops was provided to the Purchasing Agent and Five Star was the only respondent and stated they would keep their current contract pricing. There is a lack of repair shops in the area. For example, Fleet contacted the three known vendors in Tahoe to obtain pricing and Five Star was the only respondent. As a result, the Purchasing Agent has approved a waiver in accordance with Policy C-17, Section 7.10, on January 4, 2017. The CAO in December 2013 authorized a waiver and circumstances haven't changed.
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
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. Funding for this Agreement is included in the Fiscal Year 2016/17 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 the Agreement.
2) The Clerk of the Board will return one (1) of the signed originals of the Agreement to the Community Development Agency, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Bard Lower, Transportation Division Director
Community Development Agency