Title
Sheriff's Office recommending the Board:
1) Approve and authorize the Chair to sign amendment I for agreement 4410 with Stommel, Inc., doing business as Lehr Auto Electric, increasing the not to exceed amount of $1,575,000 for the period of January 28, 2020 through January 27, 2023 and;
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Contract 4410, including future amendments which do not increase the maximum dollar amount or term of the Contract, and contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
On January 28, 2020 the Board approved the use of Placer County’s contract with Lehr Auto Electric allowing for both labor and parts to be covered under one contract. In the past, the Sheriff’s Office’s contracts with Lehr only included labor with all parts being paid off contract allowing for increase in prices sporadically. This contract locked in pricing for parts as well as labor.
There were delays in vehicle builds in both FY 18/19 and FY 19/20 due to vehicle availability, Lehr availability, and contract delays causing additional cars to be built in FY 20/21 than were previously planned. These delays have been resolved and it is the Sheriff’s Office hope that any impact from those delays will be resolved this fiscal year allowing for the financial impact in future years to be less.
Based on anticipated vehicles reaching their mileage limit during the life of the Lehr contract, the Sheriff's Office is expecting to spend roughly $950,000 in parts and labor on those replacement vehicles alone. Additionally, the Sheriff's Office has calculated an additional $200,000 being needed to cover expenses associated with vehicles being replaced from on the job accidents and new builds. Finally, the Sheriff's Office is including $425,000 to be used for miscellaneous repairs outside of entire vehicle builds. Overall, the total contract amount will be increased to have a not to exceed amount of $1,575,000.
EDSO has spent the following over the last three Fiscal Years with Lehr - 17/18: $393,200.97, 18/19: $112,439.72 and 19/20: $294,801.10.
The increase in contract will not lead to an increase in net county cost as the Sheriff's Office will account for each year's build in its operating budget.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
The most recent contract with Lehr was awarded on January 28, 2020 item 20-0067.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurements and Contracts and County Counsel approved the use of Placer County’s contract and this amendment.
CAO RECOMMENDATION / COMMENTS
Approved as recommended.
FINANCIAL IMPACT
There is no increase to net county costs as the expenses associated with the contract will be included in each of the Sheriff’s budgets for the length of the contract. Costs for these services are already included in the Sheriff’s annual budget and are anticipated to be the same or less in future years due to this contract option.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please return 2 (two) original signed amendments.
STRATEGIC PLAN COMPONENT
To maintain public safety and a continuity of business, the Sheriff’s Office requires specially equipped vehicles.
CONTACT
Undersheriff Bryan Golmitz