EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: October 18, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Azalea Renfield, Assistant to the City Manager
Maurice Baker, Acting Community Services Manager
SUBJECT: Amendment to Fleet Maintenance Service Agreement Recommendation
Adopt a Resolution (Attachment 1) to:
1) Amend the Fleet Maintenance agreement between the City of East Palo Alto and Fred J. Carruba, dba Image Auto;
2) Increase agreement by $20,000 from $203,500 to $223,500 annually to include all vehicles under Community Services division;
3) Add all vehicles from the Community Services division to the total Vehicle Master list.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 3: Increase Organizational Effectiveness and Efficiency Background
In 2021, after a competitive bidding process, Image Auto was selected to provide automobile maintenance and repair services for vehicles in Community Economic Development, Public Works, and Police departments. The current agreement in place is to run for five years and not to exceed $203,500 annually. While previous years expenses have not risen to the level of the contracted amount, City staff is taking the proactive approach to amend the contract and include vehicles from the Community Services division. For example, Community Services expenses for vehicle maintenance has not exceed $5,000 and the full expenditures for the Image Auto contract were approximately $139,000 in FY 2021-22.
Analysis
To unify the maintenance and repair services of all City of East Palo Alto vehicles and drastically reduce the cost of vehicle repair, staff is seeking Council approval to increase the contracted amount for the Fleet Maintenance agreement of $203,500 to $223,500 annually for the next five years. The increase will have no fiscal impact on the City as the funds have been previously budgeted under the Community Services division (Community Services & Senior Services). With the addition of four vehicles to the current fleet maintenance agreement, we do not expect service repairs to exceed $223,500 annually.
Staff recommends that the City Council accept this contract amendment and allow for the addition of vehicles in the Vehicle Master List (Exhibit 4, page 23) for the City.
Vehicle Maintenance Expenditures
Vehicle Maintenance
Expenses (all City vehicles
sans CS)
Vehicle Maintenance
Expenses (Community
Services)
FY 2019-20 $110,509.37 $4852.09
FY 2020-21 $143,409.26 $3307.57
FY 2021-22 $143,652.73 $4336.66
Total $397,571.36 $12,496.32
Staff Recommendations
Staff recommends the following actions as set forth in the Resolution (Attachment 1):
1) Amend the Fleet Maintenance agreement between the City of East Palo Alto and Fred J. Carruba, dba Image Auto;
2) Increase agreement by $20,000 from $203,500 to $223,500 to include all vehicles under the Community Services division;
3) Add all vehicles from the Community Services division to the total Vehicle Master list; Fiscal Impact
There is no impact to the fiscal budget.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University.
Environmental
The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” pursuant to 15378(b)(4) because it is a fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant impact on the environment.
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Awarding this contract is not a project under The California Environmental Quality Act (Section 21000, et. seq. of the California Public Resources Code, hereafter CEQA) because the action has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
Attachments
A. Attachment 1 Resolution- Fleet Maintenance Agreement Amendment