Fremont City Council Meeting: 07/11/23 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4953) DOC ID: 4953
Updated: 7/5/2023 11:08 AM by Susan Gauthier Page 1
VEHICLE REPAIR AND BUILD-UP SERVICES - Approval of Service Agreements with Classic Graphics for Vehicle Repairs in an Amount Up to $800,000 for a Four- Year Period and with Stommel Inc., DBA Lehr, for Build-up Services in an Amount Up to $1,200,000 for a Four-Year Period. Make Finding of CEQA Exemption.
Contact Persons:
Name: Mark Collins Hans Larsen
Title: Fleet Maintenance Manager Public Works Director
Div/Dept: Maintenance Public Works
Phone: 510-979-5739 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate the availability of vendor services to equip and repair City vehicles in a timely manner.
BACKGROUND: The City has a fleet size of approximately 600 vehicles. These vehicles routinely require automotive body repairs and fabrication services. Also, for some new vehicles, particularly for public safety vehicles, they require the installation of specialized equipment and/or customized modifications as part of the vehicle “build-up”. These services exceed the capacity and/or expertise of City Fleet Services staff and are best performed by outside contractors.
Based on past and current trends, year to date vehicle damage costs, and parts and labor costs required to build-up the new vehicles each year, it is estimated that the annual cost for these services will be $200,000 for automotive body repair and fabrication services and $300,000 for the equipment build-up of vehicles. To provide administrative and cost efficiency benefits, it is proposed that the City enter into a four-year service agreement for vehicle support services.
DISCUSSION/ANALYSIS: The existing agreements for vehicle repair and build-up services expire on June 30, 2023. In May, staff solicited bids for both services and received one bid for each service. Staff evaluated the bids, and it was determined that Classic Graphics and Stommel Inc., DBA Lehr, are both qualified and have the means necessary to perform the required services. Both firms provided satisfactory services to the City during the past contract period.
Staff recommends executing the service agreements with the following two companies:
• Classic Graphics for automotive body repair and the fabrication services for the installation of specialized equipment, in an annual amount up to $200,000, and not- to-exceed $800,000 for a four-year period.
• Lehr, for the installation of emergency lighting and other equipment to complete the build-up of public safety and general service vehicles, in an annual amount up to $300,000 and not-to-exceed $1,200,000 for a four-year period.
Council Staff Report (ID # 4953) Meeting of July 11, 2023 Updated: 7/5/2023 11:08 AM by Susan Gauthier Page 2
The proposed term for both agreements is from July 1, 2023 through June 30, 2027.
FISCAL IMPACT: General Fund maintenance appropriations in the FY 2023/24 Adopted Operating Budget are sufficient to cover the annual vehicle body repair costs. The annual cost of build-up and emergency lighting for replacement vehicles is included in the annual contributions from the General Fund and other operating funds to the Vehicle Replacement Fund, where those costs are appropriated each year based on the vehicle replacement schedule. The cost of build-up and emergency lighting for any new additions to the fleet would be included in the appropriation actions requested along with approval for those ne w vehicle purchases.
ENVIRONMENTAL REVIEW: This item constitutes an administrative and/or maintenance activity, which is not a project that is subject to review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15378. Alternatively, the action is exempt from CEQA under Section 15061 (b) (3), as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager or designee to execute a Service Agreement with Classic Graphics for Automotive Body Repair and Fabrications Services in an annual amount of up to $200,000, and up to $800,000 for a four-year period ending on June 30, 2027.
2. Authorize the City Manager or designee to execute a Service Agreement with Stommel Inc., DBA Lehr, for Emergency Lighting and Other Equipment Installations, in an annual amount of up to $300,000 and up to $1,200,000 for a four-year period ending on June 30, 2027.
3. Find the proposed purchase is not a project as defined by Section 15378 (b) of the California Environmental Quality Act (CEQA), and, alternatively, the action is exempt from CEQA under Section 15061 (b) (3), as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment.