CITY OF MENIFEE
SUBJECT: Agreement with All Magic MV, Inc. for On-Call Auto Body Repair Services for City Vehicles
MEETING DATE: April 17, 2024
TO: Mayor and City Council
PREPARED BY: Chris Gehrki, Management Analyst II
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute a General Services Agreement (“Agreement”) with All Magic MV, Inc. for on-call automotive body repair services for city vehicles for an initial term extending through June 30, 2025, in a total not-to-exceed amount of $140,000; and
2. Authorize the City Manager to approve four additional one-year extensions in an annual amount not-to-exceed $140,000 plus any Consumer Price Index (CPI) adjustments up to ten percent, annually; and
3. Authorize the Finance Department to issue individual purchase orders against the Agreement.
DISCUSSION
As part of Public Works Fleet Division (“Fleet”) efforts to maintain the City and Police vehicles, staff have identified a need for contract services to provide body and collision repairs on an as- needed basis. These services are vital to repair damaged vehicles and return to service as quickly as possible. Currently, Fleet does not have the proper space and equipment to perform these types of services.
On October 9, 2023, staff administered a competitive bid process using the PlanetBids platform and a Notice Inviting Bids (NIB) for Request of Qualifications (RFQ) No. 2024-1B was legally advertised in accordance with the California Public Contract Code. Notifications of the RFQ were sent to more than 20 local vendors within the region, including the City of Menifee. An electronic bid opening was held on November 9, 2023. A total of two bids were received from All Magic MV, Inc. and A&A Fleet Painting.
City of Menifee Staff Report
On-Call Body Repair Services for Vehicles, RFQ 2024-1B
April 17, 2024
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One of the requirements stated in the RFQ Summary of Services was for contractors to be geographically located within 25 miles of the Fleet Division, located at 27860 Bradley Road, Sun City, CA 92586, in order to ensure transportation of a damaged vehicle is feasible in relation to the work performed. A&A Fleet Painting, located in Chino, CA, did not meet that requirement. All Magic, located in Moreno Valley, was the only contractor that bid who was within this 25-mile radius. Staff reviewed All Magic MV, Inc. (“All Magic”) bids and determined that they met the requirements for recommendation as the most responsive and responsible bidder. Table 1 below outlines the proposed hourly rates.
TABLE 1: PROPOSED HOURLY RATES
Body Fabrication Paint Frame Aluminum
Materials
All
Magic $80 $250 $80 $95 $125
The proposed Agreement is being recommended to ensure timely completion of body repair services to City and Police vehicles for Fleet. Approval of the Agreement would serve to support efficient request processing, transparent expenditure tracking, and expand staff options for effective solutions in response to damaged vehicles.
The Agreement would not exceed $140,000 for the proposed term spanning through fiscal year 2024/25. The City would have the option to extend this agreement by four, one-year terms with a not-to-exceed amount each year equal to $140,000 plus the CPI increase or ten percent, whichever is lower. Table 2 below shows the maximum not to exceed amount for the term of the Agreement and optional extensions. Services requested against the Agreement would not exceed the total available and approved maintenance budgets at the time of request. In no event would the cumulative amount of the purchase orders or direct payments issued against the Agreement exceed the total not-to exceed maintenance budgets approved each fiscal year.
TABLE 2: AMENDMENT MAXIMUM NOT TO EXCEED AMOUNTS
Fiscal Year Agreement &
Optional Extensions
Not-to-Exceed Amount
(10% Increase)
2024/2025 Original Agreement $140,000
2025/2026 Amendment No. 1 $154,000
2026/2027 Amendment No. 2 $169,400
2027/2028 Amendment No. 3 $186,340
2028/2029 Amendment No. 4 $204,974
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The fiscal impact of the proposed agreement with All Magic is not-to-exceed $140,000. Funding for the proposed agreement with All Magic is available within the Fiscal Year 2023/2024 and 2024/2025 operating budgets under Internal Services Fleet Fund No. 115. Funding for future fiscal City of Menifee Staff Report
On-Call Body Repair Services for Vehicles, RFQ 2024-1B
April 17, 2024
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years would be budgeted as part of their respective year’s budget. No additional budget appropriation action is required.
In the event the accident is caused by an external party, a portion of repair costs may be recoverable through a motorist’s insurance.
ATTACHMENTS
1. Agreement – All Magic