File ID: 2022-01403 8/9/2022 Consent Item 22.
Supplemental Agreement: Evidence Impound Towing and Storage Services File ID: 2022-01403
Location: Citywide
Recommendation: Pass a Motion approving the City Manager, or the City Manager’s designee’s: 1) execution of a supplemental agreement, 2017-1371-04, with Central Valley Towing for evidence impound towing and storage services; and 2) increase of the not-to-exceed amount by $50,000 for a new total not-to-exceed amount of $600,000.
Contact: Bryce Heinlein, Police Captain, Metro Division, (916) 808-4504, [email protected], Police Department
Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement
Description/Analysis
Issue Detail: The Sacramento Police Department (SPD) has an operational requirement to tow and ensure the secure and safe storage of all crime scene vehicles. When a vehicle is evidence and removed at police direction, the vehicle must be kept in the same condition until it’s released back to the owner. To manage this requirement, the vehicle storage facility must be enclosed, secure, and large enough to accommodate multiple vehicles simultaneously. On an annual basis, the SPD has towed and stored approximately 300 vehicles that are evidence of a crime. On October 31, 2017, the City Council passed Motion No. 2017-0319 to authorize the execution of an agreement with Central Valley Towing, being the lowest responsive and responsible bidder (B181100114101), to fulfill SPD’s evidence impound towing service needs.
Since the agreement was executed, the number of evidence impound tows has increased significantly, from 251 vehicles in Fiscal Year (FY) 2018/19 to 363 vehicles in FY2021/22. Pursuant to City of Sacramento Page 1 of 3
City of Sacramento
City Council Report
915 I Street, 1st Floor
Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-01403 8/9/2022 Consent Item 22.
Sacramento City Code section 3.56.290.C, the City Manager’s or City Manager designee’s executed Supplemental Agreement No. 2017-1371-04 with Central Valley Towing, increasing the City’s not-to- exceed amount for evidence impound towing and storage services by $50,000, for a total of $600,000, through September 30, 2022. Pursuant to City Code section 3.56.290.C, SPD recommends that the City Council approve the City Manager or City Manager designee’s execution of the supplemental contract increasing the not-to-exceed amount of City Agreement No. 2017-1371 as described above.
Policy Considerations: The recommendations contained in this report are consistent with City Code section 3.56.290.C which authorizes the City Manager to issue contract supplements that increase the contract amount in excess of prescribed limitations, where reasonably necessary in the judgment of the City Manager, to avoid an interruption of work or services that would result in a substantial increase in cost to the City. A condition of executing a supplemental agreement under City Code section 3.56.290 is that a report be presented to the City Council no later than 30 days after taking such action.
Economic Impacts: None.
Environmental Considerations: Not applicable.
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: The initial evidence impound towing services agreement was approved by Motion No. 2017-0319. City Agreement No. 2017-1371, with its authorized supplements, had a not-to-exceed amount of $550,000. Based on an increase in the number of evidence impound tows year-to-date for 2022, the SPD has exceeded the not-to-exceed amount prior to the expiration of the agreement and has executed a supplemental agreement increasing the not-to-exceed amount by an additional $50,000.
The following table illustrates how an increase in the number of impounded vehicles and daily storage between fiscal years 2018 and 2022 has increased the cost of such tows.
Fiscal Year # of Evidence
Impound Tows
% Increase # of Storage
Days
% Increase
2018 176 8,669
2019 251 43% 11,233 30%
2020 280 12% 12,151 8%
2021 301 8% 12,438 2%
2022 363 21% (YTD) 11,536 -7% (YTD)
City of Sacramento Page 2 of 3
File ID: 2022-01403 8/9/2022 Consent Item 22.
Fiscal Year # of Evidence
Impound Tows
% Increase # of Storage
Days
% Increase
2018 176 8,669
2019 251 43% 11,233 30%
2020 280 12% 12,151 8%
2021 301 8% 12,438 2%
2022 363 21% (YTD) 11,536 -7% (YTD)
Financial Considerations: Existing General Fund resources will be used to pay for the cost of evidence impound tows.
Local Business Enterprise (LBE): Central Valley Towing is an LBE.
City of Sacramento Page 3 of 3
SACAMENTO
CONTRACT
Office of the Cpty Clerk
ROUTING SHEET
Contract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.
General Information (Required)
Original Contract # (supplements only): 2017-1371 Supplement/Addendum #: 4 Assessor's Parcel Number(s):
Contract Effective Date: 10/01/2021
$ Amount (Not to Exceed): 600,000
Other Party: Central Valley Towing
Project Title: Evidence Impound Towing
Project #: N/A
Contract Expiration Date (if applicable):09/30/2022
Adjusted $ Amount (+/-): 50,000
Bid/RFQ/RFP #: B181100114101
City Council Approval: YES if YES, Council File ID#: 2022-01403 Contract Processing Contacts
Department: Police Project Manager: Holly Bava, Admin. Tech.
Contract Coordinator: Tammy Jones Email: [email protected] Department Review and Routing
alina warricK Accounting:
Jul 20, 2022
Supervisor:
Division Manager:
Other:
(Signature) (Date)
g,g—za.par ddg,
Jul 20, 2022
(Signature) (Date)
(Signature) (Date)
Jul 20, 2022
(Signature) (Date)
Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.) Recording Requested Other Party Signature Required
GAU File #22-128
FOR CLERK & IT DEPARTMENTS ONLY DO NOT WRITr --"A"c —7 THIS LINE 2017-1371-04
CC Rev. 12.19.2018
Contract #2017-1371-04
SUPPLEMENTAL CONTRACT
Project Title and Job Number: Date: 7-12-2022
Purchase Order 4: Supplemental Contract No.: 2017-1371-04 The City of Sacramento ("City") and Central Valley Towing ("Contractor"), as parties to that certain Non-Professional Services Agreement designated as Contract Number 2017-1371-04 , including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows:
1. The Scope of Services specified in Exhibit A of the Contract is amended as follows:
No amendment to Scope of Services.
2. In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased/decreased by $50,000 , and the Contract's maximum not-to-exceed amount is amended as follows:
Agreement's original not-to-exceed amount:
Net change by previous supplemental contracts:
Not-to-exceed amount prior to this supplemental contract:
Increase/decrease by this supplemental contract:
New not-to exceed amount including all supplemental contracts:
$500,000
$50,000
$550,000
$50,000
$600,000
3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section 2, above, shall constitute full compensation for the additional and/or revised services specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in schedules or in the delivery of other services by Contractor.
4. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof.
5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this supplemental contract. [SIGNATURES ON FOLLOWING PAGE]
(Rev. 11-1-19)
SUPPLEMENTAL CONTRACT
Approval Recommended By: Approved As To Form By:
faweet fxd )1:
Deputy City Attorney
Attested by:
ik&Anvoni_.
Contractor City Clerk
Approved By:
Chief of Police I I
Name, Title
City of Sacramento
Project Manager
Approved By:
PH: rosterJ 20 10:29 PDT)
(Rev. 11-1-19)