City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-01262 10/10/2023 Consent Item 6.
Contracts: On-Call Body Repair Services for Light-Duty, Heavy-Duty and Fire Apparatus/Emergency Vehicles [Published for 10-Day Review 09/28/2023] File ID: 2023-01262
Location: Citywide
Recommendation: Pass a Motion: 1) awarding an initial one-year contract with four one-year renewal options to Downtown Ford Sales for the purchase of Light Duty and Medic Body Repairs in an amount not to exceed $4,000,000 for the potential five-year term; 2) awarding an initial one-year contract with four one-year renewal options to Kearney’s Painting Inc. for Light Duty, Heavy Duty and Fire Apparatus and Emergency Vehicle Body Repairs in an amount not to exceed $500,000 for the potential five-year term; 3) awarding an initial one-year contract with four one-year renewal options to West Coast Frame and Collision Repair Inc. for Light Duty, Heavy Duty and Fire Apparatus and Emergency Vehicle Body Repairs in an amount not to exceed $500,000 for the potential five-year term; 4) awarding an initial one-year contract with four one-year renewal options to California Auto Body for Light-Duty Body Repairs in an amount not to exceed $500,000 for the potential five-year term 5) awarding an initial one-year contract with four one-year renewal options to Acme Collision Center LLC for Light Duty Body Repairs in an amount not to exceed $500,000 for the potential fire- year term 6) authorizing the City Manager or the City Manager’s designee to execute the contracts specified above provided that sufficient funds are available in the budget adopted for the applicable fiscal year.
Contact: Bobbie Small, Program Specialist, (916) 808-6711, [email protected]; Alison Kerstetter, Fleet Manager, (916) 808-1163, [email protected]; Department of Public Works
Presenter: None.
Attachments:
1 - Description / Analysis
2 - Contracts
Description/Analysis
Issue Detail: The Department of Public Works (DPW), Fleet Management Division, has a need to secure body repair services for the City’s Light Duty, Heavy Duty and Fire Apparatus and Emergency
File ID: 2023-01262 10/10/2023 Consent Item 6.
Vehicles. On-call services contracts are often established to provide timely and more efficient services.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56, which requires City Council approval of contracts of $250,000 or more, and the Sacramento City Council Rules of Procedure, Chapter 7, Section E.2.d, which requires additional posting time for labor agreements and agreements greater than $1 million. This item was published for 10-day review on September 28, 2023 in compliance with the City Code.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): California Environmental Quality Act (CEQA):
No environmental review is necessary because the recommendations in this report involve the purchase of vehicle services and are not considered to be a project in accordance with Section 15378(b)(2) of the California Environmental Quality Act guidelines.
Sustainability: Not Applicable.
Commission/Committee Action: None.
Rationale for Recommendation: On June 13, 2023, City Council adopted Resolution 2023-0194 to suspend competitive bidding to use a request for proposal process (RFP) to procure on-call body repair services. On July 11, 2023, Fleet Management issued the RFP for On-Call Body Repair Services for Light Duty, Heavy Duty and Fire Apparatus and Emergency Vehicles. Two responses were received. Fleet Management evaluated and ranked the proposals. Each vendor that submitted a proposal is recommended for a contract.
As only two vendors responded to the RFP, and the City’s requirements for on-call body repair services will need more than two vendors. Fleet Management followed the Nonprofessional Service Procurement Policy Section 2.2 (2)(ii) for competitive negotiations. West Coast Frame and Collision Repair Inc. was able to provide pricing for heavy duty and two vendors California Auto Body and Acme Collision Center LLC were able to provide pricing for light duty equipment.
Financial Considerations: Sufficient funding exists in the Department of Public Works, Fleet Management Division, Fiscal Year (FY) 2023/24 operating budget (Fleet Fund, Fund 6501) to purchase light duty, heavy duty and fire apparatus and emergency vehicle body repairs through June 30, 2024. Purchases made after June 30, 2024, are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Downtown Ford Sales, Kearney’s Painting Inc., California Auto
File ID: 2023-01262 10/10/2023 Consent Item 6.
Body, and Acme Collision Center LLC are LBEs. West Coast Frame and Collision Repair Inc. is not an LBE vendor. The minimum LBE is waived as the City has suspended competitive bidding and utilized an alternate procurement method to select a vendor(s).