City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-01412 11/28/2023 Consent Item 11.
Contract Supplement No. 6: Ford Original Equipment Manufacturer (OEM) Parts and Repairs [Published for 10-Day Review 11/17/2023]
File ID: 2023-01412
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or City Manager’s designee to execute Supplement No. 6 to Contract No. PRC000376 with Downtown Ford Sales for the purchase of Ford Original Equipment Manufacturer (OEM) Parts and Repairs in an amount not to exceed $250,000 for a revised total contract not-to-exceed amount of $1,150,000.
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 - Contract Supplement No. 6
Description/Analysis
Issue Detail: The Fleet Management Division, within the Department of Public Works consistently requires OEM parts and repair services for the City’s fleet, which are procured from an authorized Ford dealer.
Policy Considerations: The recommendations in this report are in accordance with Sacramento City Code Chapter 3.56, which requires City Council approval of purchases of $250,000 or greater, and 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 shall be made available to the public at least ten (10) days prior to council action. This item was published for 10- Day review on November 17, 2023, in compliance with City Code.
Economic Impacts: None.
File ID: 2023-01412 11/28/2023 Consent Item 11.
Environmental Considerations:
California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of parts and services 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 April 16, 2019, the Department of Public Works, Fleet Management Division, in accordance with City Code Chapter 3.56, issued a Request for Proposals (RFP) for Ford OEM parts and repairs. An RFP was utilized, rather than a competitive bid process, as it is in the City’s best interest to consider capacity, performance, and timeliness of service in addition to price. Five responses were received. Fleet Management evaluated the RFPs based on the following criteria: references, pricing, demonstrated capacity, qualifications, and performance time.
The ability to select multiple contractors allows for flexibility to repair all City vehicles, including public safety vehicles, such as police patrol vehicles, fire trucks and medics, in a timely manner and ensure that selected contractors have demonstrated capacity. The proposals were ranked, and Fleet Management awarded contracts to three vendors: Suburban Motors, Inc. dba Future Ford of Sacramento, Downtown Ford Sales (formerly Harrold Ford) and Folsom Lake Ford.
Fleet Management awarded the contract in an amount not to exceed $900,000. The Fleet Management Division has determined that, due to a higher rate of utilization than originally anticipated, the current contract authority will be exhausted prior to the end of the contract term and recommends approval of Contract Supplement No. 6 to avoid any disruption in service.
Financial Considerations: Sufficient funds are available in the Department of Public Works, Fleet Management Division’s Fiscal Year (FY) 2023/24 operating budget (Fleet Fund, Fund 6501) to purchase Ford OEM Parts and 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 is an LBE.
CONTRACT #:PRC000376AMENDMENTNO. 6CONTRACT EFFECTIVE DATE:7/23/2019CONTRACT NAME:Ford Original Equipment Manufacturer (OEM) Parts and RepairsDEPARTMENT:Public WorksDIVISION:Fleet ManagementNON-PROFESSIONAL SERVICES CONTRACT AMENDMENTThe City of Sacramento ("City") and Downtown Ford Sales ("Contractor"), as parties to that certain Contract awarded for the above Event and designated as City Contract Number PRC000376including any prior Contract Amendments modifying the Contract (the Contract and Contract Amendments are hereafter collectively referred to as the "Contract"), hereby amend and modify the Contract as follows: 1CONTRACT AMOUNTThe Contract is INCREASEDby $250,000 and the Contract's maximum not-to-exceed amount is amended as follows:The Contract sum prior to this Contract Amendment was:$900,000The Contract sum will be INCREASED by this Contract Amendment by:$250,000The new total Contract sum including all Contract Amendments is:$1,150,000Contractor agrees that the amount specified in this section shall fully compensate Contractor under the Contract.2AUTHORIZED SIGNATUREContractor warrants and represents that the person or persons executing this amendment on behalf of Contractor has or have been duly authorized by the Contractor to sign this amendment and bind Contractor to the terms hereof.3FULL FORCE AND EFFECTExcept 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 amendment to the original agreement.1