City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-00853 5/14/2024 Consent Item 6.
Contract Supplement No. 7: Towing and Roadside Services for Light Duty Vehicles (under 8,500 pounds) [Published for 10-Day Review 05/03/2024]
File ID: 2024-00853
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or City Manager’s designee to execute Supplement No. 7 to Contract No. 2021-0015 with College Oak Road Solutions, LLC dba College Oak Towing for the purchase of towing and roadside service for light-duty vehicles (under 8,500 pounds) increasing the amount of the contract by $505,000 for a revised total contract not-to- exceed amount of $1,500,000.
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. 7
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, frequently has the need for towing and roadside services specifically for light duty fleet vehicles. These services are used to tow vehicles to and from vendors for service repairs and to tow city vehicles back to the fleet maintenance shop if they become disabled in the field.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56 and Sacramento City Code Section 4.040.020 and 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 actions. This item was published for 10-day review on May 3, 2024, in compliance with the City Code.
File ID: 2024-00853 5/14/2024 Consent Item 6.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of towing and roadside 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 November 3, 2020, the Department of Public Works, Fleet Management Division, in accordance with City Code Chapter 3.56, issued a Request for Proposals (RFP) for Towing and Roadside Services for Light Duty Vehicles. 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. The responses were evaluated based on the criteria which allows for flexibility to tow light duty City vehicles, including public safety vehicles, in a timely manner and ensured that the selected contractors demonstrated capacity. The proposals were ranked, and Fleet Management awarded the contract to one vendor, College Oak Road Solutions, LLC dba College Oak Towing. The time of performance for the contract was originally for one year, until January 4, 2022. Through supplemental contracts, the time of performance has been extended until January 4, 2025. The increase sought through this supplemental contract is to cover anticipated work for the additional time periods.
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 towing and roadside service for light-duty vehicles through June 30, 2024. Purchases made after June 30, 2024, are subject to funding availability in the adopted budget of the applicable fiscal year.
Due to the forecasted structural budget gap, the City Manager has directed City departments to minimize costs and for all new contracts to receive an additional level of scrutiny to ensure they are necessary for the operation of the City. This contract has been reviewed and approved by the City Manager’s Office to advance to Council for approval. Funding for the proposed contract beyond FY2023/24 is subject to Council approval.
Local Business Enterprise (LBE): College Oak Road Solutions, LLC dba College Oak Towing is an LBE vendor.
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessors Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature) (Date)(Signature) (Date)(Signature) (Date)(Signature) (Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY DO NOT WRITEBELOW THIS LINE------------------ 2021-00150701/05/202101/04/2026$ 1,500,000.00 $ 505,000.00College Oak Road Solutions, LLC dba College Oak TowingTowing and Roadside Services for Light Duty Vehicles (under 8,500 pounds)B211533110062024-00853Bobbie SmallSong Moua [email protected] Works
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: Date: Purchase Order #: Supplemental Contract No.: The City of Sacramento ("City") and _______________________________________("Contractor"), as parties to that certain Non-Professional Services Agreement designated as Contract Number ______________, 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: The specified in Exhibit A of the Contract is amended as follows:In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceedamount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, isincreased/decreased by ___________, and the Contracts 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: __________ Contractor warrants and represents that the person or persons executing this supplemental contract on behalf ofContractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to theterms hereof.Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, andContractor shall perform all of the services, duties, obligations, and conditions required under the Contract, assupplemented and modified by this supplemental contract.[SIGNATURES ON FOLLOWING PAGE] Colllege Oak Road Solutions LLC dba College OakTTowing and Roadside Services for Light Duty Vehicles (under 8,500 pounds)2021-001503/29/202407$ 505,000.00$ 995,000.00$ 0.00$ 995,000.00$ 505,000.00$ 1,500,000.00The increased consideration is necessary to cover the additional towing services required by supplemental contract 2021-015-05 thatextended the time of performance until January 4, 2025.
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Approval Recommended By: Approved As To Form By: Project Manager City Attorney Approved By: Attest: ____________________________________ Contractor City Clerk Approved By: City of Sacramento