To: Sonoma County Board of Supervisors
Department or Agency Name(s): General Services
Staff Name and Phone Number: Linda Rodecap, Purchasing Agent: 707-565-2010
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
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Award of Multiple Agreements for As-Needed Auto Body Repair and Services
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Recommended Action:
Recommended action
A) Authorize the Purchasing Agent to execute five (5) Blanket Purchase Order Agreements with Marquis Auto Body, Fix Auto, Precision Frame and Body Shop, Western Auto Body, and Sichel’s Auto Body, for as-needed auto body repair and services from effective date through December 31, 2020, with the option to extend for four (4) additional one (1) year periods.
B) Authorize the Purchasing Agent, or designee, to issue purchase orders and work requests pursuant to said Agreements, contingent on there being sufficient funding for such services.
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Executive Summary:
The Purchasing Division is proposing the County enter into five Blanket Purchase Order Agreements to make auto body repair and repainting services available on an as needed basis to all County departments (and affiliated public entities). Work requests pursuant to these Agreements would be issued by individual departments as needed. The proposed Agreements have no guaranteed minimum or maximum amounts of usage and will be used based on identified departmental and County needs.
Discussion:
Background
The County regularly utilizes blanket purchase orders for the auto body repair of County owned and operated vehicles. The proposed Agreements will establish contracts with the qualified vendors for as needed auto body repair and services. Currently, the County has a Blanket Purchase Order with Carreras Auto Body, Marquis Auto Body and Western Auto Body. Those contracts expire December 31, 2019.
Procurement
The Purchasing Division issued a bid soliciting submittals from six hundred and twenty-five bidders/suppliers for as needed auto body repair services. Five (5) responses were received.
1. Marquis Auto Body
2. Fix Auto
3. Precision Frame and Body Shop
4. Western Auto Body
5. Sichel’s Auto Body
The proposed Blanket Purchase Order Agreements will make as-needed auto body repair services available for all County departments. The Purchasing Agent accordingly recommends approval of the five Agreements.
Prior Board Actions:
None
Fiscal Summary
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Expenditures |
FY 19-20 Adopted |
FY20-21 Projected |
FY 21-22 Projected |
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Budgeted Expenses |
$350,000 |
$350,000 |
$350,000 |
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Additional Appropriation Requested |
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Total Expenditures |
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Funding Sources |
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General Fund/WA GF |
$350,000 |
$350,000 |
$350,000 |
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
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Narrative Explanation of Fiscal Impacts:
Costs for the services are paid through the approved budget of each department utilizing the services. Costs are incurred on a price-for-service basis, and each Agreement states the billing rates for services provided by each awarded company. Individual departments will authorize work based on need and their available approved budget. Therefore there are no additional budget impacts associated with approval of these Agreements.
The estimated cost of these services is approximately $350,000 annually. Prior auto body repair and services expenses in the past three (3) fiscal years have been as follows: FY 2018/19 $250,465, FY 2017/18 $272,856, and FY 2016/17 $311,805.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Attachment 1 - Sample Service Agreement
Related Items “On File” with the Clerk of the Board:
On File 1 - Bid