CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year #3 to Contract 21-206, Autobody Repairs - Light-Duty Vehicles, to CARSTAR Todd’s Body Shop, for an amount not to exceed $200,000 and for a one-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Manager awarded Contract 21-206 to CARSTAR Todd’s Body Shop on June 17, 2021, for a 9-month term from June 21, 2021, to March 31, 2022, with four one-year options to extend. Option Year #1 was awarded on February 15, 2022, for a one-year term from April 1, 2022, through March 31, 2023. Option Year #2 was awarded on April 20, 2023, for a one-year term from April 1, 2023, through March 31, 2024, with two one-year options to extend remaining on the agreement.
The Department of Public Works - Fleet Services Division uses an outside vendor to provide autobody repairs for light-duty vehicles. Work performed under this contract includes metalwork, framework and mechanical repairs. Most of the work performed under this contract is unplanned, resulting from accidents, mishaps and corrosion. The requires specialized equipment and facilities.
DISCUSSION:
During the second option year of the contract, CARSTAR Todd’s Body Shop completed 17 repairs. To date In 2024, the vendor has completed eight repairs totaling more than $92,000.
The increase in repairs is largely due to an increase in high-price collisions with police vehicles. The average age of units involved in those collisions has decreased by half, and average repair costs have increased by 56%. Working together with the Police Department, Fleet Services has outfitted many of our units with push bumpers to reduce body damage costs. The Police Department has also researched alternative policing tools and implemented operational driver training to further mitigate these costs.
Based on the vendor’s performance, Fleet Services would like to extend the contract for the third option year. CARSTAR Todd’s Body Shop has agreed to maintain the rates and terms provided for under the current contract.
The term of Option Year #3 is April 1, 2024, through March 31, 2025, with one one-year option remaining on the agreement.
FISCAL IMPACT:
CIP#: N/A
Light-duty autobody repairs are expensed to the Equipment Maintenance account listed below. A total of $715,300 is budgeted for equipment maintenance in 2024. A portion of these repairs is subrogated through legal claims, and those funds are deposited into revenue accounts.
The requested award is within the amount budgeted for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31351100-531303 |
General Fund |
$715,300 |