CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
title
Approve the award of Option Year Two to Contract 18-282, Vehicle Wash Services - On-Site Auto Detailing to Brighton Auto Detailing, for an amount not to exceed $35,500
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BACKGROUND:
Vehicle washing is part of proper routine care and maintenance of a vehicle and contributes to safe vehicle operation and improved fuel efficiency. The City’s vehicles are highly visible tools and maintaining clean vehicles also provides a clean image of the City of Naperville. The purpose of this contract is to provide on-site vehicle washing detailing services for the Police Department’s (PD) vehicles. These vehicles serve as mobile offices and periodically require a more in-depth detail wash service and car wash on a regular basis.
The Chief Procurement awarded Contract 18-282, Vehicle Wash Services - On-Site Auto Detailing to Brighton Auto Detailing for a one-year term from January 23, 2019 to December 31, 2019, with four, one-year options to extend. The first option-year was awarded on November 26, 2019. Change order #1 was approved on July 14, 2020 to add funds to the contract as a result of the need to increase vehicle cleaning due to the COVID-19 pandemic.
DISCUSSION:
During the first extension of the contract, Brighton Auto Detailing continued to provide excellent and convenient on-site car wash detail service to the Police Department, which eliminates the need for department personnel to transport vehicles to off-site car wash services, and keeps those personnel available for their regular, assigned duties.
Throughout this pandemic, Brighton Auto Detailing has provided safe and flexible service, meeting the department’s need to increase volume of washes from the typical ten units per month to up to 61 units in April alone. So far this year, Brighton has detailed 172 units.
Based upon the vendor’s performance, the Department of Public Works would like to extend the contract for the second option year. Brighton Auto Detailing has agreed to maintain the rates and terms provided for under the contract.
Based on this year’s volume and the ongoing pandemic, we recommend an award of $35,500.
The term of the second option year is January 1, 2021 to December 31, 2021, with two, one-year options remaining on the agreement.
FISCAL IMPACT:
CIP #: N/A
Vehicle wash services are expensed to the Equipment Maintenance account listed below. The total budget amount reflects the 2021 Proposed Budget as this contract will take place during 2021. A total of $600,000 is budgeted for Equipment Maintenance in Fleet Services in 2021, including vehicle wash services. It is anticipated that there will be sufficient funds to accommodate this request.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31351100-531303 |
General Fund |
$600,000 |
|
|
|
|