HomeMy WebLinkAbout12 Contract for Vehicle Repair Services
AGENDA ITEM # 12
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MEETING DATE: March 3, 2021
TO: Board of Directors
FROM: Keith Renshaw, Assistant Electric Operations Manager
SUBJECT: Consideration to Approve a Contract for Vehicle Repair
Services
APPROVED BY______________________________
Joe Horvath P.E., Electric Utility Director/ Assistant General Manager
RECOMMENDATION:
a) Waive the minor irregularity associated with the omission of the Auto & Tire Doctor,
Inc. to acknowledge Addendum No. 1.
b) Authorize the Interim General Manager to execute a contract with the Auto & Tire
Doctor, Inc. of Truckee, for District vehicle repair services for 2021 with an option to
extend for up to four additional years, in an annual amount of $100,000, plus a 10%
change order authorization for a total not to exceed contract amount of $110,000 for
FY21 and each option year.
BACKGROUND:
The District’s fleet is comprised of over 106 vehicles, including trucks, heavy machinery,
trailers and specialized utility equipment. This equipment is essential for Electric and Water
Utility daily operations and transportation requirements. The District’s fleet maintenance
and repair activities have historically been performed by District mechanics. However,
since 2016, the District has utilized outside vehicle service vendors to supplement fleet
workload needs.
A bid package for vehicle repair services was prepared using a “market basket” approach.
This approach compares aggregate cost across a range of typical repairs and maintenance
services for a representative sample of vehicles in the District’s current fleet. The basis for
selection is the lowest “market basket” cost among the bidders. The “market basket” price
is not the annual contract cost, it is a representative cost to identify the lowest cost
responsive bidder.
A request for bids was sent out on January 18, 2021, and advertised in the Sierra Sun on
January 22, 2021. In addition, the bid package was mailed or emailed to six local Truckee
vehicle repair shops. A total of one bid was received from The Auto & Tire Doctor, Inc. of
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Truckee (Auto Doctor).
VENDOR LOCATION RESPONSIVE MARKET BASKET PRICE
The Auto & Tire Doctor Truckee, CA Yes* $21,359.46
The bid from Auto Doctor had one minor irregularity - the respondent neglected to sign the
acknowledgment for an addendum that was sent out on February 8, 2021. The addendum
informed potential bidders of a typographical error and extended the submission deadline
for bids to February 18, 2021. A discussion of this issue with the District’s legal counsel has
determined that Auto Doctor’s failure to acknowledge Addendum No. 1 is a minor
irregularity that can be waived due to the District only receiving one bid response.
This item is in support of the following objectives and goals identified by the District.
1.05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District in an effective, efficient, and fiscally responsible manner.
1.05.030 Goals:
3.4. Conduct effective and efficient operations, maintenance, and replacement programs.
4.5. Provide effective and efficient maintenance and replacement programs.
FISCAL IMPACT:
For FY21, $155,972 is budgeted for vehicle repair and maintenance expenses. This
amount was included in the approved FY20-FY21 budget.
ATTACHMENTS:
Attachment 1: Bid Request – Vehicle Repair Service 2021
Attachment 2: Addendum 1