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HomeMy WebLinkAbout2000-04-17 City Council (16)City of Palo Alto Ci y,Managerls Report TO:HONORABLE CITY COUNCIL FROM: DATE: SUBJECT: CITY MANAGER DEPARTMENT: PUBLIC WORKS APRIL 17, 2000 CMR: 208:00 AWARD OF CONTRACT TO B&M COLLISION REPAIR iN THE AMOUNT OF $200,000 FOR AUTOMOBILE AND LIGHT TRUCK COLLISION REPAIR SERVICES 4 RECOMMENDATION Staff recommends that Council: Approve and authorize the Mayor to execute the attached three-year contract with B&M Collision Repair in the amount of $200,000 for automobile and light truck collision repair services. Authorize the City Manager or designee to negotiate and execute one or more change orders to the contract with B&M Collision Repair for related additional but unforeseen work that may be required during the contract period, the total value of which shall not exceed $20,000. Authorize the City Manager or designee to exercise the option to renew the contract for the second and third year, provided the contractor is responsive to the City’s needs, and the quality of the contractor’s work is acceptable during the first year of the contract ..... DISCUSSION Project Description The work to be performed under this contract will include dent repair; the replacement of components such as fenders, doors, and trim pieces; frame straightening; and repainting and refinishing work for the City’s automobile and light truck fleet. This work may be required to repair collision damage, normal wear and tear, or general deterioration caused by long-term exposure to the elements. The vendor will also perform non-structural fiberglass repair and re-finishing work. This contract covers more than 350 vehicles, which traveled more than two million road miles in 1999.It should be noted that all vehicle accidents are investigated and CMR:208:00 Page 1 of 3 documented in accordance with City Policies and Procedures, and are being monitored by the Equipment Management Division. Bid Process It was not possible to include in the bid documents a description of every job that might be requested during the term of the contract, so contractors were asked to bid only their hourly labor rate and parts discounts. The requested contract amount of $200,000 was based on historical costs for collision repair service, which average $65,000 annually. A notice inviting formal bids for automobile and light truck collision repair services was sent on March 1, 2000 to six contractors. The bidding period was 21 days. Bids were received from one qualified contractor on March 21, 2000, as listed on the attached bid summary (Attachment A). Three of the contractors not responding indicated that they did .not submit a bid because they are too busy to accept any additional work, and two were in the midst of a management change and were unable to prepare and submit a bid in time. Staff has reviewed the bid submitted and recommends that the bid submitted by B&M Collision Repair be accepted and that B&M Collision Repair be declared the lowest responsible bidder. Bids were solicited from all qualified collision repair contractors in the local area. Based on the response to the bid, it is apparent that most contractors are either too busy, or not interested in bidding on the City’s collision repa!r work at this time. Therefore, calling for bids again would be unavailing. The change order amount of $20,000, which equals ten percent of the total contract, is requested because requirements for collision repair work fluctuate widely, and are impossible to predict. B&M Collision Repair has provided collision repair services to the City for more than eight years, and has always performed satisfactorily. RESOURCE IMPACT: Funds have been budgeted in the FY 1999-00 Public Works Department Equipment Management Operations and Maintenance budget for this contract. POLICY IMPLICATIONS Authorization of the contract does not represent any change to the existing policy. ENVIRONMENTAL REVIEW This project is exempt from CEQA under Section 1530 of the CEQA guidelines. ATTACHMENTS Attachment A: Bid Summary Attachment B: Contract PREPARED BY: CMR:208:00 Keith LaHaie, Fleet Manager Page 2 of 3 DEPARTMENT HEAD: GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: EMILYH--ARRISON -- Assistant City Manager CMR:208:00 Page 3 of 3 o_wn rr Ol 0 u-I ~ Ol o< < o c ATTACHMENT A 0 z <-r n~ D ___ 0 W Z < F- 0 >- i z o0 F-- X © © AGREEMENT ATTACHMt~NT B BY THIS AGREEMENT MADE AND ENTERED INTO ON THE BY AND BETWEEN THE CITY OF PALO ALTO "CITY", AND DAY OF B & M Collision Repair No, 19 ~’DATE TO BE ENTERED -- I.BY CITY PURCHASING ,a , (ADDRESS) 1240 Pea~ Avenue, L~t Q (CITY) Mr. V~ew (ziP) 94043 iPHONE) (~Q~0t~)Qf;~R "CONTRACTOR" IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS: ® CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2i SERe/ICES OR 3) A COMBINATION THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE: TITLE: (DESCRIPTION) Automobile and light truck collision repair services per attached sp~ifications. EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT: Specifications Insurance Requirements Contractor’ s BidTERM THE SERVICES AND/OR MATERIALSFURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON AND SHALL BE COMPLETED BEFORE J~. ~".L’I 30; 2003 ¯ May i, 2000 COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT: [] CITY SHALL PAY CONTRACTOR: Nontbly, upon receipt o£ ~vo±ce. Total contract aa~)u~t not to exceed $200,000 [] CONTRACTOR SHALL PAY CITY: PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE) CITY ACCOUNT NUMBER: KEY CODE OBJECT PROJECT PHASE NO.I DOLLAR AMOUNT 8153~641-3125 1 200;000 GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT. THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY I~ITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRrI-IEN ABOVE.HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands, claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by CONTRACTOR.ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. Al! prior agreements, representations, statements, negotiations and undertakings whether oral or written are superseded hereby. PROJECT MANAGER AND REPRESENTA’r~VE FOR C~CONTRACTOR NAME Ke~th Laila~e BY DEPT.YW/Equipment Management P.O. BOX 10250 PALO ALTO, CA 94303 Telephone (5_50) 495-6948 TITLE OR I.R.S. NUMBER INVOICING SEND ALL ~NVO,CES TO THE CITY, ATTN: PROJECT MANAGER CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW) CITY DEPARTMENT [~] Funds Have Been~-~ Budgeted (1) APPROVAL OVER $25,000 CITY OF PAL0 ALTO BY:’’ ASSISTANT CITY MANAGER CPA 02782 RETAIN GREEN COP~ FOR YOUR FILES INSURANCE REVIEW (2) t BY: , MAYOR CONTRACTOR PURCHASING & CONTRACT ADMINISTRATION (3) "APPROVAL OVER $65,000 ATTEST: ’ ’ ’APPROVED AS TO FORM: CITY CLERK CITY ATFORNEY : REV. 6/98