Title
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to Standard Agreement No. A-14976 between the County of Monterey and Delcas Auto Collision, Inc., to increase the not to exceed amount by $250,000, for a total not to exceed amount of $400,000, and Amendment No. 2 to Standard Agreement No. A-14977 between the County of Monterey and Salinas Valley Ford Sales Inc., dba Salinas Collision Repair, to increase the not to exceed amount by $125,000, for a total not to exceed amount of $400,000; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute up to two additional amendments to Standard Agreement No. A-14976 where each amendment does not increase the not to exceed amount by ten percent (10%) of the original Agreement amount ($150,000), and two additional amendments to Standard Agreement No. A-14977 where each amendment does not increase the not to exceed amount by ten percent (10%) of the original Agreement amount ($250,000), subject to prior review and approval by County Counsel and provided the terms of each Agreement remain substantially the same.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to Standard Agreement No. A-14976 between the County of Monterey and Delcas Auto Collision, Inc., to increase the not to exceed amount by $250,000, for a total not to exceed amount of $400,000, and Amendment No. 2 to Standard Agreement No. A-14977 between the County of Monterey and Salinas Valley Ford Sales Inc., dba Salinas Collision Repair, to increase the not to exceed amount by $125,000, for a total not to exceed amount of $400,000; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute up to two additional amendments to Standard Agreement No. A-14976where each amendment does not increase the not to exceed amount by ten percent (10%) of the original Agreement amount ($150,000), and two additional amendments to Standard Agreement No. A-14977 where each amendment does not increase the not to exceed amount by ten percent (10%) of the original Agreement amount ($250,000), subject to prior review and approval by County Counsel and provided the terms of each Agreement remain substantially the same.
SUMMARY/DISCUSSION:
The County and Delcas Auto Collision, Inc. (hereinafter “Delcas”) and Salinas Valley Ford Sales Inc., dba Salinas Collision Repair (hereinafter “Salinas Collision Repair”) wish to increase each respective Agreements’ not to exceed amounts. The Agreement with Delcas (hereinafter “Delcas Agreement”) to be increased by $250,000 for a total not to exceed amount of $400,000 and the Agreement with Salinas Collision Repair (“hereinafter Salinas Collision Repair Agreement”) to be increased by $125,000 to allow Delcas and Salinas Collision Repair to continue to provide auto body repair services for the County.
The Delcas Agreement for auto body repair services was entered into on September 30, 2020, for a two-year term from October 1, 2020, to September 30, 2022. Amendment No. 1 to the Agreement was entered into on October 5, 2022, extending the term by one year, making the Agreement effective from October 1, 2020, through and including September 30, 2023.
The Salinas Collision Repair Agreement for auto body repair services was entered into on September 30, 2020, for a two-year term from October 1, 2020, to September 30, 2022. Amendment No. 1 to the Agreement was entered into on September 27, 2022, extending the term by one year, making the Agreement effective from October 1, 2020, through and including September 30, 2023, and increasing the not to exceed amount by ten percent (10%), $25,000, for a total not to exceed amount of $275,000.
On July 1, 2022, Public Works, Facilities and Parks (PWFP) assumed responsibility for Fleet operations. Staff identified the need to increase the Delcas Agreement’s not to exceed amount of $150,000. Subsequent to the Salinas Collision Repair Amendment No. 1, which increased the not to exceed amount by ten percent (10%), $25,000, staff identified the need to further increase the not to exceed amount by an additional $125,000.
Increasing each of these Agreement’s not to exceed amounts will allow the County to continue procuring auto repair services to ensure less down time for County vehicles through reliable and timely auto body repairs.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller have reviewed and approved each Amendment No. 2 as to form and fiscal provisions, respectively.
FINANCING:
There is no minimum guaranteed work under these agreements. Funding for individual work orders is verified within the approved budget allocations prior to work starting.
Sufficient appropriations are available in the PWFP - Fleet (Fund 001, Department 3200, Unit 8577, Appropriations Unit PFP065) to finance projected expenditures for fiscal year (FY) 2022/23. The Agreements’ not to exceed amount is intended to allow services to continue in future fiscal years.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Board’s approval of the recommended Amendment No. 2 will allow the County to continue with its existing Fleet autobody repair services to meet the County’s operational needs. The recommended actions support the Board of Supervisor’s Strategic Initiatives for Infrastructure and Public Safety, and enable Fleet to complete necessary services in order for County vehicles to remain operational.
Economic Development
Administration
Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Patty Small, Management Analyst II, (831) 784-5929
Reviewed by: Richard Buell, Fleet Manager
Lindsay Lerable, Chief of Facilities
Tom Bonigut, PE, Assistant Director of Public Works, Facilities and Parks
Approved by: Randy Ishii, MS, PE, TE, PTOE
Director of Public Works, Facilities and Parks
Attachments are on file with the Clerk of the Board:
Attachment A - Amendment No. 2 to Delcas Agreement
Attachment B - Amendment No. 1 to Delcas Agreement
Attachment C - Executed Standard Agreement with Delcas
Attachment D - Amendment No. 2 to Salinas Collision Repair Agreement
Attachment E - Amendment No. 1 to Salinas Collision Repair Agreement
Attachment F - Executed Standard Agreement with Salinas Collision Repair
Attachment G - Summary of Agreements Annual Expenditures and Balance