HomeMy WebLinkAbout061521-05.5
ADMINISTRATIVE STAFF REPORT 5.5
TO: Mayor and Town Council June 15, 2021
SUBJECT: Resolution No. 27-2021, awarding a contract for Fleet Maintenance Services
of Town-owned vehicles
BACKGROUND
The Town’s vehicle maintenance and repair services are provided through a vendor
contract. The contract includes preventative maintenance and repair of vehicles and
equipment used by the Police Department, Development Services, Recreation, Arts and
Community Services and Maintenance Services. The Town’s current contract for fleet
maintenance services expires on June 30, 2021.
DISCUSSION
A Request for Proposals (RFP) for Town Fleet Maintenance Services was made available on
April 9, 2021, with sealed bids being due by May 14, 2021 at 2:00 p.m. Per standard Town
practice in the award of long-term contracts, each contractor submitting a proposal was
required to complete a Technical Proposal in addition to a Price Proposal. The contract(s)
award is based on the bid that is most advantageous to the Town based on the combination
of the two proposals.
The Town received one bid proposal, from Ace Auto Repair & Tire Center, Inc. A two-
member panel consisting of the Town’s Maintenance Services Director and Fleet Specialist
evaluated the Technical Proposal and confirmed that Ace Auto Repair & Tire Center, Inc.
has the ability to provide the range of required services called for in the RFP.
Upon completion of the Technical Proposal evaluation, the Price Proposal was opened and
compared with the results of the Technical Proposal evaluation. Below are the results:
Company Name Price
Ace Auto Repair & Tire Center, Inc. $85,596.05
The lone proposal from Ace Auto Repair & Tire Center, Inc. demonstrates a combination of
quality of service and price that would be advantageous to the Town. Ace Auto Repair &
Tire Center, Inc. has performed fleet maintenance services for the Town since 2011 and has
served the Town well during that time.
Fleet Maintenance Contract 2 June 15, 2021
PUBLIC CONTACT
Ace Auto Repair & Tire Center, Inc. has been informed of the results. Posting of the meeting
agenda serves as notice to the general public.
FISCAL IMPACT
It is estimated that total annual expenditures for Fleet Maintenance Services in fiscal years
2021/22 – 2023/24 will be approximately $85,000. The term of the contract is three years
with two optional one-year extensions. There is a provision in the contract that allows for
an annual increase in the contract price equal to the percentage increase in the San Francisco
Bay Area Consumer Price Index.
RECOMMENDATION
Adopt Resolution No. 27-2021, awarding a contract for Fleet Maintenance Services of Town-
owned vehicles.
Prepared and Reviewed by:
Dave Casteel
Maintenance Services Director
Attachment:
Resolution No. 27-2021 – Fleet Maintenance Services