HomeMy WebLinkAboutE-5 Staff Report - First Amendment for Fleet Maintenance ServicesCONSENT ITEM
E-5
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ROBERT DELGADILLO, P.E., PUBLIC WORKS DIRECTOR/ CITY ENGINEER
DATE: NOVEMBER 20, 2023
SUBJECT: APPROVAL OF FIRST AMENDMENT TO AGREEMENT WITH SOUTHERN
CALIFORNIA FLEET SERVICES, INC. FOR FLEET MAINTENANCE SERVICES
BACKGROUND:
The City has contracted with Southern California Fleet Services, Inc. for fleet maintenance services
since December 7, 2020. The current contract, which was approved by City Council on November 16,
2020, is set to expire on December 7, 2023. Staff would like to exercise the first of two, one-year
extensions to the fleet maintenance service contract.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1) Approve the First Amendment to the Fleet Maintenance Service Agreement between the City of
Azusa and Southern California Fleet Services, Inc.; and
2)Authorize the City Manager to execute an amendment to the contract, in a form acceptable to the
City Attorney, on behalf of the City.
ANALYSIS:
On November 16, 2020, the City Council awarded a fleet maintenance services agreement to Southern
California Fleet Services, Inc. The contract is affective December 7, 2020 to December 7, 2023, with the
option for two one-year extensions. The City purchasing policy requires that the additional one-year
extension of a contract be considered by the City Council. This First Amendment extends the contract
through December 7, 2024.
Since 2020, Southern California Fleet has reassessed their service costs. Due to an increase in labor,
equipment, and material costs, they are requesting an increase to the annual contract price. The previous
Approved
City Council
November 20, 2023
First Amendment to Fleet Maintenance Service Agreement
November 20, 2023
Page 2
agreement was set at a not-to-exceed annual amount of $101,920. Based on the rate increase, the City is
proposing a not-to exceed annual amount of $130,000 for the extended agreement.
FISCAL IMPACT:
The proposed recommendations would approve an agreement with Southern California Fleet Services,
Inc. for a not-to-exceed annual amount of $130,000, funded with Proposition A, Proposition C, Sewer,
Gas Tax, and General Fund. The increase cost of fleet maintenance services has been projected, and
budgeted in the Fiscal Year 2023-2024 and 2024-2025 operations budget.
Prepared by: Reviewed and Approved:
Natalie Reagan Robert Delgadillo, P.E
Management Analyst Public Works Director/ City Engineer
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1) First Amendment to Southern California Fleet Services, Inc. Maintenance Agreement
45635.01000\31368292.1 - 1 -
CITY OF AZUSA
FIRST AMENDMENT TO
AGREEMENT FOR MAINTENANCE SERVICES
1.PARTIES AND DATE.
This First Amendment to the Agreement for Professional Services (“First Amendment”) is
entered into on the 20th day of November 2023, by and between the City of Azusa (hereinafter
referred to as the “City”) and Southern California Fleet Services, Inc. (hereinafter referred to as
the “Contractor”). City and Contractor are sometimes collectively referred to herein as the
“Parties.”
2.RECITALS.
2.1 Agreement. The Parties entered into that certain Agreement for Fleet Maintenance
Services dated November 16, 2020 (“Agreement”).
2.2 First Amendment. The Parties now desire to amend the Agreement in order to
extend the Agreement for an additional one-year term and increase the annual contract
compensation for a total not-to-exceed $130,000, per the revised pricing proposal in “Exhibit C.”
3.TERMS.
3.1 Term. Pursuant to Section 3.1.2 of the Agreement, the City hereby exercises the
option to renew the Agreement and extend the term of the Agreement for 12 months from
December 7, 2023 to December 7, 2024, unless earlier terminated as provided in the Agreement.
3.2 Fees and Payment.
3.3.1 Compensation. The Agreement shall be read as follows
“Contractor shall receive compensation, including authorized reimbursements, for
all Services rendered under this Agreement at the rates set forth in the revised
Exhibit “C” attached hereto and incorporated herein by reference. The total
compensation shall not exceed One Hundred Thirty Thousand Dollars ($130,000)
without written approval of the City Council. Extra Work may be authorized, as
described below, and if authorized, will be compensated at the rates and manner set
forth in this Agreement.”
3.5 Remaining Provisions of Agreement. Except as otherwise specifically set forth in
this First Amendment, the remaining provisions of the Agreement shall remain in full force and
effect.
Attachment 1
45635.01000\31368292.1 - 2 -
IN WITNESS WHEREOF, the parties have executed this First Amendment to Agreement
on this 20th day of November, 2023.
CITY OF AZUSA Southern California Fleet Services, Inc.
By:
Sergio Gonzales City Manager
By:
Tom Franchina President
ATTEST:
By:
Jeffrey Lawrence Cornejo, Jr. City Clerk
APPROVED AS TO FORM:
By:
Best Best & Krieger LLP City Attorney
APPENDIX C
PRICING PROPOSAL FORM
FLEET MANAGEMENT SERVICES PRICING LIST
1. Cost proposal for all items listed in this Request for Proposals to include all parts (including any
markup), labor, management fees, environmental fees, PMs as described in the Scope of Work and
Specifications and all other items as listed in the specifications.
Total Cost Proposal for PM - A.
Tier I – Passenger Cars, Light Trucks and similar misc equipment ..............................$__________
Tier II – Medium Duty Trucks (1 ton & below) & similar misc equipment ....................$__________
Tier III – Heavy Duty Trucks, Transit Buses, and
Similar misc equipment .................................................................................$__________
Total Cost Proposal for PM - B.
Tier I – Passenger Cars, Light Trucks and similar misc equipment ................................$__________
Tier II – Medium Duty Trucks (1 ton & below) & similar misc equipment ....................$__________
Tier III – Heavy Duty Trucks, Transit Buses, and
Similar misc equipment .................................................................................$__________
Total Cost Proposal for PM - C.
Tier I – Passenger Cars, Light Trucks and similar misc equipment ...............................$__________
Tier II – Medium Duty Trucks (1 ton & below) & similar misc equipment ....................$__________
Tier III – Heavy Duty Trucks, Transit Buses, and
Similar misc equipment .................................................................................$__________
2. Cost proposal for directed work items such as mechanical repairs, component replacement
and reconditioning. Bidder to provide written description of procedures of repairs not included
in the PM specifications.
Tier I - Standard Hourly Rate ..........................................................................................$__________
Tier II - Standard Hourly Rate .........................................................................................$__________
Tier III - Standard Hourly Rate........................................................................................$__________
Tier I – Overtime Hourly Rate .........................................................................................$__________
Tier II – Overtime Hourly Rate .......................................................................................$__________
Tier III – Overtime Hourly Rate ......................................................................................$__________
3. Cost proposal for emergency conditions (after hours) work items such as mechanical repairs,
component replacement and reconditioning. Proposer to provide written description of emergency
conditions procedures and hours for applications of stated rates.
Tier I – Emergency Call Hourly Rate...................................................................$___________
Tier II – Emergency Call HourlyRate ...................................................................$___________
Tier III – Emergency Call Hourly Rate ................................................................$___________
4. Hourly Rate for Fabrication …………………………………………………$ _________
5. Hourly Rate for Additional Fleet Services …………………………………..$ _________
Employee Hourly Rate Hours worked Total Cost Overtime rate
$ $
$ $
$ $
Total Estimated Annual Price: $_______________________________