Title
Recommendation for Bid Award and Contract Negotiations with FLEET REPSONSE (B)
Explanation
In FY03-04, Fleet Management personnel reviewed the process for repairing damaged fleet vehicles. The review confirmed that the process created extensive vehicle downtime to our customers (operating departments) and that it required several personnel hours from Fleet and Purchasing Staff. Staff concluded that the outsourcing of this function would provide cost savings opportunities to our customers by drastically reducing vehicle downtime. Additionally, staff time spent on the process would be reduced thereby allowing more time for other projects.
In September 2004, the City Commission approved a one (1) year contract with the CEI Group, Inc. to perform this service using local vendors who qualified for partnerships. The recommendation from staff included the piggy backing on a contract that was competitively bid by the State of Washington.
Fleet Management has utilized two competitively bid contracts with Kern County, California and City of Tacoma, Washington since 2007. The last contract was with City of Tacoma, Washington which expired December 31, 2013. Annual average budget in Fleet Fund 502 has been $ 107,000.
Fleet Management issued a Request for Proposal (FMDX-140025-PJ) for Vehicle Accident Management Services on February 11, 2014. CEI was the only bidder and contact was made with the vendors on the bid list to determine the reason for lack of response. The bid holders who did not bid were not able to deliver the service requested due to lack of technology. The current contract will expire on 9/30/2017.
Fleet Management issued a Request for Proposal (FMDX-180007-DS) for Vehicle Accident Management Services on May 8, 2017. There were two bidders; however, FLEET RESPONSE was the only responsive and qualified bidder.
Fleet Management Staff would request that the commission approve Bid Award and Contract Negotiations with FLEET RESPONSE. ...
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