Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to increase the spending authority - Department of Real Estate and Asset Management, SWC90816, Motor Vehicle Maintenance & Inventory Management Services, in an amount not to exceed $160,000.00 with Automotive Rentals, Inc. (Mt Laurel, NJ), for additional spending authority to cover additional vehicle maintenance costs associated with an increase in the size of the County fleet. Effective upon BOC approval. (HELD)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract and necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background Request approval to increase spending authority to cover additional vehicle maintenance costs resulting from a substantial increase in the size of the County fleet. Since January 1, 2022, the County fleet has increased by approximately 120 vehicles.
Scope of Work: This contract provides active supervision of the vendors in the repair network including quality of service, billing, invoicing, and the hourly fee structure for each repair type. The scope of service includes all labor, parts, equipment, materials, and transportation for the repair of the County owned equipment or vehicles placed in the network. The annual network fees are $5.82 per month/per vehicle.
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Vehicle Category |
Number of Vehicles |
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Heavy/Specialized Equipment |
450 |
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Passenger Vehicles |
685 |
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Total |
1135 |
Community Impact: None of which the Department is aware.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval to increase spending authority to cover additional vehicle repair costs. This is a time and material contract. DREAM does not have enough remaining spending authority to address the increased volume of vehicle repairs.
The contract management is coordinated by the Department of Real Estate and Asset Management, Central Maintenance Fleet Division.
Project Implications: The approval of this increased spending authority will enable DREAM to continue to meet the needs of County agencies to have vehicles and equipment in good working order.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this increase in spending authority is not approved, there will be delay in repairs performed by factory authorized vendors for heavy/specialty equipment and vehicles.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0939 |
12/7/22 |
$595,000.00 |
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Increase Spending Authority No. 1 |
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$160,000.00 |
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Total Revised Amount |
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$755,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Not Applicable
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Statewide Contract Information
Exhibit 2: Contractor’s Performance Report
Contact Information (Type Name, Title, Agency and Phone)
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
title
Yes
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$595,000.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$160,000.00 |
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TOTAL: |
$755,000.00 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
700-520-5223-1710: General, Real Estate and Asset Management, Garage Parts- $160,000.00
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Key Contract Terms |
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Start Date: Upon BOC Approval |
End Date: 12/31/2023 |
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Cost Adjustment: |
Renewal/Extension Terms: N/A |
Overall Contractor Performance Rating: N/A
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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N/A |
N/A |