| | | | | | | |  | Item #2.
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| | | | | | | | | TO: |
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| Mayor and City Council |
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| Eric Holmes, City Manager |
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| | DATE: |
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| 7/1/2024 |
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| SUBJECT
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| Contract Amendment - Approval of increasing the threshold of an existing contract with Vanquish Investment Group (DBA: Pacific Service Center): C-101447
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| | | | | | | | Key Points
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- The City’s fleet has on-going upfitting needs for cargo vans replaced through Fleet Service’s replacement schedule.
- This contract expires October 15, 2028.
- The award of contract C-101447, the result from ITB 23-38 Ford Transit T35 Cargo Vans Shelving and Installation, followed the RFP process and Vanquish Investment Group was ultimately the highest scoring proposer and awarded the contract.
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| | | | | | | | | Strategic Plan Alignment | Safe and Prepared Community – a safe place to live, work, learn, and play.
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| | | | | | | | | Present Situation | Fleet Services is currently collaborating with a vendor to upfit replacement cargo vans and enclosed cargo trailers. This upfitting includes the installation of shelving units, storage bins, partitions, ladder racks, and specialized equipment mounts tailored to specific departmental needs. The Water, Wastewater, and Grounds divisions utilize these upfitted cargo vans and trailers. At present, the fleet comprises 15 cargo vans and 10 enclosed trailers featuring these improvements.
The original contract, awarded on October 16, 2023, was valued at $300,000. So far in 2023, four replacement cargo vans have been upfitted, with two more awaiting upfitting. Additionally, five cargo vans and two enclosed trailers scheduled for replacement in 2024 have arrived and are ready for upfitting. Expenditures for this contract are nearing the $300,000 limit. The requested increase will cover the upfitting needs for the 2024 replacement vans and trailers. It will also accommodate the upfitting of three future cargo vans and two future cargo trailers, scheduled for replacement between 2025 and 2028. These vehicle replacement upfits will depend on the inclusion of replacement vehicles in future approved budgets.
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| | | | | | | | | Advantage(s) |
- Reduces equipment downtime since this vendor specializes in van upfitting.
- The vendor covered under this contract has continuously provided high quality, dependable van upfitting that helps maintain the City fleet and the operational needs of multiple City maintenance departments. We are confident that the vendor will continue to provide great service.
- The approval of this contract will enable Fleet Services to concentrate on preventive maintenance and repairs that are more urgent in need.
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| | | | | | | | | Budget Impact | None. The City will utilize the contract on high priority essential equipment purchases and will stay within the current authorized budget for vehicle purchases.
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| | | | | | | | | Action Requested | Authorize the City Manager, or their designee, to increase the spending limit with Vanquish Investment Group for cargo van upfitting on an as-needed basis by $700,000, to a not-to-exceed amount of $1,000,000.
Jake Mahan, Senior Management Analyst, 360-487-8195; Dan Zenger, Equipment Superintendent, 360-487-8205
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