Council Agenda Report s3

CITY COUNCIL AGENDA REPORT

City of Anaheim FINANCE DEPARTMENT

DATE: NOVEMBER 18, 2014 FROM: FINANCE DEPARTMENT SUBJECT: ACCEPTANCE OF BIDS FOR AUTOMOTIVE BODY REPAIR SERVICES

ATTACHMENT (Y/N): NO ITEM # 02

RECOMMENDATION:

That the City Council, by Motion, accept the bids of A&R Active Auto Works Inc., Anaheim, California; AutoCraft Autobody, Anaheim, California; JV-Jade, LLC, Anaheim, California; Russ Ward Auto Body, Inc., Anaheim, California; Mills Collision Center Inc., Anaheim, California in a combined not-to-exceed amount of $411,420, for automotive body repair services, for a one-year period with four one-year optional renewals, and authorize the Purchasing Agent to exercise the renewal options, all in accordance with Bid #8294.

DISCUSSION:

Purchasing solicited bids from known suppliers and posted the bid on the Internet. Sealed bids were received by 2:00 pm, September 17, 2014, from the following bidders, and were publicly opened immediately thereafter. Bid Price

A&R Active Auto Works, Inc. $317,100 Anaheim, California

AutoCraft Autobody $332,500 Anaheim, California

JV-Jade, LLC, dba Earl Scheib of Anaheim $353,800 Anaheim, California

Russ Ward Auto Body, Inc. $355,100 Anaheim, California

Mills Collision Center Inc. $355,750 Anaheim, California

New Life Auto Collision $371,450 Fullerton, California

Harnix Collision Center $380,950

200 S. Anaheim Blvd. Suite #620 Anaheim, CA 92805 Tel: (714) 765-5110 Fax: (714) 765-5288 www.anaheim.net Orange, California

200 S. Anaheim Blvd. Suite #620 Anaheim, CA 92805 Tel: (714) 765-5110 Fax: (714) 765-5288 www.anaheim.net Bid Price

Bill’s Body Works Inc. $397,550 Fullerton, California

Auto Center Auto Body ,dba Fix Auto Collision $401,300 Anaheim, California

Thrifty Auto Service $418,550 Glendale, California

The bid was based on the as-needed automotive body repair services for the City’s vehicle fleet for an estimated annual requirement of 150 body shop repairs. These services include body, frame, suspension, engine, drive train, airbag and safety restraints, glass repair, and repainting.

For evaluation purposes, bidders were required to quote fixed hourly labor rates and a fixed markup percentage for materials for these repairs. Because it is difficult to predetermine the specific number of hours and the amount of required materials for a given repair, each of the five lowest responsive awarded bidders will be required to provide a firm fixed price quotation based on their fixed bid rates for each specific job as it arises. The company quoting the lowest total fixed price on a given job will receive the award for that repair. The top five bidders were selected because of their competitive pricing, the need to spread the work out to multiple repair shops in the event that multiple vehicles are in need of repair at the same time, and to expedite the return of the vehicles back into service.

The term of each Agreement will be for a one-year period with up to four one-year optional renewals. Pricing for the renewal periods shall be negotiated each year, but in no case may it exceed the increase in the applicable Consumer Price Index (CPI) for the Los Angeles, Riverside, and Orange County areas.

The combined not-to-exceed amount recommended is based on the average bid price of the five recommended awards and an approximate 20% contingency to cover any unforeseen requirements that may arise during the term of the Master Agreement. Any additional requirements will be priced according to the unit prices quoted in the bid.

IMPACT ON BUDGET:

Sufficient funds are available in the Public Works Fiscal Year 2014/15 budget in the Motorized Equipment Fund. Funding for subsequent years will be subject to Council’s approval of budget appropriations.

Respectfully submitted, Concurred by:

Carole A. Ayuso Natalie Meeks Purchasing Agent Director of Public Works

200 S. Anaheim Blvd. Suite #620 Anaheim, CA 92805 Tel: (714) 765-5110 Fax: (714) 765-5288 www.anaheim.net