HomeMy WebLinkAbout10 - Amendment to On-Call PSA for Vehicle Washing and Detail ServicesQ �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
October 24, 2023
Agenda Item No. 10
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Joe Cartwright, Chief of Police - 949-644-3701,
jartwright@nbpd.org
PREPARED BY: Jonathan Stafford, Deputy Director, jtafford@nbpd.org
PHONE: 949-644-3650
TITLE: Amendment No. One to On -Call Professional Services Agreement for
Vehicle Washing and Detail Services
The Police Department requests City Council approval to amend the existing on -call
professional services agreement with Bumper to Bumper, Inc. for vehicle washing and
detail services, adding expenditure authority and amending the scope of services to
include Police Department requirements.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Approve Amendment No. One to the On -Call Professional Services Agreement with
Bumper to Bumper, Inc. of Perris for vehicle washing and detailing services, thereby
amending the scope of services and adding $155,000 in expenditure authority for a
total amount not -to -exceed $320,000, and authorize the Mayor and City Clerk to
execute the amendment.
DISCUSSION:
Background
The Police Department contracts out vehicle washing and occasional detailing to a vendor
that provides these services at the department's headquarters. The Public Works
Department has an existing agreement with Bumper to Bumper for the exterior
maintenance of the City of Newport Beach's fleet and the Police Department requests to
amend that agreement to include the police fleet. The amendment would add $155,000
in expenditure authority for a total of $320,000, and would add a Police Department scope
of services covering the department's vehicle types, service levels, and schedule.
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Amendment No. One to On -Call Professional Services Agreement
for Vehicle Washing and Detail Services
October 24, 2023
Page 2
RFP Process
The Finance Department conducted two separate Request for Proposals (RFP)
processes for vehicle washing services in 2022. RFP 22-19 was conducted on behalf of
the Public Works Department and the City Council approved a professional services
agreement with Bumper to Bumper at its May 10, 2022 meeting. RFP 22-53 was
conducted on behalf of the Police Department and City Detail was selected based
primarily on the lower costs proposed. The City Council approved a five-year agreement
with a not -to -exceed amount of $509,303 with City Detail at its March 14, 2023 meeting.
However, City Detail was unable to provide the insurance coverage required in the
agreement so the agreement was not fully executed, requiring the selection of a new
vendor. Bumper to Bumper placed second in the RFP 22-53 scoring process, so the
Police Department is requesting to amend the existing Public Works agreement to add
services for the police fleet. The Police Department will address the difference in cost -
per -service between the two vendors by reducing the frequency of services.
FISCAL IMPACT:
The adopted budget includes sufficient funding for this purchase. It will be expensed to
the Auto Exterior Maintenance account in the Police Department, 01035356-851008.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Amendment No. One to On -Call Professional Services Agreement with
Bumper -to -Bumper, Inc.
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Attachment A
Amendment No. 1 to On -Call Professional Services Agreement with
Bumper to Bumper, Inc.
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AMENDMENT NO. ONE TO
ON -CALL PROFESSIONAL SERVICES AGREEMENT
WITH BUMPER TO BUMPER, INC FOR
VEHICLE WASHING AND DETAILING SERVICES
THIS AMENDMENT NO. ONE TO ON -CALL PROFESSIONAL SERVICES
AGREEMENT ("Amendment No. One") is made and entered into as of this 24th day of
October, 2023 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a
California municipal corporation and charter city ("City"), and BUMPER TO BUMPER,
INC, a California corporation ("Consultant"), whose address is 19396 Spirit Trail Drive,
Perris, California 92570, and is made with reference to the following:
RECITALS
A. On May 31, 2022, City and Consultant entered into a Professional Services
Agreement ("Agreement") for vehicle washing and detailing services ("Project").
B. The parties desire to enter into this Amendment No. One to reflect additional
Services not included in the Agreement, and to increase the total compensation.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. SERVICES TO BE PERFORMED
Exhibit A to the Agreement shall be supplemented to include the Scope of
Services, attached hereto as Exhibit A and incorporated herein by this reference
("Services" or "Work"). Exhibit A to the Agreement and Exhibit A to this Amendment No.
One shall collectively be known as "Exhibit A." The City may elect to delete certain
Services within the Scope of Services at its sole discretion.
2. COMPENSATION TO CONSULTANT
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of Billing
Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's
compensation for all Work performed in accordance with this Agreement, including all
reimbursable items and subconsultant fees, shall not exceed Three Hundred Twenty
Thousand Dollars and 00/100 ($320,000.00), without prior written authorization from
City. No billing rate changes shall be made during the term of this Agreement without the
prior written approval of City."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. One,
including all reimbursable items and subconsultant fees, in an amount not to exceed One
Hundred Fifty Five Thousand Dollars and 00/100 ($155,000.00).
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3. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
Bumper to Bumper, Inc Page 2
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IN WITNESS WHEREOF, the parties have caused this Amendment No. One to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: / Z7 Z
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By: AY(A4) By:
A4y6n C. Harp 9-ZT Lz we Noah Blom
City Attorney Mayor
ATTEST:
Date:
Leilani I. Brown
City Clerk
Attachments
CONSULTANT: Bumperto Bumper, Inc, a
California corporation
Date:
By:
Stephen Ungerer
Chief Executive Officer/ Chief Financial
Officer 1 Secretary
[END OF SIGNATURES]
Exhibit A — Scope of Services
Bumper to Bumper, Inc Page 3
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EXHIBIT A
SCOPE OF SERVICES
Bumper to Bumper, Inc Page A-1 10-7
EXHIBIT A
POLICE DEPARTMENT SCOPE OF SERVICES
Objective:
Contractor shall provide vehicle washing and detailing services for the Police Department.
Overview of Services Requested:
The following services shall be provided:
A. LEVEL 1: Basic Exterior Vehicle Washing Services
Contractor shall, at a minimum:
• Use de -ionized water (and cleaning solution) to wash the exterior of designated
City vehicles;
■ Water runoff recovery must be in place
• Drying areas as-needed/as-applicable with chamois or microfiber towel.
B. LEVEL 2: Basic Exterior and Interior Vehicle Washing Services
As above, but shall also include:
• Vacuum the interior floor areas, including front, back and trunk;
• Clean the interior dashboard and all other interior surface areas including glass; and
• Clean the outward -facing surface areas of vehicle wheels and tires with designated
cleaners.
C. LEVEL 3: Complete Detailing Services
As above, but shall also include the following:
• Sealing and/or waxing of exterior surfaces;
• Interior scrubbing or brushing for the removal of stains;
• Shampoo of mats, carpets and applicable cloth surfaces;
• Vinyl/leather cleaning and conditioning;
• Oxidation, bug and tar removal;
• Cleaning of engine compartment;
• Tire dressing
FREQUENCY AND SCHEDULE:
Due to the nature of police work, services shall be completed on specific days of the week
and during specific hours so as not to interfere with Police operations and to ensure the
highest number of vehicles are on -site. Below levels apply to ALL vehicles in the fleet
unless otherwise noted in vehicle list chart.
m
• All vehicles specified shall be provided with Level 1 service twice per month on
Thursdays.
• All vehicles specified shall be provided with Level 2 service once per month on
Thursdays.
• Both services to be completed during the hours of 4:00 a.m. and 10:00 a.m.
• Additionally, Contractor shall provide a staff worker Thursdays from 10:00 a.m.
to 11:30 a.m. to wash unmarked command staff vehicles not previously on -site.
• Level 3 service once per year may be completed on any day of the work week
and durinq normal business hours. Normal business hours are Monday through
Saturday, from 08:30 AM to 5:00 PM.
Contractor to coordinate these services with the City Police Department's mechanics
and/or garage supervisors and establish a set schedule. Once established, schedule is
to be posted in the garage office. It is the responsibility of the Contractor to update the
schedule as needed when vehicles are added or removed from fleet.
Contractor shall provide all supervision, equipment, and labor necessary to provide
vehicle washing services as described.
Contractor shall adhere to any and all local, state or federal regulations pertaining to water
reclamation, conservation or disbursement in conducting vehicle washing services.
Contractor shall exercise environmentally -friendly practices in conducting vehicle
washing services.
Contractor shall wash vehicles during hours which interfere least with the operations of
City staff. Such hours may vary and shall be determined by the City in collaboration with
the selected Contractor.
For Level 2 & 3 Service, keys will be made available to Contractor to unlock vehicles and
must be returned to their assigned location in the key box priior to leaving the facility.
Contractor to coordinate use of the key box with City Police Department's mechanics
and/or garage supervisors.
Under no circumstances shall Contractor move any City -owned vehicles for the purposes
of washing or detailing.
All vehicle washing services shall be performed on -site at specific locations designated
by the City. The address for the services will be 870 Santa Barbara Drive, Newport Beach,
CA 92660.
Contractor shall provide a primary contact and will respond within a maximum of 24 hours.
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Contractor shall notify the City on days when inclement weather is forecasted. Contractor
is responsible for rescheduling services to a later date. Make-up services to be arranged
as needed. In the event inclement weather results in vehicles not being washed, City shall
incur no charges. City shall only be charged upon successful completion of make-up
services.
Contractor to notify City if there are any issues with any vehicle (vehicle unable to be
located, vehicle windows left open, etc.).
Contractor shall provide itemized invoices on a monthly basis. Invoices shall list vehicle
unit numbers and date of service.
Contractor shall ensure that any and all work areas are cleaned and left in a neat and
clean manner, free of debris or obstructions.
SPECIAL EVENTS: The following special events require Level 2 Service for all vehicles
and must be completed on the morning of the event: July 4th, and Public Safety Day (date
TBD). At the City's discretion, the regular, routine service day may be moved to allow for
this provision. Additional washing and detailing services to be arranged as needed.
Events may be modified as needed.
BACKGROUND CHECK/CLEARANCE: Prior to commencing services, Contractor
workers are required to successfully pass a California Department of Justice Live
Scan Fingerprinting background check ("Live Scan"), wants/warrants check and
regional records clearance performed by the City of Newport Beach Police
Department. The Contractor shall schedule the Live Scan with the Newport Beach
Police Department. On the day of the Live Scan, the worker must present a
government issued photo ID such as a Driver's License and will be given an
application to complete. The Police Department will advise the Contractor whether
the worker is cleared to work on the premises. No one is allowed in the non-public
areas of the police department without prior clearance.
Vehicle Descriptions:
The following is a listing of the various vehicles and vehicle types comprising the City's
fleet that will be need to be washed as part of this Project:
"Standard Vehicle" shall mean a passenger car, coupe, sedan, small sports utility
vehicle (SUV) or light duty truck. Specific make and model examples include the
Ford Escape, Toyota Prius, Nissan Altima, Ford Ranger or similar.
"Full Size Vehicle" shall mean a full size/light-duty truck or sport utility vehicle.
Specific makes and model examples include the Ford F-150, Dodge Durango,
Chevrolet Tahoe, Chevrolet Suburban, and Ford Explorer, or similar.
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• "Deluxe Vehicle" shall mean a medium or heavy-duty truck s. Specific make and
model examples include the Ford F-250 and larger series of trucks. These vehicles
shall weigh more than one-half ton.
• "Miscellaneous Vehicle" shall mean vehicles other than those stated previously,
and shall include transportation shuttles, buses, and other nonstandard sized
vehicles.
Vehicle Distribution and Wash Frequency:
Vehicle washing frequencies and number of Standard, Full -Size, Deluxe or
Miscellaneous Vehicles will vary. Numbers provided in this Scope of Services is intended
to serve as estimates; actual vehicles to be washed may vary in quantity and shall in no
way affect pricing offered to the City. City makes no guarantee that the quantities and
frequencies listed below reflect actual work commanded in a resultant contract
Wash Level 1
Wash Level 2
Wash Level 3
Standard Vehicles
20
20
20
Full -Size Vehicles
59
59
59
Deluxe Vehicles
6
6
6
Miscellaneous
Vehicles
Wash Frequency
2x per month
1 x per month
1 x per year
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