Subject:
Title
Change Order No. 3 with Hose & Hydraulics, Inc. for hydraulic repair, parts, and services.
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Recommended Action:
Recommended Action
Approval by the County Administrator of Change Order No. 3 to the contract with Hose & Hydraulics, Inc. for hydraulic repair, parts, and services.
• This contract provides Fleet with a mechanism to provide repair, parts, and services for all hydraulic products.
• Change Order No. 3 adds $171,000.00 in funds through April 30, 2026. Historically most hydraulic repairs/rebuilds were performed by Fleet Management. Fleet Management has found it less expensive and more effective to privatize this aspect of repair rather than perform “in house”. As such the spending on this contract has increased greater than originally anticipated as compared to the awarded amount.
• This contract was awarded by the Purchasing Director on April 24, 2023 in the amount of $27,800.00 for a 3-year contract duration; Change Order No. 1 was approved by the Purchasing Director on June 12, 2023, increasing the total contract amount to $55,000.00 over a 3-year contract duration; Change Order No. 2 was approved by the Purchasing Director on July 17, 2023, increasing the total contract amount to $165,000.00 over a 3-year contract duration.
• This will be the final increase for this contract and will need to be resolicited prior to the current contract term ending.
• Funding is sufficiently included in the Fiscal Year (FY) 2024 Adopted Budget for the Department of Administrative Services in the Fleet Management Fund and will be included in FY25.
Contract No. 23-0108-ITQ increase in the amount of $171,000.00 for a revised total contract value of $336,000.00 with an estimated annual expenditure of $112,000.00 effective through April 26, 2026.
Body
Strategic Plan:
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
5.4 Strive to exceed customer expectations
Summary:
Change Order No. 3 adds $171,000.00. The number of vehicles requiring service has increased and more vehicles are receiving service from the vendor than by Fleet in-house mechanics.
Background/Explanation:
This contract was awarded by the Purchasing Director on April 24, 2023, in the amount of $27,800.00. Change Order No. 1 was approved by the Purchasing Director on June 12, 2023, increasing the total contract amount to $55,000.00 over a 3-year contract duration; Change Order No. 2 was approved by the Purchasing Director on July 17, 2023, increasing the total contract amount to $165,000.00 over a 3-year contract duration.
Fiscal Impact:
Original Approved expenditure: $ 27,800.00
Approved Change Order No. 1 increase: $ 27,200.00
Approved Change Order No. 2 increase: $110,000.00
Current Approved Not to Exceed Expenditure: $165,000.00
Change Order No. 3 increase: $171,000.00
Revised expenditure not to exceed: $336,000.00
Funding is sufficiently included in the FY24 Adopted Budget for the Department of Administrative Services in the Fleet Management Fund and will be included in FY25.
Delegated Authority:
Authority for the County Administrator to approve this Change Order is granted under Code Section 2-62(a)(2).
Staff Member Responsible:
Don Moore, Division Manager, Fleet Management
Merry Celeste, Division Director, Purchasing, Administrative Services
Joe Lauro, Director, Administrative Services Department
Partners:
N/A
Attachments:
N/A