Authorize a competitive solicitation and award of three contracts to provide Autobody Repair Services for a five-year term and total amount not to exceed $4.5 million

The City of Portland ordains: Section 1. The Council finds: The Office of Management and Finance, CityFleet, is responsible for providing, maintaining, and repairing safe, reliable, and affordable vehicles and equipment to City bureaus and other government agencies. CityFleet maintains approximately 4,200 assets, including electric and plug ‐ in hybrid electric vehicles, renewable natural gas vehicles, and renewable diesel vehicles. CityFleet has need of Autobody Repair and Painting services for managed assets of the following types: Light-Duty Vehicle: <10,000 lbs. Medium-Duty Vehicle: 10,000 – 19,500 lbs. Light Heavy-Duty Vehicle: 19,001 – 26,000 lbs. Heavy-Duty Vehicle: >26,000 lbs. These services include general body repair, dent repair, component replacement for exterior/interior body components, collision damage repair, glass repair/replacement including windshields, painting all or portions of vehicle bodies, welding, and other repair services. CityFleet procures approximately 170 autobody repair projects every year. In addition, CityFleet conducts about 19,000 standard preventative maintenance and repair work orders on 4200 assets but has a need for external vendors to perform autobody repair. CityFleet does not have the resources or space needed to perform autobody repair in addition to our core work. CityFleet has not solicited in recent history for price agreements for autobody repair work, instead procuring these services individually for each repair. Soliciting many repair projects individually has slowed the volume of repairs that CityFleet can manage efficiently. Quality of service and timeliness of job completion has been difficult to enforce effectively due to lack of agreed-upon contractual standards. Multi-year price agreements will allow CityFleet to repair a larger number of vehicles in a shorter amount of time, stabilize pricing over a longer period of time and provide better oversight of vendors performing work. On December 16, 2020, the Chief Procurement Officer advertised RFP No. 00001579. Four (4) proposals were received and opened on January 14, 2021. All four (4) proposals were deemed responsive to the requirements of the solicitation. The proposals were evaluated and scored by a panel of evaluators. The City issued a Notice of Intent to Negotiate and Award price agreements to Austen’s Body Shop, Professional Autobody and Paint, and Quality Industrial Refinishers, on February 2, 2021. No protests or other public comment were received. The estimated cost per year for these services is $900,000, for a total not-to-exceed amount of $4,500,000 over five years. The confidence level in this cost is high. The expenditures are programmed into the CityFleet Rate Budget and reimbursed through Bureau Interagency Agreements as authorized in the CityFleet Operating Fund. CityFleet seeks City Council’s authorization for Procurement Services to conduct a competitive solicitation and award three price agreements for the services described above. NOW, THEREFORE, the Council directs: The Chief Procurement Officer is authorized to facilitate use of a competitive solicitation process in accordance with City code to obtain the most responsible and responsive offers for three price agreements for the services described in Section 1. The Chief Procurement Officer is authorized to negotiate and execute price agreements with the three vendors described in Section 1, for an individual not-to-exceed amount of $1,500,000 each and a total not-to-exceed amount of $4,500,000, provided the price agreements have been approved as to form by the City Attorney’s Office. The Mayor and City Auditor are hereby authorized to pay for the price agreements from the CityFleet Operating Fund.