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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Andres Colman, Chief Operations Officer |
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PRESENTER(S): |
Ryan Taylor, Special Services General Manager |
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TITLE:
title
Contract: Collision and Auto Body Repair Services Contract Pool (Valley Collision LLC)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize Executive Director to execute contract 25-039404 and associated disbursements with Valley Collision LLC in the not-to-exceed (NTE) amount of $520,000 for the entire pool over five (5) years as one of four vendors in a Collision and Auto Body Repair Services vendor pool.
BACKGROUND:
UTA is utilizing a pool of contracted vendors to provide collision and auto body repair services to maintain the state of good repair of approximately 525 Rideshare/Vanpool vehicles, approximately 583 insured UTA owned vehicles, and third-party claimant vehicles via UTA’s self-insurance program for various counties throughout Utah.
After conducting a Request for Proposal (RFP) solicitation, UTA received multiple proposals. After evaluation, UTA chose to proceed with a multiple-award contract, creating a vendor pool of four vendors. Valley Collision LLC was one of the four selected vendors with the best overall value.
DISCUSSION:
UTA Staff is requesting approval of the contracts under the vendor pool for a total aggregate amount for all contractors in the vendor pool in the NTE amount of $520,000 over a five (5) year period. The contracts allow for P-Card purchases for service transactions of less than $5000; otherwise, payment shall be invoiced after services have been performed. This payment method is required to allow payment flexibility between UTA’s vehicle operators and contracted service providers within the vendor pool.
Applicable Contracts: 25-039401, 25-039402, 25-039403, and 25-039404.
Actual cost will be tracked and managed by the Procurement Department.
CONTRACT SUMMARY:
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Contractor Name: |
Valley Collision LLC |
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Contract Number: |
25-039404 |
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Base Contract Effective Dates: |
Effective after last signature received - July 31, 2030 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Contract Value: |
NTE of $520,000 over 5 years for entire contract pool |
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Procurement Method: |
RFP |
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Budget Authority: |
Approved 2025 Operating Budget |
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ALTERNATIVES:
Without these service contracts, UTA risks not keeping our fleet in a state of good repair and incurring more expensive long-term vehicle maintenance costs.
FISCAL IMPACT:
The 2025 approved budget includes $45,000 for the Collision and Auto Body Repair Services Pool. Projected funding of $475,000 requests for future years 2026-2030 as listed below, based on 10-11% increase per year to account for inflation and minimal growth of fleet vehicles.
All funds will come from the Contract Services operating expense line item in the Department of Vanpool yearly budget 7900.50353.95.
2025 Contract Pool Total: $45,000 (Remaining 5 months 2025)
2026 Contract Pool Total: $88,000
2027 Contract Pool Total: $98,000
2028 Contract Pool Total: $108,000
2029 Contract Pool Total: $118,000
2030 Contract Pool Total: $63,000 (7 months Through July 31, 2030)
Total Not-to-Exceed Contract Pool Value: $520,000
ATTACHMENTS:
• Contract: Collision and Auto Body Repair Services Contract Pool (Valley Collision LLC)