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File #: 18-4984    Version: 1 Name: Interlocal Agreement for Fleet Maintenance Operations
Type: Consent Status: Consent
File created: 10/1/2018 In control: Asset/Facility Management
On agenda: 10/16/2018 Final action:
Title: : Interlocal Agreement for Fleet Maintenance Operations
Attachments: 1. FY19 Amended Restated Fleet Interlocal Agreement with City of Charlotte 9 19 18.pdf, 2. BOCC Resolution Authorizing Fleet Interlocal Agreement.pdf
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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Title:

Interlocal Agreement for Fleet Maintenance Operations

 

Summary

ACTION:

Adopt a resolution titled: Resolution Authorizing Execution of Amended and Restated Interlocal Agreement For Consolidation Of Fleet Maintenance Operations Between Mecklenburg County and the City of Charlotte and authorize the County Manager to execute the 2018 Amended Interlocal Agreement

 

 

Staff Contact:                      Mark Hahn, Director of Asset and Facility Management

 

 

Presentation:                      No                                          

 

 

BACKGROUND/JUSTIFICATION:

The City of Charlotte (City) and Mecklenburg County (County) previously entered into an Interlocal Agreement for Consolidation of Fleet Maintenance Operations effective July 1, 2008 (the “2008 Fleet Interlocal Agreement”). The City and the County wish to enter into an Amended and Restated Interlocal Agreement for Consolidation of Fleet Maintenance Operations (the “2018 Fleet Interlocal Agreement”) by which the City will perform fleet maintenance operations for the County in the manner described in the 2018 Fleet Interlocal Agreement. The County and City have negotiated amendments to the 2008 Fleet Interlocal Agreement to include the following details:

 

- Term: From the effective date of October 1, 2018, agreement shall continue in effect through June 30, 2020 unless sooner terminated. Beginning on July 1, 2020 this Agreement shall be automatically renewed for a one-year term on July 1st of each year, unless either party gives the other a written notice of non-renewal at least fourteen (14) months prior to the upcoming July 1st renewal date.

 

-The City will be responsible for the maintenance and repair of County vehicles, including the stocking and issuing of necessary parts and supplies, and any related administrative services such as policies and procedures, equipment specifications and preparation, budgeting, vehicle inspections and vehicle disposal.

 

- The County operates a fleet of approximately 1,380 units, with the majority of the fleet being cars and light-trucks. In addition, the fleet includes some construction equipment, large trucks and landscape equipment.

 

- The County agrees to lease to the City for $1 per year for the duration of this agreement the current Mecklenburg County fleet maintenance facility located at 900 West 12th Street.

 

-Rates and fees for specific services and staff time will be agreed to on an annual basis.

 

-The City will invoice the County monthly for actual costs incurred for the provision of services in the previous month.

 

Attachments:

                     RESOLUTION AUTHORIZING EXECUTION OF AMENDED AND RESTATED INTERLOCAL AGREEMENT FOR CONSOLIDATION OF FLEET MAINTENANCE OPERATIONS BETWEEN MECKLENBURG COUNTY AND THE CITY OF CHARLOTTE

 

                     Amended and Restated Interlocal Agreement for Consolidation of Fleet Maintenance Operations

 

 

PROCUREMENT BACKGROUND:

The County issued a Request for Proposals for Fleet Maintenance and related services dated December 30, 2015. Four private sector companies and the City of Charlotte responded to the RFP with proposals. The City’s proposal was approximately $850,000 less per year than the next lowest cost proposal and was comparable to the County’s existing costs. The City was selected by County staff as the best value provider in April of 2016.  After selection, the County entered into extensive negotiations with the City to define the service levels to be provided and the actual contract language.  Those negotiations resulted in the attached Amended and Restated Interlocal Agreement for Consolidation of Fleet Maintenance Operations.

 

 

POLICY IMPACT:

 

 

FISCAL IMPACT: