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HomeMy WebLinkAboutItem 2l: Contract Extension to 10-8 Retrofit, Inc. for Installation of Emergency Related Equipment and Lighting for City Vehicles G AyIFORiv \I A,p.t 1 5,53 '4.ait * STAFF REPORT Public Works Services Department DATE: June 7, 2011 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director 9 Prepared by: Dave McVey, General Services Superintendent SUBJECT: AWARD A ONE (1) YEAR PURCHASE ORDER CONTRACT EXTENSION TO 10 -8 RETROFIT INC. FOR THE INSTALLATION OF EMERGENCY RELATED EQUIPMENT AND LIGHTING FOR CITY VEHICLES IN AN AMOUNT NOT TO EXCEED $35,000 Recommendation: Approve SUMMARY On August 18, 2009 the City Council approved a one (1) year purchase order Agreement with optional contract extensions to 10 -8 Retrofit Inc. for the installation of emergency - related equipment and lighting for City vehicles. The contractor, 10 -8 Retrofit Inc., is reaching the end of their first contract extension and has submitted a written offer to extend the existing contract for an additional one (1) year in accordance with the existing Agreement. The contractor's offer of extension does not reflect a change in price and all other conditions of the Agreement are to remain in effect. Based on the excellent service provided by 10 -8 retrofit Inc. from previous years, staff recommends that the City Council award a one (1) year purchase order contract extension to 10 -8 Retrofit Inc. for the installation of emergency related equipment and lighting for City vehicles in the amount of not to exceed $35,000. DISCUSSION When new police vehicles, trucks and cars have been purchased and delivered to the Fleet Maintenance Section for final inspection, they are then sent out to an outside contractor for the installation of all related emergency equipment. The process for Police vehicles involves removing existing emergency lighting and computer equipment from the designated replacement vehicle and installing into the new vehicle per Police Departments' specifications. The Police vehicles are also outfitted with a state of the art wiring harness, prisoner seat, acrylic partition, push bar, and gun mounts. After the contractor has installed all related equipment, the vehicle is ready for first line duty. Page 1 of 2 Mayor and City Council June 7, 2011 In addition, all trucks and other non emergency vehicles are equipped with emergency lights, fabrication of light bars, and two -way radio. On August 18, 2009 the City Council approved a one (1) year purchase order Agreement with optional contract extensions for a maximum of three (3) years to 10 -8 Retrofit Inc. The bid specifications were intended to cover all possible work for the purchase and installation of emergency lighting, communication equipment and interior lighting for City Vehicles. The contractor is reaching the end of their purchase order Agreement and has submitted a written offer to extend the existing contract for an additional one (1) year in accordance with the existing Agreement. The contractor's offer of extension does not reflect a change in price and all other conditions of the Agreement are to remain in effect. The contractor, 10 -8 Retrofit Inc., has provided excellent service to the City during previous years and has been very responsive and timely in scheduling work for the City. Therefore, staff recommends that the City Council award a one (1) year purchase order contract extension to 10 -8 Retrofit Inc. for the installation of emergency lighting, communication equipment and interior accessories in an amount not to exceed $35,000. FISCAL IMPACT Sufficient funds are budgeted in the 2011 -2012 Capital Improvement and Equipment Plan. RECOMMENDATION 1. Award a one (1) year purchase order contract extension to 10 -8 Retrofit Inc. for the installation of emergency - related equipment and lighting to City vehicles in an amount not to exceed $35,000. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: 3)erY%-s-/ -0 Donald Penman, City Manager TT: DM Page 2 of 2