HomeMy WebLinkAboutItem 3g: Contract with 10-8 Retrofit for Emergency Related Equipment and Lighting for City Vehicles mow
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Public Works Services Department
DATE: June 19, 2012
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
SUBJECT: AWARD A ONE 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 year purchase order contract with
optional contract extensions to 10-8 Retrofit Inc. for the installation of emergency related
equipment and lighting for City vehicles. 10-8 Retrofit Inc. is reaching the end of their
second contract extension and has submitted a written offer to extend the existing
contract for an additional one 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, it is
recommended the City Council award a one 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.
DISCUSSION
Following the purchase and delivery of new City vehicles, the Public Works Services
Department's Fleet Maintenance Section inspects the vehicles and sends them to an
outside contractor for the installation of all related emergency equipment.
The process for Police Department vehicles involves removal of existing emergency
lighting and computer equipment from the designated replacement vehicle, and
installing them into the new vehicle according to the Police Department's specifications.
The Police Department's 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 front line duty. In addition, all
Honorable Mayor and City Council
June 19, 2012
Page 2 of 2
trucks and other non-emergency vehicles are equipped with emergency lights,
fabrication of light bars, and a two-way radio. Notwithstanding, outfitting emergency
lighting and related equipment for Arcadia Fire Department's emergency vehicles is not
part of this contract. This is handled by Fire Department personnel, due to the specialty
of the work.
On August 18, 2009, the City Council approved a one year purchase order contract to
10-8 Retrofit Inc. with the option to renew on a year-by-year basis for a maximum of
three years. The bid specifications 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 second purchase order contract extension
and has submitted a written offer to extend the existing contract for an additional one
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. This will be the third and final extension of the purchase order.
10-8 Retrofit Inc. has provided excellent service to the City during the past three years.
They have been very responsive and timely in scheduling work that cuts down on the
amount of time the vehicle is not in service. It is recommended the City Council award
a one 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 Fiscal Year 2012-13 Equipment Replacement Fund.
RECOMMENDATION
It is recommended the City Council award a one year purchase order contract
extension to 10-8 Retrofit for the installation of emergency-related equipment and
lighting to City vehicles in an amount not to exceed $35,000.
Approved:
Dominic Lazza o
City Manager