HomeMy WebLinkAboutItem 1g: Authorize a change order for the emergency related equipment and lighting for city vehicles.z
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STAFF REPQRT
Public Works Services Department
DATE: December 18, 2012
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE A CHANGE ORDER IN THE AMOUNT OF $40,000 TO AN
EXISTING PURCHASE ORDER WITH 10 -8 RETROFIT FOR THE
INSTALLATION OF EMERGENCY RELATED EQUIPMENT AND
LIGHTING FOR CITY VEHICLES
Recommendation: Approve
SUMMARY
On June 19, 2012, the City Council awarded a purchase order contract extension to 10-
8 Retrofit in the amount of $35,000 for the installation of emergency related equipment
and lighting for City vehicles for Fiscal Year 2012 -13. Subsequently, on September 4,
2012, the City Council approved the pre - purchase of eight Ford Crown Victoria police
pursuit vehicles. The City Council's approval for eight police pursuit vehicles included
funding to outfit the vehicles with tire safety bands, push bars, fueling transmitter
packages, and the installation of emergency and telecommunication equipment. The
existing purchase order with 10 -8 Retrofit does not have enough funds to outfit the
additional police pursuit vehicles.
It is recommended that the City Council approve a change order in the amount of
$40,000 to the existing purchase order with 10 -8 Retrofit for the installation of
emergency related equipment and lighting for new police pursuit vehicles that were pre -
purchased in September 2012.
DISCUSSION
On August 18, 2009, a formal bid was conducted for the installation of emergency
related equipment and lighting for City Vehicles. Subsequently, a purchase order
contract was awarded to 10 -8 Retrofit in the amount of $35,000. The contract allows for
three contract extensions and on June 19, 2012, the City Council approved a purchase
order contract extension with 10 -8 Retrofit. However, on September 4, 2012, the City
Council approved the pre - purchase of eight Ford Crown Victoria police pursuit vehicles.
The City Council's approval included the replacement of three police pursuit vehicles
Honorable Mayor and City Council
December 18, 2012
Page 2 of 2
that were already budgeted in Fiscal Year 2012 -13 Equipment Acquisition Plan. This
meant that Public Works Services needed to outfit all eight police pursuit vehicles. The
existing purchase order for 10 -8 Retrofit only included enough funds to outfit the three
original police pursuit vehicles in the budget. The cost to outfit a police pursuit vehicle is
approximately $8,000. This includes tire safety bands, push bars, fueling transmitter
packages, and the installation of emergency related and telecommunication equipment.
Since the original purchase order contract for 10 -8 Retrofit did not include enough
funding to outfit the additional five police pursuit vehicles, it is recommended that the
City Council approve a change order in the amount of $40,000 to the purchase order
with 10 -8 Retrofit for the installation of emergency related equipment and lighting for the
new police pursuit vehicles.
FISCAL IMPACT
Funds in the amount of, $40,000 were appropriated by the City Council on September 4,
2012, from the Equipment Replacement Fund for the installation of emergency related
equipment and lighting for new police pursuit vehicles.
RECOMMENDATION
It is recommended that the City Council approve the following:
Authorize the City Council to approve a change order for an increase of $40,000
to the purchase order contract for 10 -8 Retrofit for the installation of emergency
related equipment and lighting for new police pursuit vehicles.
APPROVED:
Dominic Laz etto
City Manager