HomeMy WebLinkAboutItem 2c - Contract for emergency equipment and lighting for City vehiclesc
STAFF REPORT
Public Works Services Department
DATE: August 20, 2013
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A
CONTRACT FOR THE PURCHASE AND INSTALLATION OF
EMERGENCY RELATED EQUIPMENT AND LIGHTING FOR CITY
VEHICLES WITH BLACK AND WHITE EMERGENCY VEHICLES INC.,
IN THE AMOUNT OF $84,793.88
Recommendation: Approve
SUMMARY
The Public Works Services Department is responsible for putting together equipment
specifications for the purchase of vehicles described in the City's annual Equipment
Replacement Budget. When new vehicles have been delivered, the installation of
emergency lighting and communication equipment is performed by an outside vendor.
It is recommended that the City Council authorize and direct the City Manager to enter
into a contract for the purchase and installation of emergency related equipment and
lighting for City vehicles with Black and White Emergency Vehicles, Inc. in the amount
of $84,793.88.
DISCUSSION
When new police vehicles, trucks, and cars are purchased, they are delivered to the
Public Works Services Department for final inspection. Once a new vehicle has been
inspected, it is then sent to an outside vendor for the installation of emergency lighting
and communication related equipment. The process for installing this equipment in
police pursuit vehicles involves removing the existing emergency lighting and computer
equipment from the designated replacement vehicle, and installing it into the new police
pursuit vehicle pursuant to Arcadia Police Department specifications. The police pursuit
vehicles are also outfitted with a proper wiring harness, prisoner seat, acrylic partition,
push bar, and gun mounts. After the vendor has installed all emergency response
related equipment, the vehicle is ready for duty. Additionally, all City trucks and certain
cars are equipped with emergency lights, light bars, and a City issued two -way radio as
necessary.
Contract for the Purchase Emergency Equipment & Lighting for City Vehicles
August 20, 2013
Page 2 of 2
Notice Inviting Bids was published on July 22, 2013, in the City's adjudicated
newspaper and bid packages were sent to local area vendors. The City Clerk publicly
opened two sealed bids on August 6, 2013, with the following results:
Bidder Location Bid Amount
1. Black & White Emergency Vehicles Covina $84,793.88
2. 10 -8 Retrofit Inc. Ontario $99,362.90
The bid documents were reviewed for content and the background and competency of
the lowest responsible bidder was verified. Black and White Emergency Vehicles, Inc.
has done work with the City in the past and had done an excellent job. Unlike 10 -8
Retrofit, Black and White Emergency Vehicles, Inc. sends a technician to the City of
Arcadia to pick up City vehicles needing to be worked on and then returns them back to
the City once the equipment has been installed. Black and White Emergency Vehicles,
Inc. provides similar services to several other local cities including: Azusa, Bell
Gardens, Claremont, Covina, Desert Hot Springs, El Monte, and Santa Fe Springs.
FISCAL IMPACT
Sufficient funds have been budgeted in the Fiscal Year 2013 -14 Equipment
Replacement Budget for this work. The terms of the contract allow for annual
extensions, subject to City Council Approval. Sufficient funds have also been budgeted
in Fiscal Year 14 -15, should the City Council approve the contract extension.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
execute a contract for the purchase and installation of emergency related equipment
and lighting for City vehicles with Black and White Emergency Vehicles Inc., in the
amount of $84,793.88.
Approved:
Dominic Lazzare�t
City Manager