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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