HomeMy WebLinkAboutItem 11e - Purchase of Vehicle Outfitting Supplies and SErvicesAward Purchase Order for Vehicle Outfitting Supplies and Services
March 17, 2020
Page 1 of 3
DATE: March 17, 2020
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Tyler Polidori, General Services Superintendent
SUBJECT: PURCHASE ORDER WITH BLACK AND WHITE EMERGENCY
VEHICLES, INC. FOR THE PURCHASE OF VEHICLE OUTFITTING
SUPPLIES AND SERVICES IN THE AMOUNT OF $167,149.29
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) is responsible for outfitting new fleet
vehicles with safety lighting, radio communication systems, and other job specific
specialty equipment. This outfitting service is performed by an outside vendor. To
ensure that the City is receiving the most competitive prices for the purchase of
outfitting supplies and services, a formal bid process was conducted and Black and
White Emergency Vehicles, Inc. submitted the lowest responsive bid.
It is recommended that the City Council approve a purchase order with Black and White
Emergency Vehicles, Inc. for the purchase of vehicle outfitting supplies and services in
the amount of $167,149.29, with the option of three, one-year renewals.
BACKGROUND
The PWSD is responsible for the purchase of fleet vehicles described in the City’s
annual Equipment Replacement Plan. When new police pursuit vehicles, service trucks,
and miscellaneous vehicles are purchased, they are sent to an outside vendor for
vehicle outfitting, which includes the installation of safety lighting, radio communication
systems, and other job specific specialty equipment. Police pursuit vehicles are outfitted
with a prisoner seat, acrylic partition, push bar, gun mounts, and lights and sirens. The
service trucks and other miscellaneous vehicles are sent to the vendor to be equipped
with safety lights and a City issued two-way radio. After the vendor has installed all
outfitting related equipment, the vehicle is ready for duty.
Award Purchase Order for Vehicle Outfitting Supplies and Services
March 17, 2020
Page 2 of 3
DISCUSSION
A Notice Inviting Bids was published in the City’s adjudicated newspaper and sent
directly to numerous local vehicle outfitting firms. On February 25, 2020, the Office of
the City Clerk received and opened two sealed bids with the following results:
Bidder Location Bid
Black & White Emergency Vehicles, Inc. Azusa, CA $167,149.29
West Coast Lights & Sirens Riverside, CA $175,691.63
All bid documents were reviewed for content and the vendor’s ability to best meet the
City’s needs as described in the bid specifications. Based on the evaluation of the bids,
it was concluded that Black and White Emergency Vehicles, Inc. is the lowest
responsive bidder. Black and White Emergency Vehicles, Inc. is currently the vehicle
outfitting supplies and services provider for the City and have provided excellent
service.
All bid documents were reviewed for content and the vendor’s ability to best meet the
City’s needs as described in the bid specifications. Based on the evaluation of the bids,
it was concluded that Black and White Emergency Vehicles, Inc. is the lowest
responsive bidder and has satisfactorily provided outfitting supplies and services to the
City in the past.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
Sufficient funds have been budgeted in each Department’s Fiscal Year 2019-20
Equipment Replacement Fund for the purchase of vehicle outfitting supplies and
services.
RECOMMENDATION
It is recommended the City Council determine that this action does not constitute a
project and is therefore exempt under the California Environmental Quality Act
(“CEQA”); and approve a Purchase Order with Black and White Emergency Vehicles,
Inc. for the purchase of vehicle outfitting supplies and services in the amount of
$167,149.29, with the option of three, one-year renewals.
Award Purchase Order for Vehicle Outfitting Supplies and Services
March 17, 2020
Page 3 of 3