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HomeMy WebLinkAboutItem 11i - Purchase of Enclosed Custom Trailer DATE: April 16, 2024 TO: Honorable Mayor and City Council FROM: Roy Nakamura, Police Chief By: Amber Abeyta, Management Analyst SUBJECT: REJECT THE BID FROM PHOENIX CONTRACTING FOR ONE CUSTOM ENCLOSED MOBILE TRAILER; AND AWARD THE BID AND PURCHASE ORDER TO THE NEXT LOWEST BIDDER, NEW TREND CUSTOM TRAILER INC., IN AN AMOUNT NOT TO EXCEED $80,500 CEQA: Not a Project Recommendation: Approve SUMMARY At the February 6, 2024, City Council meeting, Phoenix Contracting was awarded the bid to construct a custom enclosed mobile trailer. However, when contacted to commence the project, Phoenix Contracting stated they could not deliver the trailer at the initially quoted price of $58,455, offering a new quote of $91,000. As Phoenix Contracting altered their original quote, they no longer qualify as the lowest bidder. Consequently, the bid should be awarded to the next lowest bidder, New Trend Custom Trailer Inc., at a cost of $80,500. It is recommended that the Council reject the bid from Phoenix Contracting for one custom enclosed mobile trailer; and award the bid and purchase order to the next lowest bidder, New Trend Custom Trailer Inc., in an amount not to exceed $80,500. DISCUSSION The Fiscal Year 2023-24 Equipment Acquisition Budget provides for the replacement of a logistics trailer utilized by the Arcadia Police Department’s Special Weapons and Tactics (“SWAT”) Team. To secure the most competitive price for one custom enclosed mobile trailer, a formal bidding process was conducted, resulting in Phoenix Contracting (“Phoenix”) submitting the lowest bid. Phoenix’s bid was presented and approved by the City Council at their February 6, 2024, meeting (refer to Attachment “A”). When Phoenix was approached to begin the project, they expressed their inability to deliver the trailer at the initially quoted price of $58,455. Phoenix intended to engage a Enclosed Custom Trailer April 16, 2024 Page 2 of 2 subcontractor for the trailer construction and clarified that to meet the original specifications and ensure a high-quality product, they would need to use a different subcontractor, leading to an increased price of $91,000. Additionally, Phoenix mentioned that they could supply the trailer at the initial price of $58,455, but it would not meet the project requirements due to lower quality materials being utilized. After Phoenix adjusted their initial price, the subsequent lowest bidder, New Trend Custom Trailer Inc., was approached to confirm if they could maintain their quoted price of $80,500. New Trend Custom Trailer can uphold their original quote, and thus, should be awarded the bid. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT The primary cost of the trailer, amounting to $71,800, will be covered by the Fiscal Year 2023-24 Equipment Replacement Budget. The remaining cost of $8,700 will be funded through the Police Department's Fiscal Year 2023-24 Operating Budget. Therefore, sufficient funds are available for this purchase. RECOMMENDATION It is recommended that the City Council determine that this action is not a project under the California Environmental Quality Act (“CEQA”); and reject the bid from Phoenix Contracting for one custom enclosed mobile trailer; and award the bid and Purchase Order to the next lowest bidder, New Trend Custom Trailer Inc., in an amount not to exceed $80,500. Attachment “A” - February 6, 2024, Staff Report DATE: February 6, 2024 TO: Honorable Mayor and City Council FROM: Roy Nakamura, Police Chief By: Amber Abeyta, Management Analyst SUBJECT: PURCHASE ORDER WITH PHOENIX CONTRACTING FOR THE PURCHASE OF ONE CUSTOM ENCLOSED MOBILE TRAILER IN THE AMOUNT OF $58,455 AND A 10% CONTINGENCY FOR INCIDENTALS CEQA: Not a Project Recommendation: Approve SUMMARY The Fiscal Year 2023-24 Equipment Acquisition Budget provides for the replacement of a logistics trailer utilized by the Arcadia Police Department’s Special Weapons and Tactics (“SWAT”) Team. To secure the most competitive price for the trailer, a formal bidding process was conducted, resulting in Phoenix Contracting submitting the lowest bid. It is recommended that the City Council approve a Purchase Order with Phoenix Contracting for the purchase of one custom enclosed mobile trailer in the amount of $58,455 and a 10% contingency for incidentals. BACKGROUND The Arcadia Police Department’s Special Weapons and Tactics (“SWAT”) Team is called upon to serve high-risk search and arrest warrants; respond to incidents involving barricaded suspects; hostage rescues; active shooters; crowd control; and other situations requiring resources of a professionally trained team to maximize safety to the community and law enforcement personnel. The SWAT team utilizes numerous resources during training and active operations, including an armored rescue vehicle, a reconnaissance robot, a logistics vehicle and trailer, and other specialized equipment to complete the team’s mission. Last year, the logistics vehicle utilized by the SWAT team was retired due to engine issues and other age-related malfunctions. In lieu of replacing the vehicle, the Department would like to purchase a customized trailer to store individual and team equipment. The trailer will have more features compared to the previous logistics vehicle, such as more storage and an electrical system to charge equipment as well as lockers, a work bench, outlets, Attachment "A" Enclosed Custom Trailer Purchase Order February 6, 2024 Page 2 of 3 and a generator. Moreover, by removing a mechanized vehicle from the Department’s fleet, it will reduce the overall operating costs in that a trailer will only require occasional maintenance and tire replacement. DISCUSSION On August 1, 2023, a Notice Inviting Bids ("Notice") was released to procure a new custom enclosed trailer for the SWAT team. Based on the initial bids received, which included three out-of-state vendors and one local vendor, a second Notice was issued on September 27, 2023. This was necessary as there was a significant disparity in bid amounts, with the highest bid at $129,900 and the lowest bid at $58,455. The purpose of the second Notice was to allow local vendors (nine in total) to submit their bids and achieve a more favorable price comparison. Ultimately, a total of seven bids were received and the results are provided below. Company Address BID Amount Phoenix Contracting 9415 Smarty Jones Dr., Ruskin FL 33573 $58,455 New Trend Custom Trailer 14690 Mallory Drive Fontana, CA 92335 $80,492 ProPac, Inc. 2465 Air Park Rd. North Charleston, SC 29406 $81,918 Garrett Custom Trailers 4420 Shopping Lane Simi Valley, CA 93063 $87,819 Blackstone Tower Partners LLC DBA Draxxon 12141 County Road 375E McLeansboro, IL 62859 $121,000 Midway Trailers 2650 County Hwy 401 Benton, MO 63736 $129,900 Nappi Fabrications LLC 1291 N. Patt St Anaheim, CA 92805 $135,843 Phoenix Contracting's bid was the most competitive and their references were checked. After careful review, it has been determined that Phoenix Contracting is the most suitable and responsive bidder, meeting all the requirements specified by the City. To cover unforeseen expenses or incidentals that may arise during the buildout process, it is recommended that a 10% contingency be included to the bid cost. Enclosed Custom Trailer Purchase Order February 6, 2024 Page 3 of 3 ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The Fiscal Year 2023-24 Equipment Replacement Budget includes $71,800 for the acquisition of one custom enclosed mobile trailer. The budget for the enclosed mobile trailer covers the entire cost at $58,455 plus the 10% contingency, which could result in a total project cost of $64,300. RECOMMENDATION It is recommended that the City Council determine that this action is not a project under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with Phoenix Contracting for the purchase of one custom enclosed mobile trailer in the amount of $58,455 and a 10% contingency for incidentals.