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HomeMy WebLinkAboutItem 11j - Purchase of Vehicle Outfitting Supplies and ServicesAward Purchase Order for Vehicle Outfitting Supplies and Services May 7, 2024 Page 1 of 3 DATE: May 7, 2024 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carlos Aguilar, General Services Superintendent SUBJECT: PURCHASE ORDER WITH BLACK & WHITE EMERGENCY VEHICLES, LLC FOR THE PURCHASE OF VEHICLE OUTFITTING SUPPLIES AND SERVICES IN THE AMOUNT OF $142,695.86 CEQA: Not a Project 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 price for outfitting supplies and services, a formal bid process was conducted and Black and White Emergency Vehicles, LLC submitted the lowest responsive bid. It is recommended that the City Council approve a purchase order with Black and White Emergency Vehicles, LLC for the purchase of vehicle outfitting supplies and services in the amount of $142,695.86, with the option of three, one-year renewals. BACKGROUND The PWSD is responsible for the purchase of fleet vehicles listed 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 placed in service. DISCUSSION Initially, a bid for emergency lighting and supplies was advertised on March 11, 2024. Award Purchase Order for Vehicle Outfitting Supplies and Services May 7, 2024 Page 2 of 3 Bids were due on March 26, 2024, but no bids were received. A Notice Inviting Bids was published once more in accordance with City Council Resolution No. 7483, and bid packages were distributed to eight vehicle outfitting vendors. On April 16, 2024, the City Clerk opened one sealed bid with the following results: Company Location Bid Amount Black & White Emergency Vehicles, LLC Azusa, CA $142,695.86 Staff contacted the vendors that received the notice inviting bids to find out why they did not submit a bid. The responses received indicated that vendors either did not have the ability to provide all of the emergency lighting and supplies needed, they are providing these items to other agencies and are backlogged, or they were not interested in responding to the bid. The City has worked with Black & White Emergency Vehicles, LLC since 2013 and they have consistently provided the lowest pricing on other project bids. The bid document received by Black & White Emergency Vehicles, LLC was reviewed for content and the vendor’s ability to meet the City’s needs as described in the bid specifications. Based on the evaluation of the bid, it was concluded that Black and White Emergency Vehicles, LLC is a responsive bidder. Given the routine nature of this agreement, it is recommended that the optional three, one-year extensions be at the discretion of the City Manager, without the need for additional City Council approval. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Sufficient funds have been budgeted in each Department’s proposed Fiscal Year 2024- 25 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 under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with Black and White Emergency Vehicles, LLC for the purchase of vehicle outfitting supplies and services in the amount of $142,695.86, with the option of three, one-year renewals at the discretion of the City Manager. Award Purchase Order for Vehicle Outfitting Supplies and Services May 7, 2024 Page 3 of 3