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HomeMy WebLinkAboutItem 09i - Vehicle Outfitting Supplies and Services PO ExtensionPurchase Order Extension for Vehicle Outfitting Supplies and Services
May 6, 2025
Page 1 of 2
DATE: May 6, 2025
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Carlos Aguilar, General Services Superintendent
SUBJECT: EXTENSION TO THE PURCHASE ORDER WITH BLACK & WHITE
EMERGENCY VEHICLES, LLC FOR THE PURCHASE OF VEHICLE
OUTFITTING SUPPLIES AND SERVICES IN THE AMOUNT OF
$156,965.45
CEQA: Not a Project
Recommendation: Approve
SUMMARY
On May 7, 2024, the City Council approved a purchase order with Black & White
Emergency Vehicles, LLC, for the purchase of vehicle outfitting supplies and services.
Black & White Emergency Vehicles, LLC has reached the end of their purchase order
contract and has submitted a written offer to extend for an additional year. The extension
reflects a 10%, or $14,269.59, cost of living adjustment to offset an increase in labor and
equipment costs affecting the industry. This will be Black & White Emergency Vehicle’s
first contract extension. All other terms and conditions will remain in effect.
Based on the excellent level of service provided by Black & White Emergency Vehicles,
LLC during the previous year, it is recommended that the City Council approve a one-
year purchase order extension for the purchase of vehicle outfitting supplies and services,
in the amount of $156,965.45.
BACKGROUND
The Public Works Services Department (“PWSD”) is responsible for the purchase of fleet
vehicles listed in the City’s 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, lights,
and sirens. The service trucks and other miscellaneous vehicles are sent to the vendor
to be equipped with safety lights and a two-way radio. After the vendor has installed all
outfitting related equipment, the vehicle is placed in service.
Purchase Order Extension for Vehicle Outfitting Supplies and Services
May 6, 2025
Page 2 of 2
DISCUSSION
On May 7, 2024, the City Council approved a purchase order with Black & White
Emergency Vehicles, LLC, with three optional one-year extensions, for the purchase of
vehicle outfitting supplies and services. Black & White Emergency Vehicles, LLC, has
reached the end of their purchase order contract and has submitted a written offer to
extend for an additional year. The offer reflects a 10%, or $14,269.59, adjustment to offset
an increase in labor and equipment costs affecting the industry.
Several items and equipment used in vehicle outfitting are imported from other countries
and are anticipated to be affected by the recently implemented tariffs. Black & White
Emergency Vehicles, LLC, is expecting higher prices from its suppliers, which has led to
the higher-than-average price increase. Nevertheless, Black & White Emergency
Vehicles, LLC has consistently provided the lowest pricing on other project bids and has
continued to provide excellent service to the City since 2013.
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 2025-
26 Equipment Replacement Fund for the purchase of vehicle outfitting supplies and
services.
RECOMMENDATION
It is recommended the City Council determine that this action is not a project under the
California Environmental Quality Act (“CEQA”); and approve an extension to the
Purchase Order with Black & White Emergency Vehicles, LLC for the purchase of vehicle
outfitting supplies and services in the amount of $156,965.45.