TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Steve S. Charelian, Finance Director
Julie Bondarchuk, Financial Controller
Mario Hernandez, Purchasing Supervisor
SUBJECT:Title
Consideration of Ratification of Purchase from South Bay Regional Public Communications Authority to Provide Electronics and Equipment for Seven Budgeted Patrol Utility Interceptors Vehicles for the Police Department in the Amount of $129,124.02 and Appropriate $129,124.02 from the Fleet Management Fund (Finance Director Charelian).
A) RATIFY PURCHASE
B) APPROPRIATE FUNDS
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
A) Ratify the purchase of electronics and radio equipment for seven patrol utility interceptor vehicles from South Bay Regional Public Communications Authority in the amount of $129,124.02.
B) Appropriate $129,124.02 from the Fleet Management Fund
FISCAL IMPLICATIONS:
In Fiscal Year (FY) 2022-2023, funds totaling $419,691 were budgeted in the Fleet Management Fund for the purchase and outfitting of seven Ford Interceptors, which were secured via purchase order for $289,691. The vehicles were sent to South Bay Regional Public Communications Authority to be outfitted with essential electronics and radio equipment. The outfitting work was completed early in FY 2023-2024 and the City received an invoice for the purchase of equipment in September 2023. Given the timing of the circumstances, the appropriation for the purchase of electronics and radio equipment was not carried forward; therefore, staff now requests that the City Council ratify the purchase of equipment for outfitting seven Ford Interceptors and authorize an appropriation of $129,124.02 from the Fleet Management Fund.
BACKGROUND:
On January 17, 2023, the City Council approved the purchase of seven Police patrol vehicles for the Police Department. South Bay Regional Public Communications Authority has outfitted the seven vehicles at a cost of $129,124.02 and has invoiced the City for reimbursement of the installed equipment.
DISCUSSION:
The City is a member/owner agency of the South Bay Regional Public Communications Authority (also known as RCC). In addition to providing 9-1-1 emergency dispatching, RCC also outfits City vehicles with the necessary electronics and equipment. As a member agency, no labor is charged, and parts are supplied at cost. Consequently, the cost of having RCC perform service is less expensive than outside contractors.
Another benefit to using RCC is that their staff stays current with new innovations that occur in the industry, and products are field tested before a recommendation is made. The standardized installation of components in the City’s vehicles benefits City staff as they move from one car to the next, since the equipment is always in the same location (using other installers may result in different configurations and variations from the standardized setup). It also aids our fleet maintenance staff with troubleshooting since each vehicle is set up exactly the same. Finally, RCC’s staff maintains and repairs this equipment until it is retired, performs on-site service, and keeps backup components, which lessens vehicle downtime.
For these reasons, staff continues to use RCC for the outfitting of City vehicles. Once ratification is approved, staff will issue a purchase order so that a payment can be issued to South Bay Regional Public Communications Authority in the amount of $129,124.02.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this item.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Staff Report - January, 17 2023