TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Bruce Moe, Finance Director
Gwen Eng, Purchasing Manager
SUBJECT:Title
Award of Orders to South Bay Regional Public Communications Authority to Provide Electronics and Equipment for Eleven Previously Approved Vehicles: Six Patrol Utility Interceptors, One K-9 Interceptor and One Explorer for the Police Department and Three Public Works Vehicles, in the Amount of $97,575.51 (Finance Director Moe).
WAIVE FORMAL BIDDING, APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1) Waive formal bidding per Municipal Code Section 2.36.140 (waivers); and
2) Award an order to South Bay Regional Public Communications Authority for the budgeted electronics and equipment for eleven previously approved vehicles: six Police Patrol Utility Interceptors, one K-9 Interceptor and one Explorer for the Police Department; and three Public Works vehicles, in the amount of $97,575.51.
FISCAL IMPLICATIONS:
Funds totaling $522,563 are budgeted in the Fiscal Year 2014-2015 Fleet Management Fund for the purchase and equipping of these vehicles. Of those funds, $333,823.77 were used to procure the vehicles; $97,575.51 is needed for the essential electronics and equipment from South Bay Regional Public Communications Authority. Of the remaining budgeted funds, $91,163.72 will be used to procure graphics and any other standard equipment necessary for these vehicles.
BACKGROUND:
On January 6, 2015, the City Council approved the purchase of ten Ford vehicles: six Police patrol, one K-9 Interceptor and one Explorer for the Police Department; and one Transit Connect van and one CMax sedan for the Public Works Department. On February 3, 2015, Council approved the purchase of one GMC truck for the Public Works Department. At the time that the vehicles were approved, updated quotes for electronics and equipment from South Bay Regional Public Communications Authority had not been received. Thus, returning to the City Council for approval of these costs was anticipated and duly noted in the report.
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 set up). 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 recommends that the City Council waive formal bidding and award an order to RCC in the amount of $97,575.51 to outfit eleven previously approved vehicles: six Police Patrol Utility Interceptors, one K-9 Interceptor and one Explorer for the Police Department; and three Public Works vehicles. The equipment to be provided and installed includes light bars, cages, sirens for Police Vehicles, and caution lights and other electronics in the other vehicles.
CONCLUSION:
Staff recommends that the City Council waive formal bidding per Municipal Code Section 2.36.140 (waivers) and award an order in the amount of $97,575.51 to South Bay Regional Public Communications Authority for the equipping of eleven previously approved vehicles: six Police Patrol Utility Interceptors, one K-9 Interceptor and one Explorer for the Police Department; and three Public Works vehicles with the necessary equipment.