REPORT TO MAYOR AND COUNCIL

Transcription

1 AGENDA ITEM NO. 3.l REPORT TO MAYOR AND COUNCIL TO THE HONORABLE MAYOR AND COUNCIL: DATE: January 22, 2013 SUBJECT: AWARD OF CONTRACT FOR RFB #2250, ANNUAL CONTRACT FOR BUILD- OUT SERVICES FOR POLICE VEHICLES ON AN AS-NEEDED BASIS (VEHICLE REPLACEMENT FUND) Report in Brief Bids were opened on Thursday, December 13, 2012, at 1:00 p.m. for Request for Bid (RFB) #2250 to build-out new police vehicles (i.e., install all of the unique equipment that transforms a regular vehicle into a police vehicle). Three vendors submitted bids. A vendor was selected as the lowest bidder by applying the best value concept per City Municipal Code. Staff recommends that City Council select Pursuit North as the lowest responsive bidder by applying the best value concept per City Municipal Code, and award a contract for build-out services for police vehicles (RFB #2250) on an as-needed basis to Pursuit North of Martinez for $69, Background Replacement of worn-out vehicles is an on-going effort to sustain fleet reliability and maintainability. Replacing vehicles at the end of their useful life saves the City money, reduces vehicle out-of-commission time, and helps ensure safety. Vehicles being replaced are no longer economically maintainable. When the vehicle being replaced is a police vehicle, the City must add in all of the unique equipment necessary to support policing efforts; this is referred to as building-out a police vehicle. The City s adopted budget assumes the build-out of twenty law enforcement vehicles as part of the FY annual vehicle replacement program. Building-out a new police vehicle involves installation of necessary equipment such as emergency lights, siren, radios, public address system, MDS computer screen, keyboard, center console, gun mounts, rear seat partition, and prisoner transport seat. The City has a total of 109 law enforcement vehicles in the replacement program. These vehicles are replaced at approximately 6-10 years of service or 100,000 miles. Discussion On Thursday, November 13, 2012, five potential vendors, including one local vendor, were solicited for bids on RFB #2250 to build new police vehicles (Attachment B). No addenda were issued to RFB #2250.

2 AWARD OF CONTRACT FOR RFB #2250, ANNUAL CONTRACT FOR BUILD-OUT SERVICES FOR POLICE VEHICLES ON AN AS-NEEDED BASIS January 22, 2012 Page 2 Three submittals were received for RFB #2250. On Thursday, December 13, 2012, at 1:00 p.m., the submittals received were opened by the City Clerk s office. None of the vendors claimed the local vendor preference allowed under Policy and Procedure No The bid tabulation is enclosed as Attachment A. Two vendors submitted bids that were within $311 of each other. Emergency Vehicle Specialists, Inc. of Hollister submitted a bid of $69, Pursuit North of Martinez submitted a bid of $69, Cop Shop Installations bid was significantly higher at $75, A detailed analysis of the various bid costs are enclosed as Attachment C. Pursuit North had a slightly higher bid ($311 or 0.45%) than Emergency Vehicle Specialists Inc. of Hollister. Despite this, Pursuit North has demonstrated its character, integrity, reputation and efficiency to the City since it began building police vehicles in Staff recommends that the City Council select Pursuit North as the lowest responsive bidder by applying the best value concept per City Municipal Code. City Municipal Code Section allows an award of contract under the best value concept as described below. City of Concord Municipal Code Article VIII, Section states in part: (e) Award of contract. The contract shall be awarded to the lowest responsive bidder. In determining the "lowest responsive bidder," the city will apply the best value concept. Criteria for determining low bids shall include, but not be limited to, the following: (1) The ability, capacity, and skill of the bidder to perform the contract or provide the supplies, services, or equipment required; (2) The ability of the bidder to provide the supplies, services, or equipment promptly or within the time specified without delay or interference;(3) The character, integrity, reputation, judgment, experience, and efficiency of the bidder;(4) The quality of the bidder's performance on previous purchases or contracts with the city;(5) The ability of the bidder to provide future maintenance, repair, parts, and services for the use of the supplies purchased. Pursuit North has had the contract to build-out City of Concord police vehicles since July 1, Staff believes that Pursuit North s greater understanding of the City s need will result in fewer phone calls and staff involvement in the process. In short, Pursuit North will have no learning curve and the firm has successfully met the City s expectations and their agreed commitments as measured through past performance. Staff believes these two factors outweigh the $311 difference in bid price and demonstrate that Pursuit North provides the best value, as allowed under our ordinance, and should be selected as the lowest bidder.

3 AWARD OF CONTRACT FOR RFB #2250, ANNUAL CONTRACT FOR BUILD-OUT SERVICES FOR POLICE VEHICLES ON AN AS-NEEDED BASIS January 22, 2012 Page 3 Fiscal Impact The replacement of vehicles is included in the Council approved FY2013 Annual Vehicle Replacement Program. Public Contact Five potential vendors were solicited to submit their bids on November 13, Notice of RFB #2250 was also sent to the Concord Chamber of Commerce. The notice was also posted in the Finance Office lobby and on the City s website. Recommendation for Action Staff recommends that City Council select Pursuit North as the lowest responsive bidder by applying the best value concept per City Municipal Code, and award a contract for build-out services for police vehicles (RFB #2250) on an as-needed basis to Pursuit North of Martinez for $69, Prepared by: Jeff Roubal Fleet Manager Jeff.Roubal@cityofconcord.org Valerie J. Barone Interim City Manager Valerie.Barone@cityofconcord.org Reviewed by: Justin Ezell Director of Public Works Justin.Ezell@cityofconcord.org Attachment A: Bid Results for RFB #2250 Attachment B: Bid List for RFB #2250 Attachment C: Cost Analysis for RFB #2250

4 City of Concord Bid Sheet PROJECT RFB #2250 Annual Contract for Build-Out Services for Police Vehicles on an As-Needed Basis Bid Opening: Thursday, December 13, :00 p.m. City Manager's Conference Room Engineer s Estimate: $70,000 To be awarded: TBD COMPANY Emergency Vehicle Specialists, Inc. 300 Park Center Drive, Ste. 5 Hollister, CA Pursuit North 880 Howe Road, Suite A Martinez, CA Cop Shop Installations 1257 Hassett Ave. Yuba City, CA TOTAL BID $69, $69, $75, Contact: Jeff Roubal and Anthony Fierros x3147

5 RFB #2250 ANNUAL CONTRACT FOR BUILD-OUT SERVICES FOR POLICE VEHICLES ON AN AS-NEEDED BASIS BID LIST Autos International Attn: Gary Ph: Fx: Cop Shop Installations Inc Attn: Ned Whisler Jr Ph: Fx: Future Ford Attn: Sandy Zukowski Ph: Fx: Lehr Auto Attn: Frank Ruiz Ph: Fx: Pursuit North Ph: Fx: cc: Jeff Roubal Concord Chamber of Commerce

6 RFB #2250 ANNUAL CONTRACT FOR BUILD-OUT SERVICES FOR POLICE VEHICLES ON AN AS-NEEDED BASIS BID RESULTS - OPENED: DECEMBER 13, 2012, 1:00 P.M. Item, Cost Emergency Vehicle Specialists, Hollister, CA Pursuit North, Martinez, CA Cop Shop Installations, Yuba City A. Labor Strip out inoperable old patrol car $ $ $ B. Labor- Strip out operable old patrol car C1. LITLITE, 12"RHEO (LF12ERB) C2. 2 Faceplate (Troy FP-C3NARROW) C3. Driver-Side silicone edge guard (AC NPR(D)-07) C4. Setina full lower extension panel model # PP0055 C5. Replace foam around Setina Rear Partition C6. Add filler bar above the top of Setina Rear Partition C7. Troy Products 2" Leather arm pad on 2" face plate (FP-ARM) C8. Gunlock Timer (RC-15-Gun-Alarm) C9. C06 Aluminum Mounting Rail (AC FPMNT4) C10. Radio Timer (RC-40-1 hour) to be located behind passenger-side kick panel feeding 3-outlet fuse block: radio head, map light, flashlight charger C11. Code 3 speaker and bracket (C3100CV2) C12. Two 17 MB8U coaxial cables C13. Rhino push bumper (GR5038) C14. Prostraint prisoner transport seat model CS2191 C15. Park siren deactivator by Federal Signal (FS-UPKM3) C16. SoundOff plugin headlight flasher (ETHIFPO-06) C17. Install package wiring loom, fuse block, hardware (Builds must use only new wire-not factory installed wire) Total, C D. Labor to Build New Patrol Car EXTENDED TOTAL A EXTENDED TOTAL B EXTENDED TOTAL C EXTENDED TOTAL D EXTENDED TOTAL E (other costs) SUM GRAND TOTAL