Agenda Item No. 6H May 23, Honorable Mayor and City Council Attention: Jeremy Craig, Interim City Manager

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1 Agenda Item No. 6H May 23, 2017 TO: FROM: SUBJECT: Honorable Mayor and City Council Attention: Jeremy Craig, Interim City Manager John Carli, Chief of Police (Staff Contact: Sgt. Adam Senf, (707) ) RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VACAVILLE APPROVING THE PURCHASE OF THE MOBILE INCIDENT COMMAND CENTER, IN THE AMOUNT OF $138, AND DISPOSAL OF EXISTING TWO-UNIT MOBILE COMMAND CENTER DISCUSSION: The Vacaville Police Department currently uses a two-vehicle system to establish a Mobile Incident Command Center during critical incidents and special projects within the City of Vacaville. A 1990 Ford F-Series Super Duty Truck and a 33 foot-long 2002 Layton Fifth-Wheel Extended Bay Trailer comprise the two-vehicle system Our current two-vehicle system presents several challenges to the police department in that both vehicles are dated and worn. The Ford truck used to tow the command trailer is nearly 25- years-old, making it difficult to maneuver and safely operate while traversing the city terrain. Maintenance and service of both vehicles are frequent and costly due to the advanced age of both vehicles and the unique and significant challenges posed by a two-vehicle Mobile Incident Command Center (MICC) system. Additionally, the truck used to tow the trailer is not safe to drive above 50 MPH. The use of a two-vehicle system presents unique problems in training officers and deploying the MICC in towing safety, particularly with the level of difficulty found backing the trailer into locations other than large, open parking lots. The two-vehicle configuration has drastically limited the areas available to store the MICC. The two-vehicle system also requires greater effort and time to setup when deployed to a critical incident or significant event. In most instances, this configuration requires at least two or three officers to set up and dismantle. The ability to redeploy to a new, secondary location requires a minimum of 15 minutes to configure the vehicles into a travel-ready mode for redeployment. During the recent fires of 2016, staff was unable to deploy the MICC, due to the difficulty in maneuvering it within the affected areas and the inability to quickly reposition the unit if the need to move it was present. During the recent heavy rains of late 2016 and early 2017, we discovered the trailer developed several leaks in the roof and side panels. These leaks have caused standing water to accumulate in the carpets of the rooms within the trailer. Mold appears to be forming under the carpeted areas of the trailer. If the MICC was not damaged and in better condition, it could have been used by the Public Works and Fire Departments to work in the field during the winter storms. The MICC is used for many deployments each year. These deployments are in addition to the 5-10 tactical operations and critical incident situations the police department typically responds to every year. Additionally, our MICC is a high-profile asset that represents the Vacaville Police Department and the City of Vacaville during numerous community events. Our Community Engagement Section uses the MICC during several community events each year. These

2 include National Night Out, Kid Fest, Child Safety Days, Festival of Trees, Health and Safety Fairs, Vacaville Museum Children s Party, Crime Stopper Fundraiser, career fairs, and the Celebrate Seniors Expo. Due to the condition of the MICC and the complications of the current vehicle system configuration, the department has not been able to use the vehicle for some of these events in recent years. The Vacaville Police Department s intent is to replace this two-vehicle configuration with a safer, more efficient single-vehicle MICC. The most widely used options for this type of vehicle are either a refitted Class A style recreation vehicle (RV) or a purpose-built incident command vehicle. The current two-vehicle Command Center will be taken out of service and sold. We have researched manufacturers that build custom designed vehicles or purpose-built vehicles as mobile command centers and found they range in cost from $300,000 to $800,000. Based on our minimum specifications and needs, a purpose-built vehicle would cost approximately $400,000 and would take months to build. A Class A RV is a more viable alternative for our department s size and budget while still supporting our operational needs. An RV is much easier to drive on the streets of Vacaville and can be deployed by one officer within five minutes of arrival at the incident location. Redeployment of the MICC can also be done quickly and with only one officer. This increase in efficiency is due to the RV being self-contained and highly automated. The department has identified the Fleetwood Bounder 35P as being the model that best fits the needs of the department and the community. The Vacaville Police Department has worked with the City s purchasing agent in the Finance Department to conduct a request for proposal (RFP) on this particular model vehicle. This RFP was sent out to two local RV dealers as well as two dealers outside of our county. The only responding dealer was La Mesa RV in Davis, CA. Their bid was $138, In conducting a general internet search, we estimated this bid to be approximately $10,000 cheaper than any other listed vehicle of this model available in the nation. FISCAL IMPACT: The total cost of the Mobile Incident Command Center is $138, with no net impact to the General Fund. The Vacaville Police Department will utilize $50,000 from the State Asset Forfeiture Fund and the remaining $88, from the Serious Traffic Offender Program. Any proceeds from the disposal of the current two-unit Command Center will offset these costs and be returned to the General Fund. RECOMMENDATION: By simple motion, adopt the subject resolution. ATTACHMENTS: Resolution Action Item Attachment 1: RFP Request Issue to Dealerships Attachment 2: Bid Quote Received from La Mesa RV

3 RESOLUTION NO RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VACAVILLE APPROVING THE PURCHASE OF THE MOBILE INCIDENT COMMAND CENTER, IN THE AMOUNT OF $138, AND DISPOSAL OF EXISTING TWO-UNIT MOBILE COMMAND CENTER WHEREAS, The Vacaville Police Department currently maintains a two-vehicle Mobile Incident Command Center (MICC) to respond to regional incidents, support tactical operations, and provide a police presence at local events; and WHEREAS, The truck used to tow the current MICC trailer is approximately 25-years-old, and there are signs of mold forming in the trailer; and WHEREAS, The current MICC configuration inhibits the ability of the police department to utilize it in common emergency response scenarios and requires multiple officers a minimum of 15 minutes to set up or dismantle for redeployment; and WHEREAS, The police department received a bid for a new MICC that is $10,000 cheaper than any other listed vehicle of this model available in the nation and the configuration allows for one officer to deploy the MICC within five minutes; and WHEREAS, The purchase of a new MICC will be entirely funded using the State Asset Forfeiture Fund and the Serious Traffic Offender Program. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Vacaville does hereby approve the purchase of the Mobile Incident Command Center (MICC) in the amount of $138, I HEREBY CERTIFY that the foregoing resolution was introduced and passed at a regular meeting of the City Council of the City of Vacaville, held on the 23rd day of May, 2017 by the following vote: AYES: NOES: ABSENT: ATTEST: Michelle A. Thornbrugh, City Clerk

4 CITY OF VACAVILLE POLICE DEPARTMENT CALIFORNIA INVITATION FOR BID FOR CLASS A VEHICLE BID OPENING DATE: May 1, 3:00 PM LOCATION: City of Vacaville 650 Merchant Street Vacaville CA 95688

5 CITY OF VACAVILLE GENERAL BID CONDITIONS Bids must be submitted on the attached form with specifications attached and returned in its entirety. Bids will be accepted by facsimile machine. (707) Bids must bear original signatures and figures. Bids received late, incomplete, or incorrect will not be acknowledged. Any term discounts should be noted on bid quotation form. The successful bidder will be required under the Federal Income Tax Law to provide the City of Vacaville with their current Taxpayer Identification Number (TIN). Inspection must be approved prior to payment. Any questions pertaining to this bid packet should be directed to: Keith Butler, Buyer Administrative Services 707/

6 GENERAL INFORMATION The City of Vacaville is seeking bid quotations for the procurement of a 2017 Fleetwood Bounder 35P, to be used by the City of Vacaville s Police Department. This vehicle will be used by the Vacaville Police Department Employees Fleetwood Bounder 35P Specifications Length: 35 feet Slide(s): Four. Engine: Ford V10 6.8L. Fuel type: Gas. Interior: Eclectic Bronze or similar. Exterior: Chocolate Malt or similar. Wood: Autumn Wheat or similar. Delivery must be made 3 weeks after receipt of order. Bid Package Questions: Keith Butler, Buyer City of Vacaville 650 Merchant Street Vacaville, CA (707) keith.butler@cityofvacaville.com

7 Right of Rejection The CITY reserves the right to reject any or all Quotations received as a result of this request. The CITY will not pay for any information contained in the Quotations obtained from participating firms. The CITY is not liable for costs incurred by firms prior to issuance of a contract. The CITY also may negotiate separately with any source in any manner necessary to serve the best interest of the CITY. How to Submit Quotations In order for Quotations to be examined and evaluated, the CITY is requesting one (1) copy of the Quotation. Quotations must be received no later than May 1, 2017, at 3:00 P.M. at: City of Vacaville Purchasing Department 650 Merchant Street Vacaville, CA Attn: Class A Vehicle Once submitted, the Quotations and any supplementary documents become the property of the City of Vacaville. The CITY reserves the right to accept the Quotation that it considers to be in the best interest of the CITY, and to negotiate with any qualified firm chosen. PROPOSAL EVALUATION The City of Vacaville shall evaluate all proposals using the factors listed below and shall select the proposal that represents the best value to the City of Vacaville. Price (100%) Price will be evaluated on the basis of being advantageous to the City of Vacaville.

8 INVITATION FOR BID QUOTATION TO: City of Vacaville Purchasing Department 650 Merchant Street Vacaville CA FOR: Class A Vehicle The undersigned being familiar with the supplied bid specifications hereby proposes and agrees to supply the specified services to the City of Vacaville for the price as follows Fleetwood Bounder 35P $ CA State sales 7.625% Discount Shipping and Handling TOTAL PRICE $ $ $ $ Please return this bid to the City of Vacaville, Purchasing Department, 650 Merchant Street Vacaville, CA on or before May 1, The words Bid Class A Vehicle shall be clearly printed on the outside of the envelope. Please return the bid in its entirety. Bids shall remain in effect for thirty (30) days from the date of bid opening. NOTE: Bids will be opened promptly at 3:00 p.m. on May 1, 2017, located at 650 Merchant Street, Vacaville CA. Late or incomplete bids will not be accepted. It is understood that this is an invitation for bid and that the City of Vacaville reserves the right to reject any and all bids, to purchase goods and services offered other than the lowest in purchase price, and to waive any informalities or irregularities in any bid which it may deem to be in the best interest of the City of Vacaville. SIGNATURE FIRM NAME ADDRESS PHONE PRINT NAME TITLE CITY/STATE FAX CITY Business License Number Taxpayers Identification Number (TIN) Any questions pertaining to this bid packet should be directed to: Keith Butler, Buyer Administrative Services 707/

SALE OF DUAL PURPOSE POLICE MOTORCYCLES

SALE OF DUAL PURPOSE POLICE MOTORCYCLES STAFF REPORT MEETING DATE: July 24, 2012 TO: City Council 75 Rowland Way #200 Novato, CA 94945-3232 (415) 899-8900 FAX (415) 899-8213 www.ci.novato.ca.us FROM: James Berg, Chief of Police PRESENTER: James