CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Bid 21-128, Emergency and Amber Lighting and Related Equipment, to Fleet Safety Supply Inc. for an amount not to exceed $144,986.90, and for a one-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Fleet Services Division (Fleet Services) provides in-house vehicle upfitting services for the City’s fleet of police, fire, public works, utility and inspector vehicles. As such, Fleet Services provides component installation and replacement that includes: emergency lighting, consoles, laptop docking stations, sirens, speakers, partitions, prisoner screens, traffic light preemption devices, and rifle racks. Fleet Services requires some combination of this equipment for approximately 25 units annually. That quantity varies based on the number of planned vehicle replacements, accidents, and operational changes within the fleet.
Working with the departments, Fleet Services standardizes vehicle upfitting based on operational need, safety, and regulatory requirements to maximize fleet flexibility, and minimize associated inventory and training costs. When vehicle specifications, technical advancements, regulatory requirements, or operational changes require a modification to the vehicle upfit standard, staff schedules meetings with the supplier to address questions and ensure the appropriate components are ordered to meet the necessary update.
In March 2021, the Department of Public Works - Fleet Services Division issued Bid 21-128, Emergency and Amber Lighting and Related Equipment for a supplier to provide equipment for the City’s fleet of vehicles.
DISCUSSION:
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Advertisement Date: |
03/01/21 |
Notices Sent: |
42 |
|
Opening Date: |
03/19/21 |
Planholders: |
10 |
|
|
|
Proposals Received: |
01 |
Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
|
Fleet Safety Supply |
$144,986.90 |
Staff contacted planholders requesting feedback as to why they did not submit a bid. One of the vendors did not offer some of the brands requested and does not furnish the on-site services requested in the bid. Another vendor simply missed the deadline.
Fleet Safety Supply has previously provided services for the City in the past and has performed well. Staff has reviewed proposed pricing and discounts within bid proposal and finds them to be considerably favorable to the City. Staff feels confident in awarding this contract to Fleet Safety Supply.
The term of this contract is one-year from April 1, 2021 to March 31, 2022 with four, one-year options to extend.
FISCAL IMPACT:
CIP #: N/A
Emergency and amber lighting is expensed to the vehicle and equipment accounts below. Emergency and amber lighting is budgeted as part of each equipment purchase. The requested award of $144,986.90 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31351100-541402 |
General Fund |
$895,700 |
|
31102200-551505 |
Capital Projects Fund |
$1,667,300 |
|
22252200-551505 |
Capital Projects Fund |
$1,939,500 |
|
21212200-551505 |
Capital Projects Fund |
$626,800 |
|
40251300-551505 |
Electric Utility Fund |
$360,000 |
|
41251500-551505 |
Water/Wastewater Utility |
$290,000 |
|
30262200-551505 |
Capital Projects Fund |
$0 |