CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year Three to Contract 21-128.3, Emergency and Amber Lighting and Related Equipment, to Fleet Safety Supply, Inc. for an amount not to exceed $225,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Council awarded Contract 21-128 to Fleet Safety Supply, Inc. on April 7, 2021 for a one-year term from April 1, 2021 to March 31, 2022, with four, one-year options to extend.
The purpose of this contract is to procure replacement and installation of components, such as: emergency lighting and devices, storage and partitions, and laptop docking stations. The Department of Public Works - Fleet Services Division provides in-house vehicle upfitting services for the City’s fleet. By working with City departments, Fleet Services can standardize vehicle upfitting based on operational, safety, and regulatory needs to maximize fleet flexibility and minimize associated inventory and training costs.
On March 1, 2022, the City Council awarded Option Year One from April 1, 2022 through March 31, 2023. On April 18, 2023, the City Council awarded Option Year Two from April 1, 2023 through March 31, 2024.
DISCUSSION:
During the original term and extension years of the contract, Fleet Safety Supply processed more than 40 orders per year. Fleet Safety Supply maintains build lists by operational use, aiding City staff in our goal to standardize builds. Fleet Safety Supply consults with City staff as needed to review operational needs and regulatory compliance requirements that impact upfitting. The vendor attends onsite meetings at Fleet Services, offers advance replacement of failed components, and coordinates with staff to ensure component availability for upcoming vehicle builds.
Based upon the vendor’s performance, Fleet Services recommends extending the contract for the third option year. Fleet Safety Supply has agreed to maintain the rates and terms provided under the contract.
The term of the third option year is April 1, 2024 to March 31, 2025, with one, one-year option remaining on the agreement.
FISCAL IMPACT:
CIP#: Various
Emergency and amber lighting is budgeted as part of the equipment purchase accounts across the respective funds listed below. Amounts are expensed based on respective vehicle requiring parts/ repairs. The requested award of $225,000 is within the amount budgeted for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31351100-541402 |
General Fund |
$900,000 |
|
*2200-551505 |
Capital Projects Fund |
$5,467,219 |
|
40251300-551505 |
Electric Utility Fund |
$2,186,000 |
|
41252000-551505 |
Water Capital Fund |
$1,268,326 |