CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year #4 to Contract 21-128, Emergency and Amber Lighting and Related Equipment, to Fleet Safety Supply, Inc. for an amount not to exceed $310,000
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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, Emergency and Amber Lighting and Related Equipment 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.
On March 1, 2022, the City Council awarded Option Year #1, Option Year #2 was awarded on April 18, 2023, and on February 6, 2024, the City Council awarded Option Year #3 from April 1, 2024, through March 31, 2025. The City Council awarded Change Order #1 to increase the total award to $380,000 for that option year on January 21, 2025.
The purpose of the contract is to procure replacement and installation components such as emergency lighting and devices, storage and partitions, push bumpers, and laptop docking stations. The Department of Public Works - Fleet Services Division provides in-house vehicle upfitting services for the City’s fleet. Working with departments, Fleet Services standardizes vehicle upfitting based on operational, safety and regulatory needs.
DISCUSSION:
Throughout the original term, and extension years of the contract, Fleet Safety Supply has processed between 40 to 70 orders per year within the terms of the contract. Fleet Safety Supply maintains build lists by operational use, aiding City staff in the goal of standardizing builds. The vendor consults with City staff as needed to review operational needs and regulatory requirements that impact upfitting, attends onsite meetings for no charge, 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 fourth Option Year. Fleet Safety Supply has agreed to maintain the rates and terms provided under the contract. The term of the fourth Option Year is April 1, 2025, to March 31, 2026, with no option years remaining.
FISCAL IMPACT:
CIP#: Various
Emergency and amber lighting is expensed to the Equipment Parts and Vehicles and Equipment accounts listed below. Some of these purchases are made to upfit new and replacement vehicles and are expenses against the replacement budgets. While other items are purchased as general repair parts, those expenses are captured in the operating budget. The requested award of $310,000 is within the amount budgeted for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31351100-541402 |
General Fund |
$932,000 |
|
*2200-551505 |
Capital Projects Fund |
$5,867,433 |
|
40251300-551505 |
Electric Utility Fund |
$2,274,316 |
|
41251500-551505 |
Water Utility Fund |
$1,500,600 |