CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 26-027, Vehicle Emergency Lighting and Related Equipment, to The Terramar Group, Inc. DBA Fleet Safety Supply for an amount not to exceed $310,000 and for a one-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph, P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Fleet Services Division (Fleet Services) provides 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. The 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 standards, staff schedule meetings with the supplier to address questions and ensure appropriate components are ordered to meet the necessary update.
In January 2026, Fleet Services issued Bid 26-027, 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: |
January 12, 2026 |
Notices Sent: |
252 |
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Opening Date: |
February 3, 2026 |
Plan Holders: |
20 |
|
|
|
Proposals Received: |
1 |
Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
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THE TERRAMAR GROUP, INC. |
$97,190 |
The Terramar Group, Inc. (dba Fleet Safety Supply) was the sole respondent to the bid. They are the current vendor and have provided excellent service for the entire term of the current contract. The vendor attends build meetings onsite at Fleet Services, consults with City staff regarding vehicle build needs, and provides advance replacement of failed components, reducing unnecessary downtime. This year, the vendor began palletizing components by vehicle build rather than shipping mixed pallets, saving staff time inventorying components upon receipt. Staff emailed all plan holders who did not submit a bid. Three responded: two do not provide the services requested, and one responded that the project is not their core business.
Staff has reviewed proposed pricing and discounts within the bid proposal and finds them to be favorable to the City. Staff recommends awarding this contract to The Terramar Group, Inc. in the amount of $310,000 based on anticipated component needs for the first term of the contract.
A separate contract will be awarded for installation services as needed.
The term of this contract is one year from April 1, 2026, to March 31, 2027, with four 1-year options to extend.
FISCAL IMPACT:
CIP #: Various
Emergency and amber lighting and components are expensed to the Equipment Parts and Vehicle and Equipment accounts listed below. These components are expensed as both regular maintenance items and as capital items when they are included in the upfitting of a new vehicle. Public Works included $932,000 for various replacement parts in 2026. Additionally, the approved vehicle replacement budget for 2026 totals $8.3 million which will support components installed on new vehicles. The requested award of $310,000 is within the amount budgeted for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
|
31351100-541402 |
General Fund |
$932,000 |
|
40251300-551505 |
Electric Utility Fund |
$2,116,900 |
|
22252200-551505 |
Capital Projects Fund |
$1,800,731 |
|
21212200-551505 |
Capital Projects Fund |
$1,099,400 |
|
31102200-551505 |
Capital Projects Fund |
$1,467,952 |
|
30262200-551505 |
Capital Projects Fund |
$175,800 |
|
41251500-551505 |
Water Utility Fund |
$1,675,300 |