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HomeMy WebLinkAbout _ 4.9(b)--Authorize Sole Source Agreement CITY OF REDDING REPORT TO THE CITY COUNCIL Recommendation Authorize the Redding Police Department to sole source an agreement with Emergency Vehicle Outfitting Company in the amount not to exceed $200,000 annually, for two years to outfit vehicles with the needed equipment. Fiscal Impact Redding Police Department (RPD) will use a portion of the American Rescue Plan Act (ARPA) funding to outfit patrol vehicles. There is no fiscal impact to the General Fund. Alternative Action The City Council could choose to not authorize entering into an agreement with Emergency Vehicle Outfitting Company (EVOC) for outfitting vehicles and provide staff with alternative direction. Background/Analysis Just as it has been difficult to purchase vehicles over the last several years, it has also been extremely difficult to have vehicles outfitted in a timely manner. While some of the delays have been due to supply chain issues caused by COVID-19, it has also been difficult to find reliable installers. In April 2022, RPD went out to bid for vehicle outfitting of seven vehicles and received four bids. The award was given to a company out of Chico, CA. While this company came highly recommended, there were several issues with the installation of the equipment t hat delayed vehicles being completed and put into service. In June 2023, after five of the seven vehicles were completed, it was decided to terminate the contract with them and find another resource to complete the last two of this lot. Since that time, RPD has acquired two additional vehicles that need outfitting. In addition, RPD anticipates purchasing a large number of vehicles that will need to be outfitted. With the length of time it takes to receive the new vehicles, it is MEETING DATE: August 15, 2023 ITEM NO. 4.9(b) FROM: ***APPROVED BY*** bschueller@reddingpolice.org btippin@cityofredding.org SUBJECT: 4.9(b)--Authorize a Sole Source Agreement with Emergency Vehicle Outfitting Company for Vehicle Outfitting for the Redding Police Department Bill Schueller, Chief of Police Report to Redding City Council August 4, 2023 Re: 4.9(b)--Authorize Sole Source Agreement Page 2 necessary to establish a vendor who can provide the necessary work in a timely manner. The estimate of work that currently needs to be completed totals approximately $70,000. It is estimated that outfitting the additional vehicles to be purchased over the next several years could total as much as $200,000. One of the bids received in April 2022 was from EVOC, the only local bidder. At the time of the bid request, EVOC was a fairly new business and did not have the resources to be competitive with the other bidders. Since that time, EVOC has established their business and have the capacity to provide the services that are needed. Over the last year, EVOC has successfully completed several small jobs for RPD as well as several other City departments and has proven their ability to do the work. RPD would like to sole source to EVOC for the next two years in an annual amount not to exceed $200,000. The terms of the agreement would be set for the two-year period at $100 per hour for labor and discounted prices off the manufacturer’s s uggested retail prices (MSRP) as outlined on the attached fee schedule. After the two years, RPD would go back out to bid to determine if the market has changed for these services. While it is not the normal practice to sole source this work, authorizing this agreement will allow RPD to ensure the services are available when needed with a local company. Environmental Review Entering into this contract is not a project as defined by the California Environmental Quality Act, therefore, no further action is required at this time. Council Priority/City Manager Goals • Public Safety – “Work to improve all aspects of public safety to help people feel secure and safe where they live, work, and play in the City of Redding.” Attachments ^EVOC Fee Schedule Emergency Vehicle Outfitting Company EVOC 463 Belvedere Drive Redding, CA 96003 Fee Schedule for Redding Police Department Fees for service are as follows: Labor Rate: $100 per hour Equipment costs are based on a discounted rate from each manufacturer’s MSRP as outlined below. Manufacturer % off MSRP Whelen 25-30% Federal Signal 30-40% Troy Products 15% Setina 20% SoundOff Signal 30-40% The fees on this schedule will remain the same for the term of the agreement.