DATE: February 6, 2024
TO: Honorable Mayor and City Council
FROM: Roy Nakamura, Police Chief
By: Amber Abeyta, Management Analyst
SUBJECT: PURCHASE ORDER WITH PHOENIX CONTRACTING FOR THE
PURCHASE OF ONE CUSTOM ENCLOSED MOBILE TRAILER IN THE
AMOUNT OF $58,455 AND A 10% CONTINGENCY FOR INCIDENTALS CEQA: Not a Project
Recommendation: Approve
SUMMARY
The Fiscal Year 2023-24 Equipment Acquisition Budget provides for the replacement of a logistics trailer utilized by the Arcadia Police Department’s Special Weapons and Tactics (“SWAT”) Team. To secure the most competitive price for the trailer, a formal bidding process was conducted, resulting in Phoenix Contracting submitting the lowest bid. It is recommended that the City Council approve a Purchase Order with Phoenix Contracting for the purchase of one custom enclosed mobile trailer in the amount of $58,455 and a 10% contingency for incidentals.
BACKGROUND
The Arcadia Police Department’s Special Weapons and Tactics (“SWAT”) Team is called upon to serve high-risk search and arrest warrants; respond to incidents involving barricaded suspects; hostage rescues; active shooters; crowd control; and other situations requiring resources of a professionally trained team to maximize safety to the community and law enforcement personnel. The SWAT team utilizes numerous resources during training and active operations, including an armored rescue vehicle, a reconnaissance robot, a logistics vehicle and trailer, and other specialized equipment to complete the team’s mission.
Last year, the logistics vehicle utilized by the SWAT team was retired due to engine issues and other age-related malfunctions. In lieu of replacing the vehicle, the Department would like to purchase a customized trailer to store individual and team equipment. The trailer will have more features compared to the previous logistics vehicle, such as more storage and an electrical system to charge equipment as well as lockers, a work bench, outlets,
Enclosed Custom Trailer Purchase Order
February 6, 2024
and a generator. Moreover, by removing a mechanized vehicle from the Department’s fleet, it will reduce the overall operating costs in that a trailer will only require occasional maintenance and tire replacement.
DISCUSSION
On August 1, 2023, a Notice Inviting Bids ("Notice") was released to procure a new custom enclosed trailer for the SWAT team. Based on the initial bids received, which included three out-of-state vendors and one local vendor, a second Notice was issued on September 27, 2023. This was necessary as there was a significant disparity in bid amounts, with the highest bid at $129,900 and the lowest bid at $58,455. The purpose of the second Notice was to allow local vendors (nine in total) to submit their bids and achieve a more favorable price comparison. Ultimately, a total of seven bids were received and the results are provided below.
Company Address BID Amount
Phoenix Contracting 9415 Smarty Jones Dr.,
Ruskin FL 33573 $58,455
New Trend Custom
Trailer
14690 Mallory Drive Fontana,
CA 92335 $80,492
ProPac, Inc. 2465 Air Park Rd. North
Charleston, SC 29406 $81,918
Garrett Custom Trailers 4420 Shopping Lane
Simi Valley, CA 93063 $87,819
Blackstone Tower
Partners LLC DBA
Draxxon
12141 County Road 375E
McLeansboro, IL 62859 $121,000
Midway Trailers 2650 County Hwy 401
Benton, MO 63736 $129,900
Nappi Fabrications LLC 1291 N. Patt St
Anaheim, CA 92805 $135,843
Phoenix Contracting's bid was the most competitive and their references were checked.
After careful review, it has been determined that Phoenix Contracting is the most suitable and responsive bidder, meeting all the requirements specified by the City. To cover unforeseen expenses or incidentals that may arise during the buildout process, it is recommended that a 10% contingency be included to the bid cost.
Enclosed Custom Trailer Purchase Order
February 6, 2024
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
The Fiscal Year 2023-24 Equipment Replacement Budget includes $71,800 for the acquisition of one custom enclosed mobile trailer. The budget for the enclosed mobile trailer covers the entire cost at $58,455 plus the 10% contingency, which could result in a total project cost of $64,300.
RECOMMENDATION
It is recommended that the City Council determine that this action is not a project under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with Phoenix Contracting for the purchase of one custom enclosed mobile trailer in the amount of $58,455 and a 10% contingency for incidentals.