ADMINISTRATIVE REPORT
MEETING DATE: April 22, 2026 AGENDA CATEGORY: Consent - Resolutions TO: Honorable Mayor and City Council
FROM: Randy McKeegan, Finance Director
DATE: April 9, 2026
SUBJECT: Dispense with bidding for the purchase of driving simulators and training services.
1. Resolution determining that driving simulators and training services cannot be reasonably obtained through the usual bidding procedures and authorizing the Finance Director to dispense with bidding therefore, not to exceed $211,690.
2. Agreement with Driver Training Solutions, LLC, (not to exceed $211,690) to install driving simulators and to provide driving simulator training services for a one-year term.
3. Authorize staff to approve, as necessary, up to $5,000 in City-controlled contingency for unforeseen conditions encountered during the installation and training process.
RECOMMENDATION:
Staff recommend adoption of the resolution and approval of the purchase and Agreement.
BACKGROUND:
The Police Department and Solid Waste Division within the Public Works Department operate vehicles in high-risk, high-frequency driving environments. These roles require navigating dense traffic, operating under time constraints, and working in close proxi mity to pedestrians and public infrastructure. As a result, vehicle-related incidents are a leading cause of injuries, fatalities, and financial losses. In addition to safety concerns, accidents involving City owned vehicles create substantial costs through fleet damage, public property damage, liability claims, and service disruptions. The TranSim VS8 Trucking Simulator and the PatrolSim8 Law Enforcement Driving Simulator along with training services offered by Driver Training Solutions, LLC, provide a proactive, cost-effective solution to mitigate these risks.
Refuse collection is consistently ranked among the most dangerous occupations in the United States, with fatality rates of approximately 40–42 deaths per 100,000 workers. A significant portion of these incidents are directly tied to vehicle use. The National Institute for Occupational Safety and Health reports that 67% of fatalities in refuse collection involve vehicles, including collisions, rollovers, and workers being struck by trucks.
Police officers face a different but equally costly risk profile. Studies show that in the United States there are an estimated 59,000 police vehicle crashes annually, demonstrating that vehicle incidents represent one of the most common sources of loss in law enforcement operations.
The TranSim VS8 Trucking Simulator and the PatrolSim8 Law Enforcement Driving Simulator along with training services provided by Driver Training Solutions are widely regarded as industry-leading due to their combination of advanced technol ogy, customization, and measurable training outcomes. Their systems are specifically designed for high -risk municipal applications, allowing departments such as the Police Department and Solid Waste Division within the Public Works Department to train in r ealistic, scenario- based environments that replicate the exact challenges drivers face in the field. Unlike generic training programs, Driver Training Solutions integrates data tracking and performance analytics, enabling agencies to identify risky behavio rs, monitor improvement over time, and ensure accountability across their workforce. Additionally, their simulators can be tailored to reflect local routes, vehicle types, and operational hazards, making the training directly relevant and immediately appli cable. This blend of realism, adaptability, and data-driven evaluation positions Driver Training Solutions at the forefront of the
driver safety training industry, particularly for public sector fleets seeking to reduce accidents, lower costs, and improve overall operational safety.
The City municipal code section 3.20.060(D)(2) allows the City to dispense with bidding when it is determined that work, supplies, equipment or materials can only be reasonably be obtained from one vendor because of restricted availability of such work, supplies, equipment or materials.
Staff have determined that Driver Training Solutions, LLC. is specialized provider offering unique driving simulators and training services. Driver Training Solutions, LLC, has been identified a s the sole -source provider of the TranSim VS8 Trucking Simulator and the PatrolSim8 Law Enforcement Driving Simulator along with training services. Staff recommend adopting the Resolution to dispense with the bidding process for the purchase of the produc t and approving a one -year agreement with Driver Training Solutions, LLC, for installation and training services in the amount of $211,690 for the Police Department and the Solid Waste Division within the Public Works Department. City -Controlled contingency funds in the amount of $5,000 will bring the total budget amount to $216,690.
FISCAL IMPACT:
The build time for the driving simulators is approximately 90 days and will commence upon receipt of a fully executed agreement. Funding for this project will be incorporated into the City’s fiscal year 2026 – 2027 budget allocations, ensuring that all associated costs are planned for and appropriately accounted for within the upcoming budget cycle.
COUNCIL GOAL:
Safety and Resilience
ATTACHMENTS:
1. Resolution
2. Signed Agreement
3. Sole Source Letters
4. Quote