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February 15, 2022
ITEM TITLE
Contract Award: Approve Contract with AEP-California LLC to Provide Vehicle Outfitting Services for the Police Department
Report Number: 22-0068
Location: No specific geographic location
Department: Police
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
Adopt a resolution awarding an agreement with American Emergency Products doing business as AEP - California LLC to provide vehicle outfitting services for the Police Department, authorizing the City Manager to execute the same, and authorizing the Director of Finance/Treasurer to approve up to four additional one- year extensions.
SUMMARY
On December 21, 2021, the City issued Request for Bid (RF B) # B09-22/23 to seek bids from vendors who can provide vehicle outfitting services to the Police Department. The City received one bid by the January 20, 2022 submittal deadline from American Emergency Products, doing business as AEP -California LLC.
AEP-California LLC was selected because they are the only qualified vendor to meet the Police Department’s vehicle outfitting requirements.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment; P a g e | 2
therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
Thus, no environmental review is required.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
DISCUSSION
Pursuant to Section 2.56 of the Chula Vista Municipal Code outlining the City’s purchasing system, a Request for Bid (RFB) # B09-22/23 was issued on December 21, 2021 to provide vehicle outfitting services for police vehicles. The RFB outlined the vehicle outfitting service requirements and general conditions for the award of contract. The RFB was advertised electronically on Planet Bids.
Vehicle outfitting services are required for Ford Utility Interceptors to make them fully marked black -and- white patrol units and fully-equipped with lighting/siren systems, equipment console, computer mount and radio communications. For this particular solicitation, the bid reached 176 vendors and 10 prospective bidders downloaded the RFB. Only one response was deem ed responsible and responsive, which was submitted by AEP-California LLC.
The selection process of this RFB involved a thorough review to determine if the bid conforms to the solicitation and if the bid is considered to be in the best interest of the City, with price, experience and service delivery being considered. Based on this evaluation, the Police Department recommends awarding the contract to AEP-California LLC to provide vehicle outfitting services to Police Department vehicles.
Since 2010, AEP-California LLC has been providing vehicle outfitting services to the Police Department for their patrol vehicles. This vendor was selected because they are the only qualified vendor to meet the Police Department’s vehicle outfitting requirements. On January 26, 2022, a notice of intent to award to AEP - California LLC was posted on PlanetBids.
The agreement with AEP -California LLC covers an initial one -year period of February 15, 2022 through February 14, 2023. This agreement may be extended by mutual consent for four (4) additional one (1) year periods. Prices for vehicle outfitting services shall remain firm for the initial period of coverage (February 15, 2022 to February 14, 2023). Price increases for vehicle outfitting to be agreed upon during each annual renewal, which is based upon current San Diego CPI and capped at a maximum of 5%. The maximum expenditure for this agreement with AEP California LLC is $3,000,000.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the 500-foot rule found in California Code of Regulations Title 2, section 18702.2(a)(11), is not applicable to this decision for purposes of determining a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
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Approval of this resolution allows the Police Department to receive vehicle outfitting services from AEP - California LLC. These vehicle outfitting costs are already included in the City’s Infrastructure, Facilities and Equipment expenditure plan (Measure P funding), resulting in no net fiscal impact to the General Fund.
ONGOING FISCAL IMPACT
There is no ongoing fiscal impact approving the contract for vehicle outfitting services.
ATTACHMENTS
Attachment 1: RFB # B09-22/23 to outfit Ford Utility Interceptor Vehicles for the Police Department Attachment 2: Agreement with American Emergency Products to provide vehicle outfitting services for the Police Department
Staff Contact: Jonathan Alegre, Police Department