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Agenda Report
June 22, 2026
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A FIVE-YEAR
CONTRACT WITH PROFESSIONAL POLICE SUPPLY INC DBA
ADAMSON POLICE PRODUCTS FOR THE PURCHASE OF
EMERGENCY VEHICLE LIGHTING AND WARNING EQUIPMENT IN AN
AMOUNT NOT-TO-EXCEED $364,067
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to Section 21065 ofCEQA and Sections 15060(C)(2), 15060(C)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required;
2. Award contract to lowest and best bid dated May 11, 2026, submitted by Professional Police Supply in response to specifications for Emergency Vehicle Lighting and Warning Equipment, and authorize the City Manager to enter into a five-year contract for an amount not-to-exceed of $364,067, which includes the base contract amount of $330,970 and a contingency of $33,097 to provide any necessary change orders; and
3. Authorize the City Manager to approve amendments within the approved budget to the subject contract including necessary change orders.
BACKGROUND:
The Department of Public Works, Building Systems and Fleet Management Division (BSFMD) maintains and supports Police and Fire Department fleet vehicles utilized for emergency response operations, public safety services, traffic control, and other critical field operations throughout the City. To support safe and reliable emergency response operations, the City routinely purchases emergency vehicle lighting equipment and replacement components used to properly equip and maintain public safety vehicles.
MEETING OF6-22-2026AGENDA ITEM NO.7
Five-Year Contract Award with Professional Police Supply Inc.
June 22, 2026
These items may include emergency vehicle light bars, LED warning or strobe lights, siren systems, lighting control systems, wiring components, and related emergency lighting accessories required for proper system operation.
The Police and Fire Departments currently utilize Whelen emergency lighting equipment across all fleet vehicles. Standardizing this equipment improves compatibility with existing vehicle setups, ensures consistent access to replacement parts, and maintains uniformity across emergency units. These lighting systems are essential for effective emergency response, scene visibility, traffic control, and overall public safety. Reliable warning lights, sirens, and control systems enhance vehicle visibility, increase driver awareness, and help pedestrians and motorists identify active emergency units.
Securing a dependable supply ofWhelen equipment supports fleet readiness, operational efficiency, and the continuity of critical public safety services. A Notice Inviting Bids for Emergency Vehicle Lighting and Warning Equipment was posted on OpenGov Procurement on April 23, 2026. The posting generated notices to all vendors who had previously registered with the City for this commodity class. A total of 29 vendors downloaded the specifications. A total of 6 bids were received by the bid closing date, 1 of which was local.
Following adveri:ising, bids were electronically received on May 11 , 2026, and are as follows:
Bidder
1. Professional Police Supply Inc.
2. Johnson Equipment Co.
3. NextGen Alpha Upfitting
4. 10-8 Retrofit
5. Blue Angel International
6. A&M Import/Export Ltd.
Location
Livermore, CA
Perris, CA
Elk Grove, CA
Ontario, CA
Berkeley, CA
Pasadena, CA
Amount
$66,194
$66,394
$73,512
$77,721
$89,978
$98,767
It is recommended that Professional Police Supply Inc. be awarded the contract as the lowest, most responsive and responsible bidder. The vendor is active and in good standing with the Secretary of State. Staff recommends this vendor be awarded a five- year contract term in an amount not-to-exceed $364,067. The proposed contract with Professional Polce Supply Inc., fully complies with the Pasadena Municipal Code Chapter 4.08 and Chapter 4.11 for Competitive Bidding and Living Wage Ordinances.
The City has previously done business with this vendor, paying invoices totaling over $1.13 million since Fiscal Year 2015.
The contract will be set up as follows:
Base Bid
Contingency
$330,970
$ 33,097
Contract Not-to-Exceed Amount$364,067
Five-Year Contract Award with Professional Police Supply Inc.
June 22, 2026
A contingency often percent is allocated to this contract to allow for unforeseen operational needs during the life of the contract.
Payment to the contractor shall be made on an as-needed basis for parts actually ordered and received, in accordance with the unit prices submitted in the bid. The total contract amount represents a not-to-exceed amount based on projected operational needs.
COUNCIL POLICY CONSIDERATION:
This action supports the City Council's strategic planning goals to enhance public safety services, improve operational readiness or emergency response personnel, and maintain fiscal responsibility and stability.
ENVIRONMENTAL IMPACT:
The action proposed herein is not subject to the California Environmental Quality Act ("CEQA") in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060(c)(2), 15060(c)(3), and 15378. The proposed action involves the award of a contract for the purchase and delivery of emergency vehicle lighting equipment, which constitutes an administrative and operational activity. This action does not authorize construction, physical improvements, or any direct physical change in the environment, nor does it create a reasonably foreseeable indirect physical change in the environment. Therefore, the proposed action is not a "project" subject to CEQA, as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines.
Since the action is not a project subject to CEQA, no environmental document is required.
Five-Year Contract Award with Professional Police Supply Inc.
June 22, 2026
FISCAL IMPACT:
The total cost of the recommended action is $364,067 over five years. The Department will utilize existing budgeted appropriations in the Fleet Maintenance Fund (Fund 511) to support the first year of contract costs. Future contract costs will be budgeted as part of the Department's annual operating budget. There is no impact to the General Fund.
The following table represents the contract summary.
Base Bid
Contingency
$
$
330,970
33,097
Total Fiscal Impact$ 364,067
Respectfully submitted,
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GREGDEVINCK,P.E.
Director of Public Works
Prepared by:
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Gabriel Silva
BSFMD Administrator
Approved by:
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AT71HEWE. HMATTHEW £. HAWKESWORTH
Interim City Manager