CITY OF POMONA
COUNCIL REPORT
February 6, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Michael Ellis, Chief of Police
SUBJECT: AWARD OF BID TO 10-8 RETROFIT, INC. FOR POLICE VEHICLE BUILD OUTS IN AN AMOUNT NOT TO EXCEED $22,405 PER VEHICLE RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a bid to 10-8 Retrofit, Inc. in the amount of $22,405 per Police vehicle build for a total of (3) three -years and (2) two optional (1) one-year extensions Authorize the City Manager to execute an Agreement and any related documents on behalf of the City, subject to approval as to form by the City Attorney EXECUTIVE SUMMARY:
Action on this item will award bid number 2022-64 to 10-8 Retrofit, Inc. for the annual purchase of equipment and build-out services for all Police Department vehicles.
FISCAL IMPACT:
Funding for the cost of vehicle builds will be included in account 101-2003-66182 for new vehicles purchased and in account 101-2003-52425-00000 for needed vehicle builds due to repairs or upgrades throughout the fiscal year. Total cost per year will vary based on the number of purchased vehicles, builds, and repairs/upgrades in each fiscal year and will not exceed $22,405 per vehicle.
PUBLIC NOTICING REQUIREMENTS: – See. 2- 993. 1. - Formal Procurement Procedure. g) Award. Formal bids or proposals in the amount of $ 150,000 or more shall be awarded by City Council to the bidder or Proposer determined to be the lowest, responsive and responsible bidder, or the most qualified proposer, except as otherwise provided in this section.. The notice of request for bids was posted on November 14, 2022, with proposals due December 5, 2022.
PREVIOUS RELATED ACTION:
On January 22, 2018, City Council awarded a bid to 10-8 Retrofit, Inc. for Police vehicle build outs.
DISCUSSION:
Before new and replacement police vehicles can be placed into service, they must be outfitted with specialized police equipment. Some of this equipment comes from older vehicles that are being replaced. These vehicles have generally reached their end of service life; however, many individual pieces of equipment are still serviceable. The older equipment, and required new or specialized parts, are then installed on new/replacement vehicles. Contracting with an outside vendor that specializes in police vehicle builds ensures that new police vehicles are safe, properly equipped, and built to required police specifications.
The Police Department will also use the chosen vendor to build specialty vehicles. Specialty vehicles can include but are not limited to, the Ford Police Interceptor Utility and the Chevrolet Tahoe. Undercover vehicles of various makes and models will also be outfitted by 10-8 Retrofit, Inc. These specialty vehicle builds will be funded by various budgeted accounts, to include the General Fund and grant funds from the Supplemental Law Enforcement Services Act (SLESA).
An Invitation-for-Bid (IFB) No. 2022-64 was released on PlanetBids on November 14, 2022. The solicitation notified 50 potential vendors, of which ten (10) downloaded the IFB, resulting in the City receiving one (1) proposal on December 5, 2022. 10-8 Retrofit, Inc. was our only and lowest bidder and was selected as the awardee for the purchase and installation of police vehicle build-outs for all Police Department vehicles. 10-8 Retrofit, Inc. was deemed to be a responsive and responsible bidder and meets all of the required specifications in the IFB.
COUNCIL PRIORITIES & GOALS: This item supports the 2021-2022 City Council Priority 1: Fiscal and Operational Responsibility – Goal B: Improve efficiency and effectiveness of City Services to businesses and residents.
Prepared by:
_____________________________
Claudia Huerta,
Administrative Service Manager
ATTACHMENT(S):
Attachment No. 1 – Cost Proposal
Award of Purchase Bid to 10-8 Retrofit, Inc. for Police Vehicle Build Outs