City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 14, 2026 FROM: FIRE DEPARTMENT WARDS: ALL SUBJECT: SERVICES AGREEMENT FROM RFB NO. 8239 WITH DANA SAFETY SUPPLY, INC. OF RANCHO CUCAMONGA, CALIFORNIA FOR THE SUPPLY OF GOODS AND LABOR FOR THE INSTALLATION OF RADIOS, EMERGENCY RESPONSE LIGHTING, SIREN, AND EMERGENCY VEHICLE COMMUNICATIONS EQUIPMENT ON VEHICLES SIX (6) NEW 2025 FORD EXPEDITION SPORT UTILITY VEHICLES FOR ONE (1) YEAR UPON EXECUTION OF THE AGREEMENT WITH AN OPTION TO EXTEND FOR ONE (1) ADDITIONAL SIX-MONTH TERMS NOT TO EXCEED 1.5 YEARS, IN THE AMOUNT OF $225,592.31 ISSUE:
Award a Services Agreement from RFB No. 8239 with Dana Safety Supply, Inc of Rancho Cucamonga, California for the supply of goods and labor for the installation of radios, emergency response lighting, siren, and emergency vehicle communications equipment on vehicles six (6) new 2025 Ford Expedition Sport Utility Vehicles for one (1) year upon execution of the Agreement with an option to extend for one (1) additional six-month terms not to exceed 1.5 years, in the amount of $225,592.31.
RECOMMENDATIONS:
That the City Council:
Award a Services Agreement from RFB No. 8239 with Dana Safety Supply, Inc. of Rancho Cucamonga, California for the supply of goods and labor for the installation of radios, emergency response lighting, siren, and emergency vehicle communications equipment on vehicles six (6) new 2025 Ford Expedition Sport Utility Vehicles for one (1) year upon execution of the Agreement with an option to extend for one (1) additional six-month terms not to exceed 1.5 years, in the amount of $225,592.31; and Authorize the City Manager, or designee, to execute the Services Agreement with Dana Safety Supply, Inc. including making minor and non-substantive changes, including term extensions up to one (1) additional six-month term, subject to the availability of budgeted funds.
BACKGROUND:
The Measure Z Five-Year Spending Plan adopted by the City Council on May 16, 2017, included approximately $14.5 million in Fire Department vehicle replacement costs over the first five years, including a one-time investment in 16 vehicles that were financed over 10 years. These included eight fire engines, two tiller trucks, one straight truck, two water tenders, one brush truck, and two squads.
Additional funding for Fire apparatus replacement has been added through subsequent Council-approved budget adoptions, including $8.9 million for FY 2024/2025 through FY 2028/2029, bringing the City’s total investment to $30.4 million. With this funding, the Fire Department is seeking approval for the upfit of 6 Ford Expedition SUVs as fire incident command vehicles.
Following the Hawarden Fire, it was determined that the Fire Department’s current command vehicles were inadequate to support effective command and control during large-scale incidents. As a result, the Fire Department was directed to upgrade and replace current command vehicles with an integrated command component. This upgrade will meet departmental requirements and ensure command is equipped to handle large-scale emergencies. Current command vehicles will be reassigned and kept in service.
DISCUSSION:
Purchasing Overview
On April 15, 2026, the City’s Purchasing Division (Purchasing) issued Request for Bids (RFB) No. 8239 on PlanetBids seeking prospective bidders to supply goods and labor for the installation of radios, emergency response lighting, siren, and emergency vehicle communications equipment on vehicles six (6) new 2025 Ford Expedition Sport Utility Vehicles.
The solicitation notification is summarized in the table below:
Action
Number of Vendors
External Vendors Notified
500
City of Riverside Vendors Notified
291
Vendors who downloaded the RFP
23 Proposals received
2 A non-mandatory pre-bid meeting was held on April 29, 2026, with 8 vendors in attendance. A total of 4 questions were received from prospective bidders, and 1 addendum was posted. RFB No. 8239 closed on May 14, 2026, with a total of 2 responses. Purchasing sent out a questionnaire to receive feedback from the prospective bidders on why the RFB was downloaded but failed to provide a bid submission. The responses received included not supportive of the request. All responses were found to be responsive and responsible.
The bid results are listed in the table below:
Vendor
Location
Bid Total
Rank
Dana Safety Supply, Inc.
Rancho Cucamonga, CA
$225,592.31
1 Johnson Equipment Co.
Perris CA
$245,305.38
2 Dana Safety Supply, Inc. was determined as the lowest responsive and responsible bidder.
This action is pursuant to Purchasing Resolution 24101, Section 508 which states, “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder.” The Purchasing Manager concurs that the recommended action is compliant with Purchasing Resolution 24101.
FISCAL IMPACT:
The total fiscal impact of the actions of this report is a total of $225,592.31 over a 1-year term. Sufficient funds are budgeted and available in the Measure Z Fund, Vehicle Replacement Account No. 8001401-450058 for the agreement.
Prepared by: Mike Allen, Deputy Chief
Approved by: Steve McKinster, Fire Chief
Certified as to
availability of funds: Julie Nemes, Interim Finance Director Approved by: Edward Enriquez, Acting City Manager/Chief Financial Officer Approved as to form: Rebecca McKee-Reimbold, Interim City Attorney Attachments:
Award Recommendation
Agreement
Fire Vehicle Upfittingh Page 5