City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00594 5/30/2023 Consent Item 10.
Supplemental Agreement: Unmanned Aerial Systems Equipment File ID: 2023-00594
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager, or the City Manager’s designee, to 1) execute a supplemental agreement 2020-1346-04 with Vector Solutions, Inc. for continued equipment purchases to support the Sacramento Police Department’s Unmanned Aerial Systems Unit through May 31, 2025; and 2) within approved budget allocation, increase the not-to-exceed amount for agreement by $100,000 for a new not-to-exceed amount of $348,156.
Contact: Bryce Heinlein, Police Captain, Metro Division, (916) 808-4504, [email protected], Police Department
Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement
Additional Description/Analysis
Issue Detail: The Sacramento Police Department (SPD) has an operational need to maintain its Unmanned Aerial Systems (UAS). These purchases include, but are not limited to, replacing out-of- date equipment, replacing worn batteries and broken parts. Due to the nature of calls for service and frequency of deployments, the SPD’s UAS equipment must remain in a fully charged capacity ready for deployment when needed. This practice shortens the life of the battery and calls for annual replacements. In addition to replacing batteries, the frequency of use and changing technology requires the constant evaluation and updating of aircraft.
In addition, effective September 16, 2023, the Federal Aviation Administration (FAA) will require all manufactured, ready-to-use UAS be equipped with Remote ID. Remote ID is, in essence, a license plate for a UAS and can assist in locating the operator of the UAS. This technology is being deployed as a safety mitigation tool as UAS become more popular both recreationally and commercially. At the
File ID: 2023-00594 5/30/2023 Consent Item 10.
outset of SPD’s program and the initial equipment purchases, Remote ID was not required and the UAS did not have the technological capability for Remote ID. Moving forward and as required by law, SPD will purchase equipment that will comply with the new FAA regulations. For SPD’s existing UAS fleet, SPD will purchase technology to bring the equipment within compliance. Failure to comply with the FAA regulation by September 2023 may result in administrative penalties, including, but not limited to, suspension of SPD’s UAS program and financial fines up to $400,000 for each violation.
The SPD is concluding year three of Contract No. 2020-1346 with Vector Solutions and has expended $235,472 to date. To ensure continuity of services, and for the safe maintenance and operation of the UAS equipment, SPD requests that the City Council authorize an increase in the not- to-exceed amount of this contract to $348,156 to cover continued equipment purchases in support of the unit’s needs through fiscal year 2026. All UAS purchases will continue to comply with the department’s Military Equipment Use Policy (GO 410.06, Section H.1), which is reviewed and approved annually by City Council.
Policy Considerations: The recommendations contained in this report are consistent with City Code
3.56.090 section which requires City Council authorization to enter into agreements greater than or equal to $250,000.
Economic Impacts: None.
Environmental Considerations: Not applicable.
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: The SPD UAS unit maintains a fleet of 95 aircraft. The contract with Vector Solutions, Inc. is vital to the maintenance and repair of the SPD’s UAS fleet and is required to keep it operational. If SPD is unable to extend the current not-to-exceed amount, SPD would not be able to maintain its fleet, meet FAA regulations, and will have to reduce its available deployable fleet.
On April 17, 2020, the City awarded an agreement to Vector Solutions, Inc, as it was the lowest responsive and responsible bidder (B201100112105) to fulfill the SPD’s UAS equipment needs. Since the agreement (2020-1346) was executed, SPD has grown its program to over 35 UAS pilots who respond to emergency calls for service on a daily basis. Due to the size of the unit, frequency of deployments, and changes in FAA regulations regarding equipment requirements, SPD has had an increase in purchases due to battery and equipment maintenance than originally anticipated.
Financial Considerations: Existing SPD budget will be used to pay for the cost of additional UAS
File ID: 2023-00594 5/30/2023 Consent Item 10.
purchases.
Local Business Enterprise (LBE): Vector Solutions, Inc. is not an LBE vendor.
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: UAV Date: April 20, 2023 Purchase Order #: Supplemental Contract No.: 4 The City of Sacramento ("City") and ______Vector Solutions, Inc_______________________("Contractor"), as parties to that certain Goods and Non-Professional Services Agreement designated as Contract Number __2020-1346___, including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows: 1. The Technical Specifications specified in Exhibit A of the Contract is amended as follows: The Time of Performance specified in Section 4 of Exhibit A of the Contract shall be extended by two years through May 30, 2025. Additionally, the City will purchase the items identified in Exhibit A of this Supplemental Contract, in the quantities, at the rates and with the discount specified therein. Contractor agrees not to raise the rates of items identified in Exhibit A hereof during the Time of Performance specified above. 2. In consideration of the additional and/or revised goods and services described in section 1, above, the maximum not-to-exceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased/decreased by __$100,000____, and the Contract’s maximum not-to-exceed amount is amended as follows: Agreement's original not-to-exceed amount: $148,156.65 Net change by previous supplemental contracts: _ $100,000_ Not-to-exceed amount prior to this supplemental contract: $248,156.65 Increase/decrease by this supplemental contract: ___$100,000_ New not-to exceed amount including all supplemental contracts: $348,156.65 3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section 2, above, shall constitute full compensation for the additional and/or revised goods and services specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised goods and services, including costs associated with any changes and/or delays in schedules or in the delivery of other goods and services by Contractor. 4. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof. 5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall provide all of the goods and perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this supplemental contract. [SIGNATURES ON FOLLOWING PAGE]
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Approval Recommended By: Approved As To Form By: Project Manager City AttorneyApproved By: Attest:____________________________________Contractor City ClerkApproved By:Authorized Signatory, TitleCity of Sacramento