City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2025-01716 11/18/2025
Cooperative Purchase Contract: Supplement No. 1 - Public Safety and Emergency Management Equipment, Tools, and Services
File ID: 2025-01716
Location: Citywide
Recommendation: Pass a Motion authorizing the Interim City Manager or designee to execute Supplement No. 1 to Contract PRC003613 with Safeware Inc. for the purchase of public safety and emergency management equipment, tools, and services, increasing the contract amount by $450,000 for a revised contract total not-to-exceed amount of $675,000.
Contact: Stacey Chatman, Program Specialist, (916) 808-6711, [email protected]; Alison Kerstetter, Fleet Manager, (916) 808-1163, [email protected]; Department of Public Works
Presenter: None
Attachments:
1 - Description / Analysis
2 - Contract Supplement No. 1
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, seeks to secure public safety and emergency management equipment, including message boards, and traffic safety devices and related services. To meet this need, Fleet Management entered into a cooperative purchasing agreement with Safeware through Sourcewell for Fiscal Year (FY) 2025/26 acquisitions.
Both the Police and Fire Departments have expressed interest in utilizing this agreement for their own equipment needs. Accordingly, Fleet Management is requesting an increase in the contract's not-to-exceed amount to cover purchases for all three departments under the same cooperative contract.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56 and Sacramento City Code Section 3.56.240 which provides for the use of cooperative purchase agreements as an exception to the requirement for competitive bidding.
File ID: 2025-01716 11/18/2025
Economic Impacts: None.
Environmental Considerations: California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of fleet equipment and related services which are not considered to be a project in accordance with Section 15378(b)(2) of the California Environmental Quality Act guidelines.
Sustainability: Not applicable.
Commission/Committee Action: None.
Rationale for Recommendation: On July 29th, 2026, City Council passed Motion No. 2025-0239 to approve the use of cooperative purchase contracts for the purchase of FY2025/26 replacement fleet assets. Safeware was included in the FY2025/26 planning and referenced in the report, but at that time, at $225,000, the amount was below the City Council approval threshold.
Since securing the contract, additional needs have been identified by Fleet Division and the Police and Fire Departments. This necessitates increasing the not-to-exceed amount to allow for all purchases to be made under the contract.
Financial Considerations: Sufficient funding exists in the Department of Public Works, Fleet Management Division, FY2025/26 Approved Operating Budget (Fleet Fund, Fund 6501) to execute the contract supplement. Purchases made after June 30, 2026, are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Safeware Inc. is not an LBE. The minimum LBE participation requirement is waived for the City’s use of cooperative purchase agreements that have been competitively bid, evaluated, and awarded by other governmental agencies that may or may not have similar LBE programs.