2 2
1 1
CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: August 7, 2024
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager;
Darren Goodman, Chief of Police
Department: Police
Subject: Amendment No. 1 to the Vendor Services Agreement with West Coast Lights and Sirens Inc. (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California authorize the City Manager to execute Amendment No. 1 to the vendor services agreement with West Coast Lights and Sirens Inc., expanding the scope of services and extending the term of the agreement.
Executive Summary
The recommended action will amend the scope of services, to include installation of a cellular site simulator into a police vehicle, and extend the term of the Vendor Services Agreement with West Coast Lights and Sirens until February 16, 2025, without increasing the cost of the contract.
Background
The Police Department maintains a fleet of vehicles for a variety of police-related duties. Once vehicles are purchased for the fleet, they are up-fitted with specialized police equipment to meet the needs of the vehicle’s purpose. On August 17, 2021, the Finance Department posted a request for proposals regarding the installation of emergency equipment into police vehicles. The winning proposer was West Coast Lights and Sirens Inc. On February 16, 2022, the Mayor and City Council authorized the City Manager to execute a Vendor Services Agreement with West Coast Lights and Sirens for the installation of emergency equipment into police vehicles. Since that time, West Coast Lights and Sirens has functioned as the up-fitter for the installation of police equipment into police vehicles and performed high-quality work. To continue that work, the Police Department is seeking to exercise the option to extend the Vendor Services Agreement until February 16, 2025, and expand the scope of work contained within it to include the installation of a cellular site simulator into a police vehicle. 2 2
1 1
Discussion
The Vendor Services Agreement with West Coast Lights and Sirens included the scope of work for the installation of emergency equipment into police vehicles based on the historical needs of the Police Department’s vehicle fleet. In 2024, the Police Department completed the purchase of a cellular site simulator and special-purpose police vehicle to accommodate the cellular site simulator. This was a new piece of equipment and vehicle with different up-fitting needs that the Police Department had not previously encountered, so it did not anticipate this type of project within the scope of work for the Vendor Services Agreement with West Coast Lights and Sirens. The cellular site simulator will be used for search and rescue operations during a disaster, qualifying it as emergency response equipment that can be installed by West Coast Lights and Sirens, however, before performing the installation all parties must comply with the “Additional Work” clause of the current Agreement by expanding the scope of work to include the installation of a cellular site simulator into a police vehicle. West Coast Lights and Sirens is well qualified and experienced with completing such projects and is willing to expand the scope of installation services they perform for the Police Department’s vehicle fleet to accommodate the installation of the cellular site simulator into a designated police vehicle.
The additional scope of work and contract extension option has been incorporated into Amendment No. 1 to the Vendor Services Agreement with West Coast Lights and Sirens, allowing West Coast Lights and Sirens to continue performing their current work of installing emergency equipment into police vehicles, including the cellular site simulator, until February 16, 2025.
2021-2025 Strategic Targets and Goals
Amendment No. 1 to the Vendor Services Agreement with West Coast Lights and Sirens is consistent with Key Target No. 2b: Evaluate operations and performance, investment in resources, technology, and tools to continually improve organizational efficiency and effectiveness.
Fiscal Impact
There is no fiscal impact to the General Fund as Amendment No. 1 does not increase the cost of the original agreement. The contract’s not-to-exceed amount will remain $550,000 as stated in the original agreement. There is sufficient funding within the Department’s FY24-25 Adopted Budget to fund the agreement.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California authorize the City Manager to execute Amendment No. 1 to the vendor services agreement with West Coast Lights and Sirens Inc., expanding the scope of services and extending the term of the agreement.
Attachments
Attachment 1 - Amendment No.1 to the Vendor Services Agreement 2 2
1 1
Attachment 2 - Exhibit A - Amendment No. 1 to the Vendor Services Agreement Attachment 3 - Vendor Services Agreement with West Coast Lights and Sirens Ward:
All Wards
Synopsis of Previous Council Actions:
February 16, 2022 The Mayor and City Council adopted Resolution No. 2022-35, authorizing issuance of purchase orders for police vehicles and related equipment.