CITY COUNCIL ACTION REQUEST
Department(s)
Finance
CEQA
Not a Project, File No.
PP17-003,
Agreements/Contracts
(New or Amended)
resulting in no physical
changes to the
environment.
Coordination
City Attorney’s Office;
City Manager’s Budget
Office; Public Works
Department
Dept. Approval
/s/
Drew Corbett
Council District(s)
Citywide
CMO Approval
12/3/24
SUBJECT: Actions Related to the Purchase Order with California Car Sounds, Inc. for the Installation of 12-Volt Vehicle Accessories
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to exercise up to six one-year options to extend the term of the purchase order with California Car Sounds, Inc. (Campbell, CA) for the installation of 12-volt vehicle accessories with the last option ending on or about April 18, 2031, subject to the appropriation of funds.
BASIS FOR RECOMMENDATION
The Fleet Management Division, Public Works Department is responsible for the fueling, preventive maintenance, repair, acquisition, and disposal of vehicles and equipment Citywide.
Outside service providers are utilized for the modification and repair of automobiles, trucks, and equipment. Service providers assist the Fleet Management Division with the installation of buildup accessories, such as work lights, safety lighting, back up cameras, blind spot monitors, parking sensors, and vehicle alarms. These services are critical for the City’s vehicle fleet and are essential to help minimize downtime of equipment that serves various parts of the community.
In March 2024, a competitive Request for Quotes was facilitated by the Finance Department to procure these services. The Request for Quotes provisioned for a one-year initial term and an additional six one-year options for the City to extend the term. One responsive bid was submitted, and no protests were received. The sole bidder qualified for the City’s local and small business preferences. The initial award to California Car Sounds, Inc., pursuant to the bidding procedures of the San José Municipal Code, Section 4.12.310.B(1), was done under the City Manager’s authority. The option period for April 19, 2025 to April 18, 2026 is projected to be in the amount of $350,000, and future options will be subject to appropriation. Approval of this recommendation ensures the City continues to receive these essential services with minimal impact to operations.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input associated with this action.
COST AND FUNDING SOURCE
The recommended action extension of the purchase order will be funded on an as-needed basis for departments Citywide and is subject to the appropriation of funds. The purchase order is managed by Public Works Department’s Fleet Management Division.
FOR QUESTIONS CONTACT: Albie Udom, Deputy Director of Finance- Purchasing and Risk Management, at [email protected].
COUNCIL AGENDA: 12/17/24
FILE: 24-2323
ITEM: 2.13