TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer John Incontro, Police Chief
DATE: September 11, 2024
SUBJECT: APPROVAL OF PURCHASE OF POLICE VEHICLE
OUTFITTING FROM 10-8 RETROFIT, INC. IN THE AMOUNT
OF $36,397.72
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Safe Community
BACKGROUND
On December 13, 2023, the City Council approved the purchase of a 2024 Chevrolet Tahoe for the Police Department’s patrol fleet in the amount of $64,810.58, in accordance with the adopted Fiscal Year 2023-24 Capital Equipment budget. The vehicle has been delivered to the City, and is now ready to be sent for outfitting with lights, sirens and other standard equipment for patrol vehicles. The cost for the vehicle outfitting necessitates approval from the City Council prior to the purchase.
DISCUSSION
The new 2024 Chevrolet Tahoe patrol vehicle purchased for the Police Department to replace the Watch Commander’s vehicle is critical within the Department’s fleet as it is commonly used as a command post during field operations. The patrol vehicle also carries a considerable amount of equipment to assist the Department in its activities. As such, it requires more extensive, custom outfitting than a typical patrol vehicle with the cost exceeding the City Manager’s procurement authority and requires the approval of the City Council.
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
The Public Works Department received a quote for $36,397.72 from 10-8 Retrofit, Inc. for the outfitting of the 2024 Chevrolet Tahoe with the necessary equipment, as requested by the Police Department. As outfitting police vehicles is a fairly specialized service, there are very few available qualified vendors to perform the service locally. Staff reached out to two other vendors, West Coast Lights and Sirens, who indicated a lead time of several months for the vehicle to be outfitted, and LEHR, who were not responsive. As the new 2024 Chevrolet Tahoe will replace a critical vehicle in the Police Department’s fleet, staff recommends proceeding with outfitting the vehicle from 10-8 Retrofit, Inc.
FISCAL IMPACT & PROCUREMENT REVIEW
A total of $115,000 was appropriated for the purchase and outfitting of the new patrol fleet vehicle in the FY 2023-24 Capital Equipment budget. The final purchase price from National Auto Fleet for the vehicle, as previously approved, was $64,810.58. The proposal from 10-8 Retrofit, Inc. for the vehicle’s outfitting in the amount of $36,397.72 will bring the total cost of the vehicle to $101,208.30. As such, a sufficient amount is available in Account #233-30-4613-9300 (Police Capitalized Equipment – Vehicles) for outfitting the new patrol fleet vehicle.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve the purchase of police vehicle outfitting from 10-8 Retrofit, Inc. in the amount of $36,397.72. “I move to approve the purchase of police vehicle outfitting from 10-8 Retrofit, Inc. in the amount of $36,397.72.”
ATTACHMENTS
1. Quote from 10-8 Retrofit, Inc.
2. Police Department Vehicle CIP Form