CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 18 Section Name: CONSENT CALENDAR Account Number: 82-4683 File ID: 25-10534 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: November 17, 2025
SUBJECT:
Emergency Vehicle Lighting and Equipment Upfit Services — Agreement RECOMMENDATION:
Approve a Resolution authorizing an alternative purchase procedure and award an agreement with Priority 1 Public Safety Equipment, Inc. for the purchase and installation of Emergency Vehicle Lighting and Equipment Upfit Services in an amount of $384,934.74; establish a contingency in the amount of $15,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
The San Mateo Police Department regularly replaces aging police vehicles. The City has recently taken delivery of seventeen (17) new police patrol vehicles that require Emergency Vehicle Lighting and Equipment Upfit Services. Police Patrol vehicles are only available from the manufacturer as a base model, which requires the procurement and installation (upfitting) of the necessary equipment to convert the vehicle into a usable patrol vehicle. The upfit includes emergency items such as emergency lightbars, strobe lights, sirens, radio communications equipment, computer, public address systems, officer protection devices, detainee compartment upgrades, along with specialized storage for emergency and first aid equipment and arms/ammunition. This type of work is highly specialized, confidential, and with limited providers available throughout California.
Through the course of vehicle replacement, the City routinely decommissions the outgoing vehicle and strives to retain and reuse as much existing equipment from the outgoing vehicle as possible, this generally includes radios, computer, light bars, storage boxes, and other equipment. Due to this cost savings measure, new vehicle upfits may vary in cost. A typical vehicle decommission is $800 and the typical vehicle upfit is $21,843.22 for a total cost, as quoted by Priority 1 Public Safety Equipment of $22,643.22, for an estimated agreement total of $384,934.74 for the seventeen (17) new patrol vehicles.
Staff recommends approval of a Resolution authorizing an alternative purchase procedure to award an agreement with Priority 1 Public Safety Equipment for emergency vehicle upfit services. Under this agreement Priority 1 Public Safety Equipment will upfit seventeen (17) new police department vehicles in an amount of $384,934.74. The contingency in the amount of $15,000 is for market volatility and unforeseen costs. Per Municipal Code 3.60.050(b) Council may approve an exception to the policy when findings are presented that deem calling for bids is impracticable, unavailing, or impossible.
Due to the technological complexities, highly sensitive nature, confidentiality, and the safety and security of these upfits of our Police Patrol fleet and the purchase and installation of public safety equipment, the bid process is found to be impracticable. Priority 1 Public Safety Equipment is the local expert in emergency vehicle lighting and upfit of police patrol vehicles. With 30 years’ experience Priority 1 PSE has become the preferred vendor of many Bay Area police departments.
Priority 1 Public Safety Equipment supports the needs of SMPD with vehicle upfits, technical support, and equipment upgrades. Priority 1 Public Safety Equipment has been proven to provide quality, reliable service at an economical price
CITY OF SAN MATEO
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point. As Priority 1 Public Safety Equipment is a local vendor operating in Belmont, this continues the City’s commitment to support local businesses, and their proximity facilitates reduced vehicle down time and ensures public safety vehicles are operational at all times.
BUDGET IMPACT:
These emergency vehicle lighting and equipment upfit services will be funded by the Vehicle and Equipment Replacement Fund. Sufficient funding is available.
ENVIRONMENTAL DETERMINATION:
This agreement is not a project subject to CEQA, because it can be seen with certainty that an agreement for Emergency Vehicle Lighting and Equipment Upfit Services will not cause a physical change in the environment. (Public Resources Code Section 21065.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
STAFF CONTACT
Daniel Heffelfinger,
[email protected]
650-522-7366
Steve Wu, Facilities and Fleet Services Manager
[email protected]
650-522-7345
James O’Connell, Deputy Public Works Director
[email protected]
650-522-7304