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2 CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO AWARD AN AGREEMENT FOR EMERGENCY VEHICLE LIGHTING AND EQUIPMENT UPFIT SERVICES WITH PRIORITY 1 PUBLIC SAFETY EQUIPMENT IN THE AMOUNT OF $384,934.74
WHEREAS, the San Mateo Police Department regularly replaces aging police vehicles; and WHEREAS, the replacement vehicles arrive from the vehicle manufacturer bare and require specialized upfitting services, including the procurement and installation of emergency equipment, lighting, secure storage compartments, detainee compartment, and communications systems; and WHEREAS, this type of work is highly specialized, confidential, and with limited providers available throughout California; and
WHEREAS, the City has recently taken delivery of seventeen (17) new police patrol vehicles that require emergency vehicle lighting and equipment upfit services; and WHERAS, 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; and
WHEREAS, such 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; and
WHERAS, Priority 1 Public Safety Equipment has provided a quote of $22,643.22, for an estimated agreement total of $384,934.74 for the seventeen (17) new patrol vehicles.; and WHEREAS, San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for contacts of $100,000 or more; and
WHEREAS, San Mateo 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; and WHERAS, in the case of these emergency vehicle lighting and equipment upfit services, are found to have 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; and
WHEREAS, based on these circumstances, staff recommends award of an agreement to Priority 1 Public Safety Equipment in the amount of $384,934.74 for emergency vehicle lighting and equipment upfit services and;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. Adoption of this resolution approving an alternative purchasing procedure to award an agreement to Priority 1 Public Safety Equipment is not a project subject to CEQA, because it can be seen with 1 2
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2 certainty that there is no possibility that emergency vehicle lighting and equipment upfit services may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
2. In accordance with San Mateo Municipal Code Section 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.
a. 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.
3. The award of an agreement for Emergency Vehicle Lighting And Equipment Upfit Services to Priority 1 Public Safety Equipment in the amount of $384,934.74, with a contingency reserve in the amount of $15,000 is approved.
4. The Public Works Director execute the agreement in substantially the form presented and issue change orders within the contingency amount.