SR 07-26-2011 3KCity Council Meeting: July 26, 2011
Agenda Item: ~~
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Police Vehicle Up-fitting Services
Recommended Action
Staff recommends that the City Council award Bid #3058 to Airwave Communications
Enterprises, Inc., aCalifornia-based company, to provide vehicle up-fitting services for
police vehicles during the next three years in an amount not to exceed $1,330,000.
Executive Summary
Approximately 110 police vehicles will be replaced during the next three years as part of
the Vehicle Replacement Program and each vehicle will be equipped with various
standardized and specialized equipment. Airwave Communications Enterprises, Inc. is
recommended to provide up-fitting services for Police vehicles, including new
equipment and installation, fora three year term in an amount not to exceed
$1,330,000.
Discussion
As part of the City's Vehicle Replacement Program, the Police Department expects to
replace approximately 110 vehicles during the next three years. Each vehicle will be
equipped with emergency lighting and warning equipment and a police radio. Some
vehicles will be equipped with prisoner transport systems and additional equipment
such as a mobile computer and camera system. The equipment installed in each
vehicle varies depending on the purpose of the vehicle. Equipment from existing
vehicles will be transferred to new vehicles when possible.
The process of equipping police vehicles is complex since there is a tremendous
amount of equipment that must be installed to manufacturer specifications in order to
operate properly in a rigorous mobile environment. Sensitive computer and camera
equipment must be installed in a highly specialized manner in order to properly operate
and last throughout its scheduled life cycle.
1
Vendor Selection
In June 2011, the City published Notices Inviting Bids to provide labor and equipment
associated with up-fitting Police Department vehicles, as required by the Police
Department in accordance with City specifications. The bid was posted on the City's
on-line bidding site, Planet Bids, and notices were advertised in the Santa Monica Daily
Press in accordance with City Charter and Municipal Code provisions. The following
two bids were received and publicly opened on June 24, 2011:
Bidder Amount Per Vehicle
Airwave Communications Enterprises, Inc. $ 12,082
911 Vehicle $ 11,776
The bid from 911 Vehicles was rejected because they cannot comply with four of the six
major. requirements. No other known contractors could have met the same
qualifications. It would be costly in both time and funds to use multiple contractors; the
coordination of the systems and the potential problems with equipment conflicts would
create delays and cost overruns. Airwave Communications Enterprises, Inc. is
recommended as the best bidder because they offer competitive pricing, met or
exceeded all of the City's requirements as defined in the bid, have performed
emergency vehicle up-fitting for more than eleven years, and offer a superior quality of
installation over the other vendor that submitted a bid.
2
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Airwave Communications Enterprises,
Inc. for athree-year term- is $1,330,000. Funds in the amount of $887,000 are included
in the adopted budget for FY2011-13 in account 0540167.589200 for the first two years
of the contract. Budget authority for subsequent years will be requested in each biennial
budget cycle for Council approval
Prepared by: Elizabeth Martyn, Administrative Analyst
Approved:
Martin Pastucha
Director of Public Works
Forwarded to Council:
Rod Gould
City Manager
Attachments: A -Bid Summary
3
ATTACHMENT A
BID #: 3058
BID CLOSE DATE: 06/24/11 BID TITLE: PROVIDE LABOR & EQUIPMENT ASSOCIATED W/ UPFITTING POLICE DEPARTMENT VEHICLES
AS REQUIRED BY THE POLICE DEPARTMENT, PER THE ATTACHED SPECIFICATIONS.
PRICING: ~, ~ , _, , _.. ,~ . ,. v ..~~
PER VEHICLE: $ 11,776.00 $ 12,082.44
** NOTE: SALES TAX NOT INCLUDED **
ADDRESS OF FACILITY:
2130 E. WINSTON RD.
ANAHEIM, CA 92806 AIRWAVE COMMUNICATIONS ENT
2727 SUPPLY AVE
COMMERCE, CA 90040
MOTOROLA LEVEL II SERVICE PROVIDER OR ABOVE: CAN NOT COMPLY CAN COMPLY
FEDERAL SIGNALAUTHORI2ED DEALER: CAN COMPLY CAN COMPLY
PROVIDE ON-DEMAND FIELD SERVICE SUPPORT: CAN COMPLY CAN COMPLY
WARRANTY:
1 YEAR ALL PARTS & LABOR PROVIDED BY AIRWAVE -1 YEAR
ALL PARTS & LABOR MANUFACTURE WARRANTY ON
ALL
PROVIDE AT LEAST TWO SITE VISITS PER WEEK: CAN NOT COMPLY CAN COMPLY
MUST EMPLOY A MINIMUM OF TWO STAFF MEMBERS
CERTIFIED TO INSTALL THE PANASONIC ARBITRATOR IN-CAR
VIDEO SYSTEM:
CAN NOT COMPLY
CAN COMPLY
PAYMENT TERMS: NET 15 2% 0-15 DAYS, 1% 16-29 DAYS, NET 30
RENEWAL OPTIONS:
YEAR 2: 6% INCREASE 3% INCREASE
YEAR 3: 5% INCREASE 3% INCREASE