SR 09-26-2017 3A
City Council Report
City Council Meeting: September 26, 2017
Agenda Item: 3.A
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Contract Modification with Airwave Communications for Police Department
Vehicle Upfitting
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to agreement #9989 with Airwave Communications
Enterprises, a California-based company, to provide labor and equipment associated
with upfitting Police Department vehicles for two additional years, through October 27,
2019. This will result in a five-year amended agreement with no change to the total not
to exceed amount of $2,376,000.
Executive Summary
The City replaces vehicles that have reached the end of their cost-effective useful life
through the
Vehicle Replacement Program. In the next two years, 87 Police Department vehicles
are scheduled to be replaced through this program. The cost for installation of various
standardized and specialized equipment for these vehicles, also known as “upfitting,” is
approximately $13,500 each, based on the bids received and the current contract,
which expires on October 27, 2017.
A first modification to agreement #9989 with Airwave Communications Enterprises to
extend the term an additional two years, with no increase to the total contract amount of
$2,376,000 is necessary to provide upfitting services for planned purchases of Police
Department vehicles over the next two years.
Background
On October 28, 2014, Council awarded a contract to Airwave Communication
Enterprises in an amount not to exceed $2,376,000 for labor and equipment associated
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with upfitting Police Department vehicles (Attachment A). The term “upfitting” refers to
the installation of various standardized and specialized equipment in or on a vehicle or
piece of equipment, such as emergency lighting, warning equipment, computer
equipment and/or a police radio. At the time of the contract award staff estimated that
176 replacement police vehicles would require upfitting over the three-year term of the
contract. However, only 71 Police Department vehicles have been replaced and upfitted
since then. Over the next two years, an additional 87 Police Department vehicles are
scheduled to be replaced with new vehicles, which would require upfitting.
The City replaces vehicles that have reached the end of their cost-effective useful life
through the Vehicle Replacement Program. As a part of the program, 87 Police
Department vehicles are scheduled to be replaced during the next two years. Each new
vehicle would be equipped with emergency lighting and warning equipment and a police
radio. Some vehicles would 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 would be transferred to new vehicles when possible.
The process of equipping police vehicles is complex since there is significant 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.
Discussion
On May 9 2017, Council approved the purchase of 26 Ford Police Interceptor Utility
(PIU) Vehicles for the Police Department. The vehicles are scheduled for delivery in the
next few months. If this modification is not approved, the 26 vehicles will be delivered
and will sit, unused, until a formal bid is drafted, posted, and awarded by Council. This
process may take from six to 12 months.
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The 26 vehicles the PIUs are replacing have either been taken out of service or are not
in good condition, which is why they were approved for replacement. The Police
Department would be forced to continue to utilize the existing, older vehicles past their
cost-effective useful life while their newly purchased PIUs sit unused waiting for
upfitting. This could cause a variety of issues ranging from increased maintenance costs
to vehicle accidents. Any additional vehicles purchased for the Police Department over
the next year may also sit unused while the formal bid is finalized.
Additional funding is not required as part of this contract modification. The addition of
two years to the contract term would allow for uninterrupted service through October 27,
2019.
Vendor Selection
In June 2014, the City published Notices Inviting Bids to provide labor and equipment
associated with upfitting Police Department vehicles, as required by the Police
Department and Fleet Management Division, in accordance with City specifications. The
bid was posted on the City’s on-line bidding site, and notices were advertised in the
Santa Monica Daily Press in accordance with City Charter and Municipal Code
provisions. The bid was downloaded by 19 vendors. Two bids were received and
publicly opened on June 18, 2014, per Attachment B.
Bids were evaluated on the criteria in SMMC 2.24.072, including price, ability to deliver,
completeness of bid response, past experience and quality of product. Airwave
Communications Enterprises was the only bidder to provide a complete bid response
including pricing for both labor and equipment as requested in the bid. The other bidder,
Adamson Police Products, did not provide pricing for installation/labor. Based on these
criteria, Airwave Communications Enterprises was recommended as the best bidder to
provide labor and equipment associated with upfitting Police Department vehicles.
By amending the contract for an additional two years, the Police Department will
continue to receive the high level of customer service and professionalism they have
received from Airwave Communications Enterprises over the last few years. The
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amendment will also ensure that the type of equipment installed on the Police
Department’s vehicles remains standardized, which assists Fleet Management when
determining what parts to stock and the amount of training required for technicians to
repair this type of equipment.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action. The contract modification to be awarded to Airwave
Communications Enterprises extends the term an additional two years and does not
increase the total contract amount of $2,376,000.
Prepared By: Heidi Duran, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. October 28, 2014 Staff Report
B. Bid No. 4158 Bid Summary
C. Oaks Form - Airwave Communications Enterprises
ATTACHMENT B
Bid No. 4158
% discount off
of MFR price
list
Price list(s)
referenced
Hourly labor rate
for installation
If applicable
State labor
guides used
State Brand(s)
offered
% discount off
of MFR price
list
Price list(s)
referenced
Hourly labor
rate for
installation
If applicable
State labor
guides used
State
Brand(s)
offered
25% $2,178.00 3 hours at $65.00 Federal Signal 39% 2014 No Bid No Bid As specified
25% $985.00 4 hours at $65.00
per hour Federal Signal 39% 2014 No Bid No Bid As specified
25% $445.00 2 hours @ $65.00
per hour Federal Signal 39% 2014 No Bid No Bid As specified
25% $279.00/ $33.00 1 hour @ $65.00
per hour Federal Signal 39% 2014 No Bid No Bid As specified
25% (N/A) N/A N/A N/A N/A 39% 2014 No Bid No Bid As specified
25% $35.15 1 hour @ $65.00
per hour Federal Signal 39% 2014 No Bid No Bid As specified
25% $217.00/$276.21 2 hours @ $65.00
per hour Crowing Explorer 2014 No Bid No Bid As specified
25%Installation Kit
$375.00
4 hours @ $65.00
per hour
Motorola
installation
guidelines
Motorolla No Bid 2014 No Bid No Bid As specified
25% $327.00/ $65.00 1 hour at $65.00
per hour Troy 30% 2014 No Bid No Bid As specified
20% $353.40 1 hour at $65.00
per hour Troy 30% 2014 No Bid No Bid As specified
20% $387.00/ $38.00 2 hours @ $65.00
per hour Troy 30% 2014 No Bid No Bid As specified
25% $68.92 ea 2 hours @ $65.00
per hour N/A Federal Signal 41% 2014 No Bid No Bid As specified
20% $293.00 2 hours @ $65.00
per hour Troy 30% 2014 No Bid No Bid As specified
25% $28.75 ea 1 hour at $65.00
per hour Antennex No Bid 2014 No Bid No Bid As specified
30% $231.00 1 hour at $65.00
per hour Sound Off 40% 2014 No Bid No Bid As specified
30% $72.00 ea 1 hour at $65.00
per hour Sound Off 40% 2014 No Bid No Bid As specified
30% $48.75 0.5 hour at $65.00
per hour Sound Off 40% 2014 No Bid No Bid As specified
25%
SC‐1 $74.00 AR‐
$108.75 1901‐
$26.00
1 hour at $65.00
per hour Santa Cruz Locks 30% 2014 No Bid No Bid As specified
25% $46.92 ea x2 1 hour at $65.00
per hour Pro‐Gard 30% 2014 No Bid No Bid As specified
25% $1,850.00 2 hours @ $65.00
per hour Crow Vic Priced 30% 2014 No Bid No Bid As specified
25% $118.87 1 hour at $65.00
per hour Panasonic Havis 35% 2014 No Bid No Bid As specified
25% $38.02 0.5 hour at $65.00
per hour Panasonic Havis 35% 2014 No Bid No Bid As specified
25% $63.47 0.5 hour at $65.00
per hour Panasonic Havis 35% 2014 No Bid No Bid As specified
25% $103.16 0.5 hour at $65.00
per hour Panasonic Havis 35% 2014 No Bid No Bid As specified
25% $235.00 2 hours @ $65.00
per hour Newmar No Bid 2014 No Bid No Bid As specified
25% $675.00 4 hours @ $65.00
per hour Son Cell No Bid 2014 No Bid No Bid As specified
Period 2
Period 3
Bid Description: Provide labor and equipment associated with upfitting police department vehicles, as required by the Police Department and Fleet Management division.
Living Wage Ordinance Contract is subject to the Living Wage Ordinance
Newmar start guard
Contract States not applicable
Arizona No Presence No Presence
Sound‐ off third brake light with shroud
5 years on all LED lighting
No Bid
No Bid
No Bid
Oaks Initiative Disclosure Form Complete
Description Rate
Contract States not applicable
All cost include shipping and handling
Parts and materials mark‐up/discount off
current MFR's price list for items not
listed above
Mark‐up 20% above cost inc. shipping
Pick‐up and delivery service round trip N/A
Talley antennas (three)‐ UHF, 800MHZ
and 2.4 GHZ
Patrol power wiring harness kit for Ford
Police interceptor and Ford utility Police
inteceptor
Sound‐off rear window white led lights
Sound‐off red/white led dome lights
Santa Cruz large gun lock, small gun lock
and fun butt plates
Pro‐gard gun lock mounting brackets
Pro‐ gard P1500F prisoner transport
system
Havis shield dash fixed mount for
MW800 for Crown Victoria
Havis shield MW800 mount plate
Do you deliver parts and/or products in
your own company vehicle?No
Go‐Rhino push bumpers
Motorola APX 650 (City shall furnish
radio transceiver and control head‐
vendor shall furnish and install all cabling,
microphones, speakers, clips, etc)
Troy full‐size trunk tray and equipment
guard
Troy half‐trunk organizer box
Troy 14" space saver center console and
dual‐cup beverage holder
Pick‐up and delivery service one way N/A
Troy 14" space saver center console and
dual‐cup beverage holder
Description Response Response
Payment Terms Net 30 days
Please provide the warranty options for
the equipment and services associated
with this bid.
All manufacture warranty will apply on all products installed 1 year no cost warranty on all labor
and installation parts
Whelen red/blue mirror lights
Renewal Same price, terms, and conditions offered 10% Increase of previous year's price for all areas or options
Same price, terms, and conditions offered 10% Increase of previous year's price for all areas or options
Havis shield quick release for keyboard
Havis shield telescoping computer
mounting
No
Will you be able to comply with the
insurance requirements?Can comply Can comply
Supplemental Questions Response Response
Do you come into City of Santa Monicto
conduct business?No No
Response
Brand/ Description
Bid Closing Date: June 18, 2014
Comments Rate Comments
Airwave Communications Ent. Adamson Police Products
Hayward, California
Federal signal park kill module
Federal signal richochet power supply
Commerce, California
Federal signal valor light bar
Federal signal smartsiren platinum
controller
Federal signal siren amplifier 80K
Federal signal siren speaker (two) and
bracket
Pricing Response
REFERENCE:
FIRST MODIFICATION TO
CONTRACT NO. 9989
(CCS)