SR 11-13-2018 3B
City Council
Report
City Council Meeting: November 13, 2018
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Second Contract Modification with Airwave Communication Enterprises for
Police Vehicle Upfitting
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to agreement #9989 with Airwave Communications
Enterprises, a California-based company, to provide labor and equipment associated
with upf itting Police Department vehicles for an additional $983,576 through October 27,
2019. This will result in a five-year amended agreement with a new total amount not to
exceed $3,359,576, with future year funding contingent on Council budget approval.
Summary
The City replaces vehicles that have reached the end of their cost-effective useful life
through the Vehicle Replacement Program. Up to 146 Police Department vehicles are
scheduled to be replaced over the next year. The current contract only allows for the
upfitting of up to 84 Police vehicles. It was previously extended for two additional years
through a first contract modification, which expires on October 27, 2019. Staff is
requesting a second modification to agreement #9989 with Airwave Communications
Enterprises to increase the total contract amount by $983,576 to provide upfitting
services for 62 additional Police vehicles scheduled for replacement . This would
result in new total amount not to exceed $3,359,576 through October 27, 2019.
Discussion
On September 26, 2017, Council approved the extension of contract #9989 to Airwave
Communications Enterprises to provide labor and equipment associated with the
upfitting of up to 84 Police Department vehicles for an additional two-year period with no
change to the expenditure amount. This additional two-year period covers 62 Police
vehicles that have been approved for replacement through the Vehicle Replacement
Program. Some of these vehicles are currently being replaced and upfitted in FY 2018-
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19, and some will be replaced and upfitted in FY 2019-20. Staff is requesting to
increase the contract amount by $983,576 to cover upfitting services for the 62 vehicles.
Upfitting consists of equipping vehicles with various standardized and specialized
equipment such as emergency lighting, warning and radio equipment, mobile computers
and camera systems, and in some cases, prisoner transport systems. A $983,576
increase in the contract amount is necessary to ensure that the additional vehicles meet
the needs of each Police section. Each type of vehicle use requires different specialized
equipment specific to its use. For example, a K-9 unit has different upfitting needs than
a patrol car, and a Community Services Officer (CSO) vehicle needs different
equipment than an executive vehicle. Pricing is based on the number of vehicles used
for a specific purpose.
Past Council Actions
09/26/17 (Attachment A) First modification to contract #9989 with Airwave
Communications Enterprises.
Financial Impacts and Budget Actions
Staff seeks authority to increase the amount of contract #9989 with Airwave
Communications Enterprises for the upfitting of Police Department vehicles.
Contract Modification Request
Agreement
#
Current
Authorized
Amount
Modified
Request Amount
FY 2018-19 Budget
CIP Account #
Total Revised
Contract Amount
9989 $2,376,000 $983,576 C7000010.689000 $3,359,576
Future year funding is contingent on Council budget approval.
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Prepared By: Ryan Kraemer, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. September 26, 2017 Staff Report
B. Airwave Communications Enterprises Oaks Initiatve Disclosure Form