Report Prepared by: Cosmo Ordunez, Public Works Manager-Internal Services
Title
SUBJECT: Award Bid and Approve Services Agreement with Dana Safety Supply to Provide Parts and Equipment and Outfit Ten (10) New Patrol Units for the Merced Police Department for a Total Cost of $187,377.78
REPORT IN BRIEF
Considers awarding the bid to Dana Safety Supply to provide parts and equipment and outfit ten (10) new Patrol Units, eight (8) Ford Explorer Interceptor SUVs and two (2) Ford F-150 Police Responder pickups, for the total cost of $187,377.78.
RECOMMENDATION
City Council - Adopt a motion:
A. Awarding the bid and approving a Services Agreement with Dana Safety Supply to provide parts and equipment and outfit 10 new Patrol Units, 8 Ford Explorer Interceptor SUVs and 2 Ford F-150 Police Responder pickups, in the amount of $187,377.78; and,
B. Authorizing the City Manager to execute the necessary documents and to approve contract amendments not to exceed 10% of the total purchase price.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Deny; or,
3. Refer to staff for reconsideration of specific items (specific items to be addressed in the motion); or,
4. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Charter of the City of Merced, Article XI, Section 1111-Competitive bidding, and Merced Municipal Code (MMC) Chapter 3.04, Article III - the purchase of materials, supplies, equipment, and contractual services of an estimated value greater than thirty-eight thousand dollars ($38,000.00), the "contract threshold," shall be made by the purchasing supervisor by written contract with the lowest responsible bidder.
CITY COUNCIL PRIORITIES
As provided for in the FY 24/25 Adopted Budget.
DISCUSSION
Staff prepared bid specifications to establish a contract with one or more vendors to outfit ten (10) vehicles, eight (8) Ford Explorer Interceptor SUVs and two (2) Ford F-150 Police Responder pickups, with parts and equipment. The invitation for bids was advertised both in Merced County Times newspaper and the City’s website. Bids were publicly opened on February 4, 2025, at 2:00 p.m., with the following results:
• Dana Safety Supply (Fresno, CA)
• Table 1 - SUV Interceptor (Equipment Only) $ 96,760.00
• Table 1A - SUV Interceptor (Equipment Install) $ 45,360.00
• Table 2 - Pickup Responder (Equipment Only) $ 21,394.00
• Table 2A - Pickup Responder (Equipment Install) $ 9,850.00
• Adjusted Total (including tax) $187,377.78
*Bid quantity adjustments for table 1 & 2 made in final contract award.
• LEHR (Sacramento, CA)
• Table 1 - SUV Interceptor (Equipment Only) $ 94,675.28
• Table 1A - SUV Interceptor (Equipment Install) $ 60,107.20
• Table 2 - Pickup Responder (Equipment Only) $ 11,952.04
• Table 2A - Pickup Responder (Equipment Install) $ 11,106.80
• Total (including tax) $192,513.26
• Cook’s Communication (Fresno, CA)
• Table 1 - SUV Interceptor (Equipment Only) $ 118,416.00
• Table 1A - SUV Interceptor (Equipment Install) $ 55,392.00
• Table 2 - Pickup Responder (Equipment Only) **NO BID
• Table 2A - Pickup Responder (Equipment Install) **NO BID
• Total (including tax & freight) $182,578.39
Bids were evaluated based on the following criteria: purchase price, delivery time, warranty, past performance.
Based on available funding, staff recommends awarding the bid and service agreement to supply parts and equipment and outfit ten (10) new Patrol Units, which includes eight (8) Ford Explorer Interceptor SUVs and two (2) Ford F-150 Police Responder pickups, for the total cost of $187,377.78 to Dana Safety Supply. Final cost reflects adjustment to corrected sales tax for the City of Merced and quantities that differed from the original quote.
The outfitting of these 10 new Police units offers a dual benefit: replacing aging, high-mileage vehicles that have reached the end of their service life and expanding the overall fleet capacity. Replacing older units reduces maintenance costs associated with frequent repairs and ensures greater reliability in the field. These older vehicles often experience increased downtime, impacting patrol coverage and response times. The new units, equipped with modern technology and improved safety features, enhances officer safety and effectiveness.
IMPACT ON CITY RESOURCES
The equipment and outfitting were approved in FY 2024/25 adopted budget under Fund 2001- Measure C (Police Division). No additional appropriation is needed.
ATTACHMENTS
1. Dana Safety Supply Bid
2. Cook’s Communication Bid
3. LEHR Bid
4. Dana Safety Services Agreement