Report Prepared by: Janet German, Management Analyst, Fire Dept.
Title
SUBJECT: Approval of a Three-Year Services Agreement with Cook’s Communications, Corp. in an Amount not to Exceed $300,000 for as Needed Fire Department Vehicle Upfitting, Modification, Repair, and Related Services Including an Initial Expenditure of $155,619 Plus a 10% Contingency for Current Command and Support Vehicle Purchases
REPORT IN BRIEF
Considers the approval to waive competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 to maintain fleet equipment standardization and approve a three-year, not to exceed $300,000 agreement with Cook’s Communications, Corp. for as needed vehicle upfitting, equipment installation, integration, and maintenance.
Initial authorization of $155,619, plus a 10% contingency, is requested for command support vehicle outfitting detailed in Attachments 2, 3, and 4. All expenditures will be authorized on an as-needed basis.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210 based on the city’s operational need for standardization of MFD vehicle upfitting, equipment installation, electrical integration, fabrication, programming, maintenance, repair, and related services; and,
B. Approving a supplemental appropriation from the unencumbered unreserved fund balance in Fund 7006-Fleet Replacement in the amount of $171,180 ($155,619 plus $15,561 as 10% contingency); and
C. Approving a three-year Services Agreement with Cook’s Communications, Corp. for as needed and as authorized Fire Department vehicle upfitting, equipment installation, electrical integration, fabrication, programming, maintenance, repair, and related services, in an amount not to exceed $300,000; with an initial expenditure of $155,619 plus a 10% contingency allocated immediately for specific vehicle outfitting project; and,
D. Authorizing the City Manager to execute any necessary documents for the purchase specified above, the Finance Officer to make the appropriate budget adjustments, the City Buyer to issue the Purchase orders, and the approval of change orders not to exceed 10% of the total purchase price for initial specific vehicle outfitting projects.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Title 3, Article III of the Merced Municipal Code, Purchases Over Twenty-Five Thousand Dollars.
Section 3.04.210 - Exemptions from competitive bidding.
Except as otherwise provided in this chapter, competitive bidding requirements for purchases in excess of twenty-five thousand dollars ($25,000), the “bidding threshold”, may be waived with the approval of the City Council.
The Code provides that waivers may be authorized for but are not limited to cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types of equipment.
CITY COUNCIL PRIORITIES
As provided for in the FY 26/27 Adopted Budget.
DISCUSSION
Merced Fire Department (MFD) emergency response vehicles require specialized communications equipment, emergency warning systems, electrical systems, equipment mounting systems, and other modifications that are not included in a manufacturer’s standard vehicle configuration. These modifications are necessary to prepare vehicles for emergency response operations and to ensure that critical equipment is safely, reliably, and consistently integrated into each vehicle.
The MFD utilizes command and support vehicles that require specialized outfitting. The Chevrolet 2500 4x4 pickup is the MFD’s standard command vehicle platform and provides command officers with a versatile vehicle capable of responding to a wide range of emergency incidents while carrying the communications, command, and support equipment necessary for incident management.
Because the department’s vehicles perform emergency response functions, vehicle outfitting is more than the installation of individual accessories. The work involves integrating multiple electrical, communications, warning, and operational systems into a single vehicle. Maintaining consistency in how these systems are installed and configured is important to the safe and efficient operation of the fleet.
Command and support vehicle outfitting, therefore MFD proposes to enter into a three-year Agreement with Cook’s Communications, Corp. for specialized emergency vehicle communications and upfitting services, with a total contract amount not to exceed $300,000 over a three-year term. Individual project will be authorized based on the MFD’s needs, available funding, and appropriate city purchasing procedures.
Of the total contract capacity, $155,619 is anticipated to be utilized initially for currently identified vehicle outfitting projects described in Attachments 2, 3, and 4 with a 10% contingency to accommodate unforeseen work associated with those projects.
The remaining contract capacity will be available during the three-year term for future vehicle modifications, installations, repairs, equipment replacement, and other related services as authorized by the city.
Prior Action
On June 21, 2022, City Council approved a $68,096.85 agreement with Cook’s Communications, Corp. for the outfitting of MFD command vehicles and waived competitive bidding based on equipment standardization.
Background
The MFD operates a fleet of specialized emergency response vehicles that require equipment and modifications beyond the standard vehicle manufacturer configuration. These modifications are necessary to equip vehicles for emergency response, communications, warning, command, electrical, and other operational requirements.
The city has an established history of using Cook’s Communications, Corp. for MFD vehicle outfitting and related services.
The proposed agreement builds upon that established approach and provides a three-year mechanism for the MFD to obtain vehicle upfitting, modifications, repairs, equipment installations, programming, and related services on an as needed basis.
Standardization
The requested competitive bidding waiver is based on standardization, not on the determination that Cook’s Communications, Corp. is the only company capable of performing the work.
Competitive Bid Waiver
MMC Section 3.04.210 provides City Council with the authority to waive competitive bidding for purchases necessary for standardization on particular types of equipment. The requested waiver allows the MFD to reduce unnecessary variation in vehicle configurations, preserve institutional knowledge, and maintain vehicle operational readiness.
The $300,000 amount represents the maximum potential compensation over the three-year term rather than an immediate commitment to spend the full amount. Work will be initiated as needed and authorized by the city, with $155,619 plus a 10% contingency drawn immediately from the agreement to fund the specific vehicle purchases outlined in Attachments 2, 3, and 4. Individual subsequent projects will be supported by an approved estimate, quotation, work order, or other appropriate city authorization.
IMPACT ON CITY RESOURCES
Requesting supplemental appropriation from Fleet Fund 7006 for an amount of $171,180 which includes a 10% contingency to cover the identified vehicle outfitting projects. The MFD will fund the contract on an as needed basis provided that funds are available.
This item requires at least five affirmative votes for approval.
ATTACHMENTS
1. Cook’s Communications, Corp. - Service Agreement
2. Cook’s Communications, Corp. - Quote #18665
3. Cook’s Communications, Corp. - Quote #18666
4. Cook’s Communications, Corp. - Quote #18915