Report Prepared by: Daniel Dabney, Captain, Police
Title
SUBJECT: Award Bid to MID Valley Protection, for the Purchase of One (1) Solar Surveillance Camera Trailer in the Amount of $36,000 Using Funds from the 2024 Edward Byrne Justice Assistance Grant (JAG) Program
REPORT IN BRIEF
Considers awarding a bid in the amount of $36,000 for the purchase of One (1) Solar Surveillance camera trailer and consider waiving future competitive bidding for future purchases of these trailers to standardize equipment.
RECOMMENDATION
City Council - Adopt a motion:
A. Awarding the bid to MID Valley Protection for the purchase of One (1) Solar Surveillance camera trailer in the amount of $36,000; and,
B. Authorizing the City Manager to execute the necessary documents and to approve change orders not to exceed 15% of the total contract; and,
C. Waiving a competitive bidding requirement of future purchases of these trailers from the same vendor for standardize equipment for up to two (2) additional camera trailers during the 2025-2026 fiscal year.
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 (specific items to be addressed in the motion); or,
5. 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 of Merced Charter 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 ($25,000.00), the "bidding threshold”, may be waived with the approval of the city council. 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. The bidding threshold shall be adjusted for inflation utilizing the same index and methodology as the bidding threshold in Section 3.04.080 of this code.
CITY COUNCIL PRIORITIES
As provided for in the FY 25/26 Adopted Budget.
DISCUSSION
The Merced Police Department submitted a grant application for funding through the Edward Byrne Justice Assistance Grant (JAG) Program. This is an annual grant opportunity. The Merced Police Department was notified that their grant application was approved. At the City Council meeting on January 6, 2025, City Council approved accepting the $43,820 in grant funds. One item approved in the grant application was a solar surveillance camera trailer. The grant is a reimbursement grant. Expenses are incurred and then requests for reimbursement are submitted on a quarterly basis.
Staff prepared specifications, and the project was advertised for bids. Bids were opened on April 01, 2025, with the following qualified results:
|
1 |
MID Valley Protection |
(Turlock, CA) |
$ 36,000.00 |
|
2 |
Dominight |
(Pennsylvania) |
$ 36,000.00 |
|
3 |
iTech Surveillance |
(Unknown) |
$ 45,996.00 |
|
4 |
Go View |
(Modesto, CA) |
$ 59,670,00 |
Reasons to award the bid and to waive competitive bidding for future purchases of this trailer:
• Standardization of equipment
IMPACT ON CITY RESOURCES
No appropriation of funds is needed. The 2024 Edward Byrne JAG was approved by City Council on January 6, 2025, and appropriated as a grant.
ATTACHMENTS
1. MID Valley Protection
2. Dominight
3. iTech Surveillance
4. GoView