Report Prepared by: Cosmo Orduñez, Public Works Manager - Internal Services
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements to Standardize Equipment, Authorization to Purchase Equipment for Three (3) Unmarked Units and Allow Dana Safety Supply to Supply Equipment and Outfit Three (3) New Patrol Vehicles for the Police Department in an Amount not to Exceed $110,000
REPORT IN BRIEF
Considers approving to waive competitive bidding and authorizing the purchase of equipment, with install, for Police Patrol vehicles using current budgeted funds in an amount not to exceed $110,000.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code section 3.04.210 and authorizing the purchase to be made for equipment standardization; and,
B. Authorizing the purchase and installation of equipment from Dana Safety Supply in an amount not to exceed $110,000; and,
C. Authorizing issuance of the Purchase Order(s) and authorizing the City Manager or designee to execute all necessary documents.
Body
ALTERNATIVES
1. Approve as recommended by staff; or,
2. Deny; or,
3. Refer back to staff; or
4. Continue to a future meeting.
AUTHORITY
Article III of Title 3, Chapter 3.04, of the Merced Municipal Code relating to purchases over thirty-eight thousand dollars; and Section 3.04.210, exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
Public Safety as provided for in the FY 2025-26 Adopted Budget.
DISCUSSION
The purchase of three (3) new patrol units and three (3) unmarked units for the Merced Police Department to replace an aging fleet will require the vehicles to be fully outfitted with law enforcement equipment before being placed into service. To ensure consistency, efficiency, and interoperability across the department, it is strongly recommended that the same company that previously outfitted the 10 patrol units currently in service be used for this project. Standardizing equipment installation not only promotes uniformity in the operation of all patrol and unmarked vehicles but also reduces training needs, minimizes compatibility issues, and streamlines maintenance, ultimately saving time and resources for the department.
The proposed price for the equipment and outfitting the three new patrol units and the unmarked units matches the cost of the previous build, demonstrating the company’s ability to provide consistent and reliable pricing. This amount remains lower than the bids submitted by other competitors in the past, further reinforcing the value and cost-effectiveness of continuing with this vendor. In addition to competitive pricing, the company has consistently met the department’s standards in quality, functionality, and uniformity, ensuring that all units are built to the same specifications and operational needs.
The funding for the purchases of equipment and installation is from the current year approved budget. There will be no other funds needed for this purchase.
IMPACT ON CITY RESOURCES
The total cost for the equipment and installation for marked units is quoted at $57,975.43. The total cost for equipment for the unmarked units is quoted at $1,728.42, the remaining funds out of the $110,000 will be used as contingency funds for this purchase. The funding is available within Fund 7006-Fleet Replacement.
ATTACHMENTS
1. Quote 590189 - A Dana Safety Supply (Marked Patrol Units)
2. Quote 594565 - Dana Safety Supply (Unmarked Units - Parts Only)