Report Prepared by Jeremy Franklin, Fire Battalion Chief
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Approval of an Agreement for Supplies and Services with Cook’s Communication for Outfitting of Fire Department Command Vehicles in the amount of $68,096.85
REPORT IN BRIEF
Considers authorizing to waive competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 to outfit already purchased replacement command vehicles for the Fire Department in the amount of $68,096.85.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code section 3.04.210 for equipment standardization; and,
B. Approving the Agreement for Supplies and Services with Cook’s Communication in the amount of $68,096.85; and,
C. Authorizing the City Manager or the Deputy City Manager to execute any necessary documents for the purchases specified above, the Finance Officer to make the appropriate budget adjustments and City Buyer to issue the Purchase Orders, and the approval of change orders not to exceed 10% of the total purchase price.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to 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
Merced City Charter, Section 200. Municipal Code Section 3.04.210 - Exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
As provided for in the FY 21/22 Adopted Budget.
DISCUSSION
History
What is included in outfitting a Command Vehicle? MFD currently purchases Chevy 2500 4x4’s as our Command Vehicles. This allows MFD to respond to all incident types without having to have mission specific vehicles for command officers. Once MFD receives the vehicle the following equipment is installed. Kenwood Viking Radio, Emergency code three lights, Mobile Data Terminal with pedestal and mount, reflective striping, camper shell, slide-out for bed, secondary battery for auxiliary equipment with ignition isolation, center console installation with mounting of radio head and emergency light controller, and protective box under the rear seat for all electrical components.
Cook’s Communication outfitted the departments last command vehicle. Cook’s Communication is professional and timely with their work. Cook’s Communication took over the project from Emergency Vehicle Outfitters which started the project. This made the outfitting more complicated due to back tracking the half-completed work. Cook’s Communication went through the complete build-up and started from the beginning. They completed the work within the projected timelines and the work was done to the highest standard.
Cook’s Communication is a Kenwood dealer and installer. We moved to Kenwood Viking Radios in our Command Vehicles. These radios have the capability of communicating on VHF, UHF, and 800MHz. This change allows incident commanders to communicate with Merced County Fire, Merced PD, Merced Sheriff’s Department, UC Merced PD, Riggs Ambulance, Mercy Merced which is the Merced County Base Hospital, and the State of California mutual aid load. Cook’s Communication, being a Kenwood dealer, adds efficiencies with them being able to program the radio and having it be in-service when it rolls off their lot.
Waiving the competitive bid requirement will allow the Merced Fire Department to continue to standardize our command vehicles in a cost effective and timely manner.
Section 3.04.210 of the Merced Municipal Code provides that the City Council can approve a waiver of the City’s competitive bidding requirements when such purchases are made for standardization of equipment.
Term of Contract
The Merced City Fire Department is requesting to enter into a three-year agreement with Cook’s Communication for outfitting of our Command Vehicles. Any additional command vehicle outfitting beyond the two referenced in Exhibit A will require an amendment to this contract.
IMPACT ON CITY RESOURCES
The vehicles were approved and purchased in the FY 2021/22 Council adopted budget; no additional funding is needed. Outfitting will be purchased using funds budgeted in Fund 674-1103-633-63.00 Project #243901.
ATTACHMENT
1. Agreement for Supplies and Services with Cook’s Communication
2. Exhibit A - Quote #12036 from Cook’s Communication for outfitting for 2 command vehicles.
3. Sole / Single Source Request - Signed by Department head and approved by Purchasing.