CITY OF ELK GROVE CITY COUNCIL STAFF REPORT AGENDA ITEM NO. 8.10 AGENDA TITLE: Adopt resolution authorizing the City Manager to execute a five-year contract with an optional two-year extension with Emergency Vehicle Outfitters of Elk Grove to provide installation and repair of vehicle response equipment and lighting for City owned vehicles in an amount not-to-exceed $1.5 million MEETING DATE: July 12, 2017 PREPARED BY: Douglas Scott, Facilities and Fleet Manager DEPARTMENT HEAD: Brad Koehn, Director of Finance and Administrative Services RECOMMENDED ACTION: Staff recommends the City Council authorize the City Manager to execute a five-year contract, with an optional two-year extension, with Emergency Vehicle Outfitters of Elk Grove to provide installation and repair of vehicle response equipment and lighting for City owned vehicles in an amount not to exceed $1.5 million. BACKGROUND INFORMATION: In May 2017, the City announced a Information to Bid (ITB) for a contractor to provide installation and repair of vehicle response equipment and lighting for City owned vehicles. For evaluation purposes, qualified bidders where asked to provide pricing to fully outfit one Police Patrol vehicle and one undercover police vehicle. The bid items listed and dollar amounts entered by suppliers were used as a baseline by the City for evaluation purposes only. The total contract amount not-to-exceed is established based on historical data of the current and future size of the City s vehicle fleet. 1
Elk Grove City Council July 12, 2017 Page 2 of 2 ANALYSIS: On Thursday June 15, 2017, the City Clerk received two bids in response to the ITB: Bidder Location Base Bid Emergency Vehicle Outfitters Elk Grove $20,175.60 Lehr Auto Electric Sacramento $24,499.75 Staff determined that both bidders were responsive and responsible. Staff found that Emergency Vehicle Outfitters to be the lowest responsive, responsible bidder, and staff recommends award of the contract to Emergency Vehicle Outfitters (See Attachment 3). FISCAL IMPACT: There is sufficient funding identified in the Fleet Services Fiscal Year 2017-18 operating budget accounts. Funding for future years will be programmed in the respective fiscal years budgets. ATTACHMENTS: 1. Resolution 2. Contract 3. Price Analysis 2
ATTACHMENT 1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ELK GROVE AUTHORIZING THE CITY MANAGER TO EXECUTE A FIVE YEAR CONTRACT WITH AN OPTIONAL TWO YEAR EXTENSION WITH EMERGENCY VEHICLE OUTFITTERS OF ELK GROVE TO PROVIDE INSTALLATION AND REPAIR OF VEHICLE RESPONSE EQUIPMENT AND LIGHTING FOR CITY OWNED VEHICLES IN AN AMOUNT NOT-TO-EXCEED $1.5 MILLION WHEREAS, maintenance of City owned vehicles is necessary to delivering service to the citizens of Elk Grove; and WHEREAS, In May of 2017, the City announced a formal Invitation to Bid (ITB) for installation and repair of vehicle response equipment and lighting for City owned vehicles; and WHEREAS, The City received two responses to the ITB one from Emergency Vehicle Outfitters of Elk Grove and the other from Lehr Auto Electric of Sacramento; and WHEREAS, Emergency Vehicle Outfitters of Elk Grove met all of the formal bid requirements pursuant to Elk Grove Municipal Code Section 3.42.180(a) and was found to be the lowest responsive responsible bidder; and WHEREAS, Fleet Services has sufficient funding identified in its 2017-18 operating budget for this service. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Elk Grove hereby authorizes the City Manager to execute a five-year contract in substantially the form presented to the City Council with Emergency Vehicle Outfitters of Elk Grove with one additional two-year extension in an amount not-to-exceed $1.5 million for new installation and repair of vehicle response equipment and lighting for City owned vehicles. PASSED AND ADOPTED by the City Council of the City of Elk Grove this 12 th day of July 2017. STEVE LY, MAYOR of the CITY OF ELK GROVE ATTEST: APPROVED AS TO FORM: JASON LINDGREN, CITY CLERK JONATHAN P. HOBBS, CITY ATTORNEY 3
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ATTACHMENT 3 Installation and Repair of Vehicle Response Equipment and Safety Lighting June 19, 2017 Bid Evaluation Business Emergency Vehicle Outfitters Lehr Auto Electric Address 9858 Kent Street 4707 Northgate Blvd City/State Elk Grove CA, 95624 Sacramento CA. 95843 Contact Shafeel Hussein Jim Stommel Phone (916) 685-0800 (916) 646-6626 Email Address phil@evopse.com jim@lehrauto.com Total Bid Price $20,175.60 $24,499.75 Local Vendor Preference -$1,008.78 N/A Bid Evaluation Price $19,166.82 $24,499.75 Douglas Scott Facilities and Fleet Manager 916-627-3443 27