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Home My WebLink About4.07 EmergEquip/ARCOM CITY CLERK File# 0350-20 AGENDA STATEMENT CITY COUNCIL MEETING DATE: December 7, 1999 SUBJECT: Award of Bid for Police Vehicle Emergency Equipment Report Prepared by: Amy Cunningham, Administrative Assistant ATTACHMENTS: RECOMMENDATION: 1) Resolution of Award 2) Budget Change Form 3) Bid from ARCOM Fleet Services 1) Adopt Resolution awarding bid to ARCOM Fleet Services 2) ApProve Budget Change Form FINANCIAL STATEMENT: A this project. Bids Received: total of $6,681 was budgeted in Fiscal Year 1999-2000 for Farrelle Communications $ 7,623.00 ARCOM Fleet Services $ 7,933.48 Pursuit Technology, Inc. $ 7,957.45 Emergency Vehicle System $ 8,075.76 Kameny Coach Works, Inc. $11,899.84 Emergency Response Syst. $15,212.76 DESCRIPTION: At the meeting of November 16, 1999, the City Council authorized Staff to solicit bids for police vehicle emergency equipment. This project includes the selected vendor removing emergency equipment from two 1996 Ford Crown Victoria's and installing the specified reusable items in the two new 2000 Ford Crown Victoria Police Interceptors, as well as the new equipment listed in the bid specifications. The bid specifications ensure that the new vehicles will be outfitted to maintain standardization and consistency with the existing fleet. In addition, the project includes outfitting three existing undercover/detective vehicles with emergency equipment to ensure that they meet state requirements as emergency vehicles. BID RESULTS: Of the seven vendors that were mailed the Request for Proposals, six were received back by the deadline. The lowest bid was received by Farrelle Communications; however; staff is recommending that the bid be awarded to the second lowest bidder, ARCOM Fleet Services, for the reasons outlined below. Per Dublin Municipal Code §2.36.030 (H) the City Council has discretion to award bids to the lowest responsible bidder. Based on evaluation of all bids staff has concluded that ARCOM Fleet Services is the lowest responsible bidder and recommends ARCOM Fleet Services be awarded the bid. COPIES TO: ARCOM Fleet Services ITEM NO. 'Dublin Municipal Code (DMC) §2.36.040 discusses factors to be taken into consideration when evaluating a bid for award. DMC §2.36.040 in part states the following: Purchases shall be awarded after consideration of the following factors: (C) the ability of the bidder to perform the contract or provide the service promptly, or within the time specified, without delay or interference; (E) the previous experience of the city with the bidder. As the model year 2000 vehicles have been received at Shamrock Ford and the aging 1996 models are requiring additional maintenance, it is crucial to have the new vehicles put into service as soon as possible. Farrelle Communications would need to order much of the required equipment directly from the manufacturer with product delivery taking a minimum of three to four weeks. ARCOM Fleet Services has the majority of the equipment in stock and the items that would need to be ordered could be obtained in approximately 3-5 days. ARCOM Fleet Services has advised they could have the vehicles outfitted and ready for service in one week. In addition, Farrelle Communications does not stock many of the parts required to repair the emergency equipment. Ordering parts directly from the manufacturer causes longer vehicle down times. ARCOM Fleet Services is a larger company stocking many of the replacement parts needed to repair equipment. Vehicles could be repaired and placed back in service more rapidly by ARCOM Fleet Services. The City of Dublin Police Services has utilized the services of Farrelle Communications for the past several years. Over the past year staff has experienced a decrease in responsiveness by the service technicians. Several service calls are routinely being placed to the company before a technician responds. This routine calling is consuming a considerable amount staff time. Additionally, the vehicle requiring repair cannot be utilized by patrol until the repair has been performed. At times repairs performed by Farrelle Communications have later been found to be substandard and have required additional repairs. ARCOM Fleet Services was utilized by the city for equipment installation and service/product maintenance several years ago. Staff had favorable experiences with ARCOM Fleet Services at that time. Further, staff has contacted current clients of ARCOM Fleet Services who have all provided positive feedback about the company's experience, responsiveness and installation/service record. Hourly labor costs are an additional factor to be considered when evaluating the bid award. Farrelle Communications charges an hourly rate of $66; whereas, ARCOM Fleet Services charges $55 per hour. ARCOM Fleet Services bid was $7,933.48, staff recommends adding a 5% contingency, which brings the total funds required to $8,330. This exceeds the amount available for the project by $1,649. This overall increase can be attributed to increased equipment costs. Advances in equipment technology, increased product performance and current market conditions have caused costs for police emergency equipment to increase within the past few years. CONCLUSION: Staff has reviewed the bid results, checked with references and recommends that the City Council adopt the resolution (Attachment 1) awarding the bid to ARCOM Fleet Services. Staff further recommends the City CoUncil adopt the Budget Change Form (Attachment 2) and authorize staff to direct the selected vendor to proceed with the purchase and installation of the emergency equipment. RESOLUTION NO. - 99 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AWARDING BID FOR POLICE VEHICLE EMERGENCY EQUIPMENT TO ARCOM FLEET SERVICES AND REJECTING THE BID SUBMITTED BY FARRELLE COMMUNICATIONS WHEREAS, the City of Dublin obtained sealed bids for the purchase and installation of police vehicle emergency equipment; and WHEREAS, the 1999-2000 operating budget includes funding for police vehicle emergency equipment; and WHEREAS, the City sent out a Request for Proposals to seven companies and received six proposals in response; and WHEREAS, ARCOM Fleet Services prepared the second lowest bid estimate but was determined to be the most qualified to perform the required work; and NOW THEREFORE, BE IT RESOLVED that the City Council hereby approves the agreement with ARCOM Fleet Services for installation of police vehicle emergency equipment. PASSED, APPROVED AND ADOPTED this 7th day of December, t999. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk K2/G/12- 7-99/reso-pd-equipmt. doc ATTACHMENT 1 CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # New Appropriations (City Council Approval Required): Budget Transfers: X From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity From New Revenues Between Departments (City Council Approval Required) Other DECREASE BUDG ET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT AMOUNT Name: Name: ISF Charge- Vehicles $1,649.00 Account #: Account #: 001.20100.739.001 Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: . Account #: Name: Name: Account #: Account #: City Manager: Date: Signature REASON FOR BUDGET CHANGE ENTRY: In order to award the bid and proceed with the installation of police vehicle emergency equipment additional funding is required. : Mayor: Posted By: formstbudgchng :As Approved at the CitY'Comacil :Meeting on: Date: Date: Signature ATTACHMENT 2 Bid Proposal Summary Form City of Dublin - Police Vehicle Emergency Equipment I have received the documents relative to the City of Dublin Police Vehicle Emergency Equipment project. The bid package includes Notice and Instruction to Bidders and Specifications. The following costs relate to the total cost of the project.as defined in the plans and specifications including all applicable delivery charges, taxes, and fees. A. Cost Summary Category Total Materials/Equipment $ ,~ .¢ ~'z/~, ~ Labor $ ~:2,;"~?, ~ GrandTotal $ '7/ ~. ~ B. References Please list three refer6~ces for which you have provided similar work. C. Addendum' s Included This proposal includes all modifications contained in the following addendum's or clarification' s. Addendum # Date Issued Submitted by Name:/'~;cl'~/.., [~. ~ c~le~e, Address:q'0'~0'fir ~I~ ~n~ Signa~re ATTACHMENT 3 Patrol Vehicles Equipment Cost Detail Manufacturer/ Model # Federal Signal Vista; 44" w/Directional Model# X132H9F2XA w/ mounting hardware Unitrol; UTM4 Touchmaster SMC3 Signalmaster Controller ,~deral Signal; MNCT Description Lightbar Siren Controller Directional Stick Controller Microphone PA ~ino Guard; 5036 Pushbar w/mount kit LF 12ERB Gooseneck Light Federal Signal; FHL2 Headlight Flasher Unit Price Ext. Price Notes & Comments 2 Federal Signal; 4 outlet comer strobe CS 1 S2 system 2 Park Kill Module Federal Signal; UPKM 2 Seat belt adapter kits 2 Antenna cable Unmarked / Detective Vehicles 2 Federal Signal; I Undercover Siren ~:~ 2 Federal Signal; Siren SpeWer Mt 3 Federal Signal; ReCBlue Emer=ency MS2-FD w/mount Light kit The follosving listed equipment will be provided by Dublin Police Services. This equipment will need to be removed from the 1996 Ford Crown Victoria's and installed in the new vehicles. Troy Partitior~Z pac.. ~ o~ ~) AEDEC rear Prisoner Seat(.u~g l~,rs~:g~rr~ Cage Mount Shotgun Lock Troy Equipment Console Motorola Spectra Radio Streamlight Flashlight Charger Motorola Radio Microphone Hang up box 3M Opticom system Please list your hourly rate for maintenance and repairs (include travel costs, etc.):