REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a One (1) Year Blanket Purchase Agreement to Stommel, Inc., dba Lehr, in the Amount of $440,000 for Accessory Removal and Installation Services for the City’s Patrol and Fire Vehicles (F25-113)
Report
REPORT IN BRIEF
Approval is requested to authorize the issuance of a Blanket Purchase Agreement to Stommel, Inc., dba Lehr, of Sacramento, CA in the amount of $440,000 for accessory removal and installation services for the city’s patrol and fire vehicles under the Placer County Contract.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code (SMC) Council approval is required for the procurement of goods and/or services greater than $250,000 in any one transaction.
Further, Section 2.08.220(b) of the Sunnyvale Municipal Code authorizes the purchasing officer to direct the city’s participation with one or more governmental, public or quasi-public agencies in a cooperative agreement for the procurement of goods and/or services, provided that at least one of the agencies has solicited bids.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
The City's Department of Public Safety (DPS) currently has a fleet of 35 patrol vehicles, with 18 vehicles overdue or due for replacement by 2025. An additional 2 patrol vehicles are being purchased to minimize downtime in the event of crashes, or future vehicle replacements. It is essential to ensure all patrol vehicles are equipped with the necessary lighting packages and accessories to enable officers to perform their public safety duties effectively and safely. =
To properly equip patrol cars with necessary safety packages, it is recommended that the Council enter into a service contract with Stommel, Inc. to furnish and install the required lighting packages and accessories for DPS patrol cars. The contract also includes provisions for modifications and upgrades to modernize each vehicle with the appropriate equipment. This contract will help maintain the operational readiness and safety of the patrol fleet as it continues to expand.
Modifications to factory provided patrol cars include removing the rear passenger seat and compartment to install a prisoner transport compartment, adding emergency vehicle preemption equipment, fabrication and installation of a truck cabinet system for equipment, front and rear camera systems, rifle mounts, wiring and mounting of emergency vehicle lighting, wiring of radio communications system, a new center console for laptop mount, radios and lighting controls, installation of ballistic protection and painting of the roof and front doors.
On July 30, 2019, Placer County issued an Invitation for Bids seeking bids for Emergency Response Vehicle Equipment and Installation Services and ultimately awarded the contract to Stommel, Inc., doing business as Lehr. The contract included a “piggyback” clause outlined in Section 4.3 (Award) of the County's Supplier Contract. (Attachment 1 to the report.) This clause permits other public agencies to utilize the County’s contract terms and pricing, which streamlines procurement processes for similar needs in other jurisdictions.
As part of this agreement, the City of Sunnyvale has the option to leverage Placer County's contract with Stommel, Inc., which supports purchasing efficiencies by avoiding duplicative solicitation processes while maintaining compliance with purchasing policies.
This agreement would be one of three blanket purchase agreements with contractors for teardowns and new vehicle upfits. Between the three vendors, the Fleet Services division will have sufficient contractor bandwidth to teardown existing DPS patrol cars and upfit the new replacement patrol cars to have them in service before the end of FY 2025/26 with capacity to accommodate unplanned replacements.
FISCAL IMPACT
Budgeted funds are available under Project P20700 - Fleet Equipment in Fund 7021 - Fleet Services.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Authorize the issuance of a purchase agreement to Stommel, Inc., dba Lehr, in the amount of $440,000 for removal and installation services of accessories on the city’s patrol and fire vehicles;
- Authorize the City Manager to execute the Blanket Purchase Agreement when all necessary conditions have been met; and
- Authorize the City Manager to increase the amount of the agreement if pricing remains acceptable to the City.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $250 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
_X_ Competitively bid contract*
___ Labor or personal employment contract
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Dennis Jaw, Acting Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. County of Placer Supplier Contract - Contract Number SCN107418