REPORT TO COUNCIL
SUBJECT
Title
Modify a Purchase Order with Priority 1 Public Safety Equipment for Installation of Accessories on Public Safety Vehicles (F19-190)
Report
REPORT IN BRIEF
Approval is requested to amend an existing purchase order with Priority 1 Public Safety Equipment of Belmont for removal and installation service of accessories to the City’s Department of Public Safety (DPS) patrol and fire equipment, increasing the not to exceed amount by $30,000 for a new total not-to-exceed amount of $125,000.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code City Council approval is required for the procurement of goods and/or services exceeding $100,000 in any one transaction.
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(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
BACKGROUND AND DISCUSSION
The City contracts annually with Priority 1 Public Safety Equipment (Priority 1) for removal and installation services of accessories to the City’s DPS equipment. Over the past three years, the contract amount with Priority 1 has increased from $73,000 to $85,000 and is currently at $91,000. Each purchase order was issued under a competitive exemption based on Priority 1 being the only vendor in the area that can provide removal and installation services for accessories to patrol and fire equipment.
Further increase in these services was required due to the Fleet Services Division placing more new DPS vehicles in service than previous years. Prior to placing these new vehicles in service, the installation services provided by Priority 1 are required. Specifically, replacing Crown Victoria patrol vehicles with SUV patrol vehicles has increased the cost of conversion. This request will increase the purchase order by $30,000 and provide funding to pay outstanding invoices for these services rightfully completed before the purchase order expiration date on April 22, 2019. Services performed after April 22 will be placed on a new Purchase Order.
FISCAL IMPACT
Funding for the purchase order is available in the Fleet Services Program-wide allocation, 650980 from the General Services Fund (Fund 595)
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Take the following action:
- Authorize the City Manager to amend the existing purchase order with Priority 1 Public Safety Equipment for installation services by increasing the not-to-exceed amount by $30,000 for a new total not-to-exceed amount of $125,000
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Change Order to Purchase Order