title
APPROVE CONTRACT CHANGE ORDER NO. 2 WITH EMERGENCY VEHICLE OUTFITTERS FOR PATROL VEHICLE BUILD
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Authorize the City Manager to execute Contract Change Order No. 2 to add $454,781.21 for the conversion of 47 additional Police Interceptor Utility Vehicles.
3. Authorize the extension of Contract No. 2016-03-29-1205 with Emergency Vehicle Outfitters of Elk Grove, CA, for Patrol Vehicle Build (PUR 15-029) for an additional year to June 17, 2019.
4. Amend Contract No. 2016-03-29-1205 with Emergency Vehicle Outfitters for Patrol Vehicle Build (PUR 15-029) to provide for annual modification services not to exceed the original contract amount of $439,656.33.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
body
Summary
On March 29, 2016, Council approved a Service Contract with Emergency Vehicle Outfitters (EVO) in the amount of $439,656.33 for the modification of 47 new Ford Police Interceptor Utility Vehicles.
On June 6, 2017, Contract Change Order (CCO) No. 1 was approved to add three units to the contract and extend the expiration date to June 17, 2018. Proposed CCO No. 2 adds 47 units to the contract at a cost of $454,781.21, extends the contract for an additional year to June 17, 2019, and provides for annual vehicle modification services not to exceed the original contract amount (Attachment A). Council approval of CCO No. 2 is required as the amount exceeds the change order authority allowed under the original contract.
DISCUSSION
Background
On January 4, 2016, the Patrol Vehicle Build project (PUR 15-029) for modifications of 47 new Ford Police Interceptor Utility Vehicles was put out to bid. The modifications consisted of outfitting the vehicles with aftermarket parts, such as push bumpers, police lighting, radio equipment, installing special wiring for the additional electronics, and modifying the vehicle interior to accommodate a partition between the front and rear seats.
On March 29, 2016, by Motion No. 2016-03-29-1205, Council awarded a Service Contract to the lowest responsive bidder, EVO, in the amount of $439,656.33 (Attachment B). As per the contract terms, the start date of the contract was six weeks from the date of the Notice to Proceed, issued on May 6, 2016, providing for an effective contract start date of June 17, 2016. The contract term was for one-year, with the option of two one-year extensions at the original rates. The original contract work has been completed, and all units are currently in service.
On November 15, 2016, Council approved the purchase of an additional 50 Police Interceptor Units from Big Valley Ford.
On June 6, 2017, CCO No.1 added three units for modification at a cost of $28,063.17 and extended the contract one additional year to June 17, 2018, at the original contract rates. Staff determined that due to the compensation terms of the original contract, Council approval of a second CCO is required to authorize modification of the remaining 47 units to be delivered from the November 15, 2016, purchase.
Present Situation
Staff resources available for patrol vehicle modification work are insufficient to complete 47 vehicles without a significant delay in delivering the units to the Police Department. Utilizing an outside contractor avoids a backlog that would result in units remaining unmodified for months while waiting to be set up. Performance standards in the Service Contract require the contractor to complete six to eight units weekly, with a total completion time of 60 calendar days. In addition to providing the labor to modify the vehicles, the contractor is also responsible for the transportation of the units to and from the Municipal Service Center.
CCO No. 2 proposes to add a total of 47 units for modification to the three units previously approved by CCO No. 1. The contract unit price per vehicle modification is $9,354.39 each, which is applicable to 45 of the 47 units included with CCO No. 2. The two canine (K9) units, not included in the original contract pricing, were negotiated at unit cost of $16,916.83 each, for a total CCO No. 2 cost of $454,781.21. CCO No. 2 also extends the contract one additional year to June 17, 2019, and allows for annual vehicle modification services not to exceed the original contract amount (Attachment A). Council approval is recommended for CCO No. 2, bringing the contract total, including CCO No. 1, to $922,500.71.
Findings
Pursuant to Stockton Municipal Code section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City does not have sufficient staffing to complete 47 patrol vehicle modifications in a timely manner.
2. The utilization of contracted services for patrol vehicle modifications allows the City to continue to provide increasing levels of service in public safety.
3. The City has a current, active contract with EVO for patrol vehicle modifications.
4. The unit rates for standard patrol vehicle modification for CCO No. 2 were established pursuant to a competitive bidding process.
5. EVO has provided excellent service in the current and previous contracts with the City so it is in the public interest to utilize this business for such services.
6. The original contract was negotiated following the solicitation of competitive proposals.
7. Amending the existing contract to include additional vehicles will provide the most timely delivery of police vehicles and is in the public interest.
FINANCIAL SUMMARY
There are sufficient funds available in the Fleet ISF Replacement account to fund CCO No. 2 for the build of 47 vehicles. The table on the following page summarizes the cost breakdown.
|
ACCOUNT NAME |
ACCOUNT NUMBER |
AMOUNT |
|
Fleet Internal Service Fund (ISF) Replacement |
501-5060-670 |
$454,781.21 |
|
Single Unit Vehicle Build |
$ |
7,022.38 |
|
State Sales Tax (9%) |
$ |
632.01 |
|
Non-Taxable Fees |
$ |
1,700.00 |
|
Total Single Unit Build |
$ |
9,354.39 |
|
Subtotal Standard Build 45 Units |
$ |
420,947.55 |
|
|
|
|
|
Single Unit K9 Build |
$ |
15,813.15 |
|
State Sales Tax (9%) |
$ |
1,103.68 |
|
Total Single Unit K9 Build |
$ |
16,916.83 |
|
Subtotal K9 Build 2 Units |
$ |
33,833.66 |
|
|
|
|
|
Total for 47 Units (CCO No. 2) |
$ |
454,781.21 |
Funding is available for expenditures through the current contract term of June 17, 2018. Funding for an extended year, through June 17, 2019, as proposed with CCO No. 2, will be provided from the Fleet ISF Replacement account 501-5060-570. The anticipated quantity of vehicle modifications for Fiscal Year 2018-19 is approximately 25 units.
There is no additional impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - CCO No. 2 with EVO
Attachment B - Service Contract with EVO
Attachment C - CCO No. 1 with EVO