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AUTHORIZE THE CITY MANAGER TO APPROVE A FIVE-YEAR STANDARD AGREEMENT WITH CENCAL HOLDINGS, INC. FOR FIRE DEPARTMENT VEHICLE EQUIPMENT INSTALLATION/MAINTENANCE SERVICES
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to execute a five-year Standard Agreement between the City of Stockton and CenCal Holdings, Inc. to provide Fire Department vehicle equipment installation/maintenance services for an amount not to exceed $150,000.
2. Approve findings that support an exception to the competitive bidding process; and
3. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Fleet Section of the Public Works Department is responsible for the maintenance and replacement of City vehicles and equipment. The City of Stockton currently has an inventory of 70 vehicles for the Stockton Fire Department (SFD). SFD requires services for the installation and repair of radios and mobile technology on an as-needed basis.
On August 27, 2020, the City advertised a Request for Proposals (RFP) for SFD emergency vehicle equipment installation services. One proposal from CenCal Holdings, Inc. DBA California Emergency Vehicles (CenCal) of Tracy, CA. was received and evaluated.
Staff estimates the cost for vehicle equipment installation/maintenance services to be $150,000 over five (5) years. It is recommended that Council approve a motion authorizing the City Manager to execute a Standard Agreement (Attachment A) in an amount not to exceed $150,000 with CenCal for a term of five (5) years.
DISCUSSION
Background
The Fleet Section of the Public Works Department is responsible for the maintenance and replacement of City vehicles and equipment. The City of Stockton currently has an inventory of 70 vehicles for SFD. SFD requires services for the installation and repair of radios and mobile technology, which includes tablets, mobile data computers (MDCs), Cradlepoint routers, David Clark headsets and related installation equipment, and third-party software and support on an as-needed basis.
Present Situation
On August 27, 2020, the City advertised an RFP for emergency vehicle equipment installation services and received one (1) proposal from CenCal of Tracy, CA. The RFP outlined the need for an experienced contractor to provide emergency vehicle equipment installation services for SFD.
A Selection Committee comprised of staff from the offices of Information Technology and Fire who evaluated and ranked the proposal based on the firm’s qualifications, industry expertise, understanding of work, and experience with emergency vehicle equipment installation. CenCal was determined to be qualified for this project based on the noted criteria. CenCal has the qualifications, resources, and experience in providing emergency vehicle equipment installation/maintenance services.
Staff recommends a Standard Agreement with CenCal to perform the above-mentioned services for SFD on an as-need basis. Based on CenCal’s proposed fees and the anticipated number of SFD vehicles requiring emergency vehicle equipment installation/maintenance services, staff estimates the cost for services to be $150,000 over five (5) years. Staff recommends Council approve a motion authorizing the City Manager to execute a Standard Agreement with CenCal for five (5) years in the amount of $150,000.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. The proposed findings include:
1. SFD requires services for the installation and repair of radios and mobile technology, which includes tablets, mobile data computers (MDCs), Cradlepoint routers, David Clark headsets and related installation equipment, and third-party software and support on an as-needed basis.
2. Use of the RFP process is appropriate for this Standard Services Agreement because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of these criteria helps ensure selection of a vendor that will provide professional, responsive, and timely service.
3. The City received one (1) proposal from CenCal of Tracy, CA. Cencal was determined to be qualified for this project based on the noted criteria.
The recommended motion will approve a five-year Standard Agreement for $150,000 with CenCal for SFD vehicle equipment installation/maintenance services.
FINANCIAL SUMMARY
The proposed fees for SFD vehicle equipment installation/maintenance services from Cencal range from $95.00 per hour to $450 per hour, based on equipment and type of vehicle. Based on the service requirements of the Department for past years, staff recommends a contract amount of $150,000 for a five-year Standard Services Agreement with Cencal. The Fire Department's annual approved budget includes allocations for radio and other equipment replacement and maintenance for special operations programs under Suppression Division account 4020-000-XXXXXX-100-000-20-40. Annual contract costs for subsequent years will be budgeted in the same account during the annual budget process.
Attachment A - CenCal Standard Agreement