11-17-2020 - AGENDA ITEM 15 CONSIDERATION OF POLICE DEPARTMENT VEHICLE EQUIPMENT AND CONVERSION PURCHASESAGENDA ITEM NO. 15
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: November 17, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF POLICE DEPARTMENT VEHICLE EQUIPMENT AND
CONVERSION PURCHASES
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Pursuant to Section 2-333(i)(2) of the West Covina Municipal Code, waive the formal bidding
requirements and procedures set forth in Section 2-333 of the West Covina Municipal Code in
connection with the procurement of public safety vehicle equipment and installation services from Black
and White Emergency Vehicles, LLC based upon the Purchasing Officer's determination that the City of
Arcadia obtained a bid from Black and White Emergency Vehicles, LLC pursuant to formal contract
procedures at least as rigorous as those of West Covina; and
2. Authorize the City Manager to execute purchase orders with Black & White Emergency Vehicles, LLC
for public safety vehicle equipment and installation services for a period that coincides with the City of
Arcadia's purchase orders.
DISCUSSION:
On January 17, 2017, the City Council authorized the Police Department to use Black and White Emergency
Vehicles of Azusa for the purchase of public safety vehicle equipment and installation services, through Fiscal
Year 2019-2020. This approval "piggybacked" on a competitive bid by the City of Arcadia, allowing West
Covina to obtain the same competitively bid and awarded prices as Arcadia, as permitted by West Covina
Municipal Code section 2-333(i)(2). Over the past three years, Police Department staff have been extremely
satisfied with Black and White Emergency Vehicles. Their nearby location and their proficient vehicle handling
services have saved considerable Police Department staff time, equipping Police vehicles quickly and
efficiently. However, the term of the last agreement has ended.
In February 2020, the City of Arcadia issued a new Request for Bid (RFB) to solicit proposals from qualified
vendors for public safety vehicle equipment purchases and installation services. On the bid deadline, Arcadia
received two bids. The lowest responsive bid was again from Black and White Emergency Vehicles of Azusa.
On March 17, 2020, the Arcadia City Council approved a purchase order with Black and White Emergency
Vehicles, with the ability to renew the purchase order for three (3) one (1) year periods.
9
(MB8U), NMO Antenna RG58U Coax Solid
Center Wire,'/" hole
Laird
Technologies
1
(2 • i
f Z , <s�1
Headache Rack: White powder coated finish
Miscellaneous
0.
- must accommodate mini light bar,
Narrowstik work lights, and antenna
1
L/to 0O
0 .
All - 00
11
(8815025), 6 position fuse block w/ground buss
& cover
Blue Sea
Systems
1
1, • `T S
2 4 S'
9•
12.
4-pin trailer plug and bracket
Miscellaneous
1
jjJ�• SD
I
"�
! n f7
•C
13
6001
batter ,TOP H.A.T, high -reliability 250-amp
battery timer
Copeland
65
14
(C31000), 1 )Ow Speaker wlUniversal
Mounting Bracket
Code 3
1
00
I e5- 0p
Installation Labor Costs - Pickup Truck with jAjftbLftg
ITEM
DESCRIPTION
Installation .if items 1-14 listed above into a full-size
HOURS
HOURLY RATE
TOTAL
utility bed p,ckup truck. (Installation to include center
console, custom headache rack with Narrowstik and
60
4 oO 00
1
controller, aruber LED lights mounted front and rear,
.10
extemal speaker, 4 LED work lights, heavy duty battery
timer wlall aXA3ssores for dual batteries, and the
following owner provided items: mini lightbar, two-way
radio, and secondary battery.)
MATERIALS & INSTALLATION LABOR COST FOR (1) UTILITY PICKUP $ 140 0 3. Pq
SALES TAX (10.25%) $ 311 — I
TOTAL $ _ 10I 7 • gJ
TOTAL MATERIALS & INSTALLATION LABOR COST FOR (8) UTILITY PICKUPS $ _ q, • 44
B
(tonal above x a) )
BID SCHEDULE -C
ITEM
DESCRIPTION
HOURS
HOURLY RATE
TOTAL
LFixed
Instal: ation Labor Hourly Shop Rate
100
, 0 U
0 06 - 00
TOTAL LABOR & MATERIAL COSTS
TOTAL BID AMOUNT
ALL SCHEDULES A, B, and C
amount
$_ 14 7. 1�i . 29
1+B4C)
Me iva.,,'y�',¢ +MAft� juyt�
(Dollar amount in writWh form) / °�
IN THE EVENT OF AN EMERGENCY SITUATION DOES VENDOR WISH TO HAVE THEIR NUMBER
ADDED TO THE CITY OF ARCADIA EMERGENCY CONTACT LIST?
YES
❑ NO
IF YES IS SELECTED PLEASE PROVIDE TWO PHONE NUMBERS THAT VENDOR CAN REACHED AT 24
HOURS A DAY.
PRIMARY NUMBER: 6�,-_33oO
CONTACT PERSON: �D '�Q �Y16
ALTERNANTE NUMBER: 6Z� 62' ,jm5z0 cw
CONTACT PERSON: �r � p, - LYIi
PLEASE PROVIDE ANY ADDITIONAL COSTS THAT MAY BE ASSOCIATED WITH THESE SERVICES.
NOTE:
THE SELECTION OF 'YES' OR 'NO' WILL IN NO WAY HAVE A DETERMINING AFFECT AS TO THE
AWARD OF THIS BID.
A. Address from wv the City will be serviced:
NAME OF
dLukaW �..
B. we V hereby agree to furnish lighting and electrical supplies for the period of
CO P P;Y ME
one (1) year b<. Inning on the date of contract execution.
C. The City exercise its option to renew this agreement as stipulated under the General Conditions,
MAY OF? NOT
D. Invoice terms of �/, (minimum of 20 days required). Unless otherwise
stated NET 30 days shall apply.
E. Please indicate if this bid will be extended to other public agencies:
YES -2\— NO
BIDDER'S NAME: RtG.fk cJ w LLG
AUTHORIZED SIGNATURE: Li
l�
PRINTED NAME: �p Mind
TITLE: s�r,GSt aL
ADDRESS: V j h Q yt"f Ay
P,
CITY STATE ZIP
�t�6 , 3 �/• 3Ejp t626, 33q- 00 / Ca»cQ l ev•coh, TELEPHONE NUMBER �/p 6 pFAX NUMBER
jy ` FAIL
TAXPAYER I.D. NUMBER: 7 1- ! -7 7
Black and White Emergency Vehicles has agreed to offer the same pricing terms to the City of West Covina
see Attachment No. 1. "Piggybacking" on this bid is permitted by Section 2-333(i)(2) of the West Covina
Municipal Code, which authorizes the waiver of formal contract procedures "[w]hen the successful bidder for a
contract with another county, city, special district or other local agency makes the same written bid to the city,
and the purchasing officer finds that the other local agency originally obtained the bid pursuant to formal
contract procedures at least as rigorous as those of the city." Finance staff and the Purchasing Officer (Finance
Director) have reviewed Arcadia's competitive bid process and award, and found that the process is the same,
which satisfies West Covina's requirements. Authorizing the Police Department to utilize Black and White
Emergency Vehicles while the City of Arcadia's purchase orders are in effect allows West Covina to obtain
identical pricing, save staff time by utilizing the most local vendor, and streamline the City's purchasing
process for the purchases of public safety equipment with installation services.
Prepared by: Alex B. Houston, Police Administrative Services Manager
Additional Approval: Richard Bell, Chief of Police
Additional Approval: Robbeyn Bird, Finance Director
Fiscal Impact
FISCAL IMPACT:
Designating Black & White Emergency Vehicles as the authorized vendor for the Police Department's vehicle
equipment and installation will guarantee that West Covina obtains the lowest, competitively bid prices for
several years (through Fiscal Year 2022-2023), and will save considerable staff time.
Attachments
Attachment No. 1 - Letter from Black & White Emergency Vehicles, with 3/17/2020 Staff Report and RFB
Bidder Sheet from City of Arcadia
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
ATTACHMENT NO. 1
September 14, 2020
Sgt. Brian Daniels,
Black and White Emergency Vehicles LLC, will honor the same pricing discount as
the City of Arcadia's RFP awarded to us March 17, 2020 in which we came in the
lowest bidder. Labor rates will be $80 an hour with an hour minimum charge.
Parts anti material not to exceed 35% of manufacturer's cost and does not include
freight c urges. These discounts will take effect immediately and shall continue
for three years from proposal date. We look forward to working with your
department, and yourself. Please feel free to contact us with any additional
questions.
Sincerely,
John D�atino
President
590 South Vincent Avenue, Azusa, CA 91702
Office 626-334-6300 Fax 626-334-6301
FA
�,�uoeNy
°me°-03 °; � • STAFF REPORT
Public Works Services Department
DATE: March 17, 2020
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Tyler Polidori, General Services Superintendent
SUBJECT: PURCHASE ORDER WITH BLACK AND WHITE EMERGENCY
VEHICLES, INC. FOR THE PURCHASE OF VEHICLE OUTFITTING
SUPPLIES AND SERVICES IN THE AMOUNT OF $167,149.29
Recommendation: Approve
SUMM/ CRY
The Public Works Services Department ("PWSD") is responsible for outfitting new fleet
vehicle, with safety lighting, radio communication systems, and other job specific
specialt/ equipment. This outfitting service is performed by an outside vendor. To
ensure that the City is receiving the most competitive prices for the purchase of
outfitting supplies and services, a formal bid process was conducted and Black and
White Emergency Vehicles, Inc. submitted the lowest responsive bid.
It is recommended that the City Council approve a purchase order with Black and White
Emergency Vehicles, Inc. for the purchase of vehicle outfitting supplies and services in
the amount of $167,149.29, with the option of three, one-year renewals.
BACKGROUND
The PWSD is responsible for the purchase of fleet vehicles described in the City's
annual quipment Replacement Plan. When new police pursuit vehicles, service trucks,
and miscellaneous vehicles are purchased, they are sent to an outside vendor for
vehicle :)uffitting, which includes the installation of safety lighting, radio communication
system!:, and other job specific specialty equipment. Police pursuit vehicles are outfitted
with a K risoner seat, acrylic partition, push bar, gun mounts, and lights and sirens. The
service (rucks and other miscellaneous vehicles are sent to the vendor to be equipped
with sa aty lights and a City issued two-way radio. After the vendor has installed all
outfitting related equipment, the vehicle is ready for duty.
Award Purchase Order for Vehicle Outfitting Supplies and Services
March 17, 2020
Page 2 of 3
DISCUSSION
A Notice Inviting Bids was published in the City's adjudicated newspaper and sent
directly to numerous local vehicle outfitting firms. On February 25, 2020, the Office of
the City Clerk received and opened two sealed bids with the following results:
Bidder Location Bid
Black & White Emergency Vehicles, Inc. Azusa, CA $167,149.29
West Coast Lights & Sirens Riverside, CA $175,691.63
All bid documents were reviewed for content and the vendor's ability to best meet the
City's needs as described in the bid specifications. Based on the evaluation of the bids,
it was concluded that Black and White Emergency Vehicles, Inc. is the lowest
responsive bidder. Black and White Emergency Vehicles, Inc. is currently the vehicle
outfitting supplies and services provider for the City and have provided excellent
service.
All bid documents were reviewed for content and the vendor's ability to best meet the
City's needs as described in the bid specifications. Based on the evaluation of the bids,
it was concluded that Black and White Emergency Vehicles, Inc. is the lowest
responsive bidder and has satisfactorily provided outfitting supplies and services to the
City in tiie past.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act ("CEQA" ), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
Sufficient funds have been budgeted in each Department's Fiscal Year 2019-20
Equipment Replacement Fund for the purchase of vehicle outfitting supplies and
services.
RECOMMENDATION
It is recommended the City Council determine that this action does not constitute a
project and is therefore exempt under the California Environmental Quality Act
("CEQA'); and approve a Purchase Order with Black and White Emergency Vehicles,
Inc. for the purchase of vehicle outfitting supplies and services in the amount of
$167,149.29, with the option of three, one-year renewals.
Award Purchase Order for Vehicle Outfitting Supplies and Services
March 17, 2020
Page 3 of 3
Bl&&k "40"
CONSIDERATION CANNOT BE GIVEN TO
BIDS RECEIVED AFTER FOR FURTHER PWS-VEHICLE UPFITTING AND
11:00 AM FEBRUARY 25, 2020 DETAIL -CALL: EQUIPMENT2020
l69919Fe.971n
State Brand and/or manufacturer for each item. The manufacturer's name must be given. All products that meet
the minimum specifications will be considered, with final determination of acceptable product to be made by City
Staff.
If you cannot provide an item, please mark "not available" or "N/A". Please do not leave any items blank.
Verify your )id before submission. In the event of an extension error, the unit price shall prevail.
BID SCHEDULE A
Material Costs — Ford Explorer Patrol:
ITEM
DESCRIPTION
BRAND!
MANUFACTURER
OTy
UNIT PRICE
TOTAL
(2747ACC) 47" 270OCC BYO lightbar
configuration #C40209
Code 3
2
(Z3SP-1) Z38 MATRIX SIREN
Code 3
1
62� •oo
b1S•aa
a
(3450) Banshee Amplifier Siren System
Code 3
1
282.66
�-g2• G6
4.
(C3100X) C3100 Series Siren Speaker
Code 3
2
15S.
31a•a°
5.
(MR6MC-RM Multi -color red/white LED light
Code 3
2
66
6.
(MR6MC-BW) Multi -color blue/white LED light
Code 3
2
tD�
G
7.
(HDLGTBK7.PIU) MR6 Light Bracket
Code 3
2s• 3�
Z5.3s
8.
(FSM-BKT-PIU) M180 Bracket
Code 3
1
.J �JJD .65
SS
30
9.
(M180SMC-RB) M180 Combination light
Code 3
2
I /� (p� DO
V 0•
00
10.
(BSM-BKT-PIU) M180 Bracket
Code 3
1
So
1,
(5342-2L91) 2-Light LR Series Push Bumper
(Code 3 MR6)
Go Rhino Public
Safety
1
O3
3 ¢ 83
6
12.
(950-PiU) Plug-in Headlight Flasher
Code 3
1
1�•9`
fo-vb
ITEM
DESCRIPTION
BRAND/
MANUFACTURER
QTY
UNIT PRICE
TOTAL
3
tWDK01001TU12) Door Panel TPO BlackSETINAolymer
114.K05951TU12)WindowBarrierPoly
SETINA
1
/
` 7
qC
15
(1K05741TU12SCASS) #6VS SPT Coated
Poly Partition
SETINA
1
7 Y0 ��
.7 on IFS
�/
16.
(QK0491ITU72) TPO Floor Pan
SETINA
1
164. tg
J6V•c�
17.
(PP9640) WDrain for Floor Pan
V/Drain
2
3X
20
38
1e
(OK04961TU12) #12 Coated Poly Partition
W/TPOSeat
SETINA
1
G
i r17 •
/
18
(225-2373) Single Drawer Box 36"W x
28 %"D x 15 h"H, includes 2" Lip
B&B
Enterprises
1
/ ! 76 - 6&
! 7 6 • °b
(HWLFEI3) Siren Amplifier with One Speaker,
Whelen
20.
Includes Mounting Bracket
1
•3 T
P-r 3. 7s
J i
21
(CMSDMT-SA-LED) Console Side Swing Arm
Docking Sta!-on Mount
Troy
1
.�.-%`(• e�
27'f ps
22
(CP-UV-CARGO-MNT) Police Interceptor UV
lift -up cargo platform
Troy
,3 30 31
3 30.E
23.
css T ) Cargo Mount Attachment
Electronics
Troy
1
Z
�S
I
S.
��•
I 24
(CC-UV-L-18) Police Interceptor Utility Specific
, 6• Console
Troy
1
36 q •`'
,369 97
25
holderNBHG), Internal two-piece dual beverage
Troy
1
y2 3
3s
4�2 .
Troy
26,
(AC-TS-ARMMNT-LP) Console mounted
height adjustable low profile swivel arm rest
1
�•?,'��
q
'J { ; �D
27
(SC-6) Geneation 2 Universal gun lock with #2
key
Santa Cruz
Gunlocks
2
�.Z.g. 1.S
27%.f0
28.
(W6BR) Wilecat Hidea-Blast W600 Vertical
flange mount. 9ft Blue/Red
Code 3
2
/s-'L, 9�
A.
29
(CITEZPIU-RABA-MTC) Citadel EZ Mount
PIU, Mulb-color, RA, BA, Controller
Code 3
1
q
ti7.
911
30.
(ULTTC-RBA) Mega Thin Tri-color 16 LED
exterior light, surface mount, red/blue/amber
Code 3
2
7D
31
(MB8U), NMO Antenna RG58U Coax Solid
Center Wire, %" hole
Laird
Technologies
5
32.
(35961)152-162 Mhz % Wave Antenna Black
Laird
Technologies
1
Q
1 ,�,�
L?• d�
1
33.
(743") 450-470 Mhz Y. Wave Antenna Black
Laird
Technologies
1
• 7'1,
G 71
I
34
(RPT-3000-1C) Connector, Reverse gender &
reverse threaded SMA Male
RF Industries
2
35.
(NM0150/450C) Dual Band Antenna, 50-154
1.6 dB/450-460 3.5 dB
Pulse Larsen
2
q3
•S�
ITEM
DESCRIPTION
BRANDI
MANUFACTURER
QTY
UNIT PRICE
TOTAL
36.
(GPSUI5M) GPS Active Antenna Black NMO
mount 3-5V
Laird
Technologies
1
Za ��i0
7 •18
37.
(MMSU-1) Magnetic Mic single unit
Magnetic Mir
3
32.00
�� • OA
38.
0122100 series compartment light, 5.4"
LED124V
Code 3
1
9
Ignition Interlock System, 27 Circuits
Smart Start
Or•
39.
w/modular Smart Start timer, L3 bracket for
Ford
1
% 5• ISM
/' +�' 0a
Utility, w/20 it, output wires
v 7
u
Installation Labor Costs — Ford Explorer Patrol•
^ITEM
DESCRIPTION
HOURS
HOURLY
RATE
TOTAL
lnstaliatiOnof all items 1.39 listed above into a Ford
L
Explorer Pciice Interceptor Unit Installation to include
the following owner items: UHFNHF
1 1 f1
—J V
QP1 �Q
ill
3 2 s o a a
provided two-way
radio, laptop mount, and 2 gun racks
r
MATERIALS & INSTALLATION LABOR COST FOR (1) FORD EXPLORER $ / J �./?'��f• ��
SALES TAX (10.25%) $ ) 1� ry7s/• ��
TOTAL $ j! 6 i �qy. $'S
TOTAL MATERIALS & INSTALLATION LABOR COST FOR (7) FORD EXPLORERS $ ! ! ro iq' 86' (A)
(total above x 7)
BID SCHEDULE — B
Material Costs — Utility Bed Pickup Truck:
ITEM
DESCRIPTION
BRANMANUFACTURER
TURER
OTY
UNIT PRICE
TOTAL
I
(NASL847), 8-LED amber NartowStik 47" with
Controller
Code 3
1
p
1 /
I
2.
24WF Flood 9-LED Worklight, square swivel 12.
Code 3
4
'
l 6x• N
A
3.
(MR6-A), surface mount amber LED
Code 3
2
b 7 • sc
/3.�• tsl°
4
12 2 V P) mbe(D Mega Thin Surface Mount,
Code 3
2
(O , �.�
3
16 3, „�T
6
(Col -W BOS-20), Wide body console w/open
Troy
1
70
520•
sue. Te
6
(AC4NBHG), Internal two-piece dual beverage
holder
Troy
1
(L1. 3s
1
r 1,h • 3S
`C
7
(AC-TB-ARMMNT-LP), Console mounted
height adjustable low -profile swivel arm
Troy
1
i 1.+', 8J�
' • QS
a
(MRC113450), OC 150-amp manual reset circull
breaker
Eaton Buseman
,
g 3 . s4
33 •s9