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Home My WebLink About2021-03-16; City Council; ; Agreement with Emergency Vehicle Systems, LLC For Police Vehicle Outfitting Services in an Amount not to exceed $378,724 for the First Year of a Three-Year Agreement Meeting Date: March 16, 2021 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Bradley Northup, Public Works Superintendent bradley.northup@carlsbadca.gov, 760-602-2400 Subject: Agreement with Emergency Vehicle Systems, LLC For Police Vehicle Outfitting Services in an Amount not to exceed $378,724 for the First Year of a Three-Year Agreement Districts: All Recommended Action Adopt a resolution authorizing execution of an agreement with Emergency Vehicle Systems, LLC for police vehicle outfitting services in an amount not to exceed $378,724 for the first agreement year of a three-year agreement. Executive Summary The city’s police vehicle fleet consists of approximately 50 police patrol, supervisor and community service officer vehicles. The average useful life of a patrol vehicle is four years. At the end of a vehicle’s useful life, it is disposed of and replaced with a new vehicle in accordance with the city’s vehicle replacement plan. Vehicle replacements are generally planned for and approved as part of the annual operating budget approved by City Council. Replacement patrol vehicles are generally acquired through a cooperative purchase agreement or other competitively bid contract or agreement. Vehicles acquired are then subsequently outfitted with special equipment, including lights, radios, partitions and computer communication systems. Outfitting police patrol vehicles, community service officer and supervisor vehicles typically account for the majority of the cost of the vehicle and, in any given year, the total aggregate cost can exceed $100,000. Accordingly, staff has determined that it is both necessary and beneficial to the city to enter into an agreement for the outfitting of patrol vehicles, community service officer and supervisor vehicles. Executing an agreement for these services will result in better planning and support a more timely and cost-efficient outfitting process. Staff recommends authorizing the execution of an agreement for police vehicle outfitting in an amount not to exceed $378,724 for the first year of the agreement, with subsequent extension year pricing not to exceed 2% for each additional agreement year, if agreed to by both parties, March 16, 2021 Item #9 Page 1 of 28 with a total possible agreement value amount not to exceed $1,159,046. The city may extend the agreement with two one-year extensions for a total agreement duration of three years. The City Council is the awarding authority for the procurement of goods and services costing more than $100,000 per agreement year, pursuant to Carlsbad Municipal Code Section (D)(1). Discussion In 2019, City Council approved the purchase of 22 replacement police patrol vehicles with hybrid police vehicles to support efforts of the Climate Action Plan and to reduce greenhouse gas emissions. In February 2020, the Fleet Services Division completed outfitting the city’s first ever hybrid police patrol vehicle and has subsequently outfitted and put into service a total of 12 vehicles for active-duty use. In this short time of service, these 12 vehicles have resulted in a fuel savings of approximately 7,900 gallons of fuel in comparison to their standard internal combustion counterpart, which equates to over $24,000 of operating budget savings and a reduction of 70 metric tons of greenhouse gas emissions. To further this effort to increase the use of hybrid vehicles in the Police Department’s fleet, staff determined that a larger and more sustainable avenue for ongoing police vehicle outfitting services was necessary. Staff then developed a detailed scope of work for police vehicle outfitting. On Jan. 6, 2021, in keeping with Carlsbad Municipal Code Sections 3.28.050(C) and 3.28.060(D), a request for proposals was posted to solicit competitive proposals for outfitting services of hybrid police vehicles at an estimated quantity of 20 vehicles per year for a term not to exceed three years. The request was posted for 23 calendar days and included attendance in a mandatory pre-proposal conference. On Jan. 29, 2021, the city received seven proposals from vehicle outfitting companies offering their services in response to the request. A proposal evaluation committee was assembled consisting of Public Works and Police Department staff to review and assess proposals received in keeping with CMC Section 3.28.050(D)(2). In evaluating proposals based on proposers’ price, qualifications and experience, adherence to city specifications, warranty terms and the time required to complete each vehicle, the evaluation committee determined that the proposal submitted by Emergency Vehicle Systems, LLC offered the best value to the city. The proposal provided sufficient evidence of the company’s qualifications and experience to perform outfitting on police vehicles, and provided competitive pricing, advantageous warranty service and support and parts and equipment in line with the city’s specification requirements defined in the request for proposals. Staff recommends the City Council authorize execution of an agreement for police vehicle police vehicle outfitting in an amount not to exceed $378,724 for the first year of the agreement and authorize the city manager to execute agreement extensions with price increases not to exceed 2% for each additional agreement year with a total possible agreement value amount not to exceed $1,159,046. Fiscal Analysis The annual quantity of vehicles outfitted is expected not to exceed a total of 20 vehicles. The detailed vehicle outfitting specifications identified three unique types of police functions: police March 16, 2021 Item #9 Page 2 of 28 patrol, police patrol supervisor and community service officer. The quantity of these vehicle types will vary during any agreement year. The first agreement year amount will not exceed $378,724. If agreement extensions are executed, the amounts paid for the second and third agreement years following the initial one- year term will not exceed $386,298 and $394,024, respectively. The total agreement value including option years for a total of three years maximum agreement duration will not exceed $1,159,046. Funds for outfitting are established by either standard vehicle replacement planning with allocations for capital expenditures from the Fleet Division’s Vehicle Replacement Fund, or by capital expenditure requests from individual departments. The Vehicle Replacement Fund has funding to support the first agreement year. The cost of the agreement in subsequent years will be funded during the normal operating budget development process. Next Steps Upon City Council approval and execution of the agreement, a purchase order will be issued and staff will schedule immediate outfitting of 18 hybrid vehicles currently located at the Fleet operations center. Vehicles will be transported to the vendor, outfitted in accordance with proposal agreement terms for performance and delivery, and placed into active service with the Police Department. Upon agreement of both parties in subsequent years, the city manager will execute agreement extensions as described in the agreement. Environmental Evaluation (CEQA) This action does not constitute a “project” within the meaning of the California Environmental Quality Act under Public Resources Code section 21065 in that it has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment and therefore does not require environmental review. Public Notification and Outreach Public notice of this item was posted in keeping with the state's Ralph M. Brown Act and it was available for public viewing and review at least 72 hours before the scheduled meeting date. Exhibit 1. City Council resolution March 16, 2021 Item #9 Page 3 of 28 RESOLUTION NO. 2021-060 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING EXECUTION OF AN AGREEMENT WITH EMERGENCY VEHICLE SYSTEMS, LLC FOR POLICE VEHICLE OUTFITTING SERVICES IN AN AMOUNT NOT TO EXCEED $378,724 FOR THE FIRST AGREEMENT YEAR OF A THREE-YEAR AGREEMENT WHEREAS, the city requires outfitting of approximately 20 police vehicles annually; and WHEREAS, on Jan. 6, 2021, a Request for Proposals was issued and made available with public notice in accordance with Carlsbad Municipal Code (CMC) Sections 3.28.050 (C) and 3.28.060 (D) ; and WHEREAS, on Jan. 29, 2021, the city received proposals from seven vendors for the requested outfitting of police vehicle; and WHEREAS, a committee consisting of Public Works and Police Department staff reviewed and rated the proposals based on best value criteria determined and distributed to potential bidders prior to submission of proposals in accordance with CMC Section 3.28.050 (D)(2); and WHEREAS, the evaluation committee determined the proposal submitted by Emergency Vehicle Systems, LLC offered the best value to the city; and WHEREAS, the dollar amounts paid for the second and third agreement years following the initial one-year term shall not exceed $386,298 and $394,024 respectively, for a total not-to-exceed amount of $1,159,046 over three years; and WHEREAS, sufficient funding is currently available in the Vehicle Replacement Fund for the first agreement year. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.That the Mayor is authorized and directed to execute the Agreement between Emergency Vehicle Systems, LLC and the City of Carlsbad for police vehicle outfitting services, in an amount not to exceed $378,724 for an initial one-year term, attached hereto as Attachment A. 3.That the City Manager or designee has authority to execute agreement extensions for subsequent agreement years, with pricing not to exceed 2% for each additional March 16, 2021 Item #9 Page 4 of 28 agreement year, if agreed to by both parties, with a total possible contract value amount not to exceed $1,159,046. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 16th day of March, 2021, by the following vote, to wit: AYES: Hall, Blackburn, Acosta, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. MATT HALL, Mayor BARBARA ENGLESON, City Clec-k (SEAL) March 16, 2021 Item #9 Page 5 of 28 DocuSign Envelope ID: 8C9588E4-8E5C-4413B-99F8-2CABD698749B PSA21-1414FLT AGREEMENT FOR MULTI-YEAR POLICE PATROL OUTFITTING SERVICES EMERGENCY VEHICLE SYSTEMS, LLC THIS AGREEMENT is made and entered into as of the 16th day of March , 2021, by and between the City of Carlsbad, a municipal corporation, ("City"), and Emergency Vehicle Systems, LLC, a limited liability company, ("Contractor"). RECITALS A.City requires the professional services of a consultant that is experienced in outfitting/fabrication. B.Contractor has the necessary experience in providing professional services and advice related to outfitting/fabrication. C.Contractor has submitted a proposal to City under RFP21-1364FLT and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1.SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2.STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3.TERM The term of this Agreement will be effective for a period of one (1) year from the date first above written. The City Manager may amend the Agreement to extend it for two (2) additional one (1) year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4.TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5.COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will not exceed three hundred seventy-eight thousand seven hundred twenty-four dollars ($378,724). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. If the City elects to extend the Agreement, price shall not increase greater than 2% per agreement year. Total compensation under this Agreement shall not exceed one million one hundred fifty-nine thousand forty-six dollars ($1,159,046). The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". City Attorney Approved Version 6/12/18 1 March 16, 2021 Item #9 Page 6 of 28 March 16, 2021 Item #9 Page 7 of 28 March 16, 2021 Item #9 Page 8 of 28 March 16, 2021 Item #9 Page 9 of 28 March 16, 2021 Item #9 Page 10 of 28 March 16, 2021 Item #9 Page 11 of 28 DocuSign Envelope ID: 8C9588E4-8E5C-445E3-99F8-2CABD698749B PSA21-1414FLT 26. AUTHORITY The individuals executing this Agreement and Contractor each represent and warrant that they to bind Contractor to the terms and conditions of the instruments referenced in it on behalf of have the legal power, right and actual authority this Agreement. CONTRACTOR EMERGENCY VEHICLE SYSTEMS, LLC, a limited liability company By: CITY OF CARLSBAD, a municipal corporation of the State of California By: (sign here) Danielle Sickels, Member (print name/title) Matt Hall, Mayor ATTEST: By: tvaw r41,191-v 711-Za- Z)g-NaA. (sign here) here) Evan Sickels, Member (print name/title) for Barbara Engleson, City Clerk If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups. Group A Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY: Assistant City Attorney City Attorney Approved Version 6/12/18 7 March 16, 2021 Item #9 Page 12 of 28 March 16, 2021 Item #9 Page 13 of 28 March 16, 2021 Item #9 Page 14 of 28 March 16, 2021 Item #9 Page 15 of 28 March 16, 2021 Item #9 Page 16 of 28 March 16, 2021 Item #9 Page 17 of 28 March 16, 2021 Item #9 Page 18 of 28 March 16, 2021 Item #9 Page 19 of 28 March 16, 2021 Item #9 Page 20 of 28 March 16, 2021 Item #9 Page 21 of 28 March 16, 2021 Item #9 Page 22 of 28 March 16, 2021 Item #9 Page 23 of 28 March 16, 2021 Item #9 Page 24 of 28 March 16, 2021 Item #9 Page 25 of 28 March 16, 2021 Item #9 Page 26 of 28 March 16, 2021 Item #9 Page 27 of 28 March 16, 2021 Item #9 Page 28 of 28 Bradley Northup, Public Works Superintendent March 16, 2021 Police Vehicle Outfitting Recommendation Adopt a resolution authorizing execution of an agreement with Emergency Vehicle Systems, LLC for police vehicle outfitting services in an amount not to exceed $378,724 for the first agreement year of a three-year agreement Background/Details •Police Patrol Vehicles –50 vehicles –900,000 annual miles –25% of all fuel consumed •Ford Hybrid Vehicles –Purchase of 22 vehicles approved in 2019 –Deployments in progress –Began active duty service in February 2020 –12 vehicles active in Calendar Year 2020 Background •Cost Savings & Environmental Impact –Improved fuel efficiency •33% increase from non-hybrid vehicle •7,900 gallons saved •$24,000 fuel cost saved •Reduction of 70 metric tons of GHG •Furthering the effort –Continued conversion to Hybrid –90% conversion possible •36,000 gallons annual fuel savings •$100,000 annual operating budget savings •Reduction of 300 metric tons of GHG annually Discussion •Complex Outfitting •RFP developed December 2020 •Developed in collaboration with Police •Outfitting up to 20 vehicles/year for up to three years –RFP posted Jan. 6, 2021 •Mandatory walk through Jan. 19, 2021 •Closed on Jan. 29, 2021 Discussion –7 vendors submitted proposals –Evaluation •Price •Qualifications & Experience •Adherence to scope •Warranty Terms •Timeline to complete each vehicle Emergency Vehicle Systems, LLC -Best Value Recommendation Adopt a resolution authorizing execution of an agreement with Emergency Vehicle Systems, LLC for police vehicle outfitting services in an amount not to exceed $378,724 for the first agreement year of a three-year agreement Thank you