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Home My WebLink About2024-02-27; City Council; ; Amendment No. 5 to an Agreement with Emergency Vehicle Systems LLC for the Outfitting of Police Patrol VehiclesCA Review GH Meeting Date: Feb. 27, 2024 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Bradley Northup, Public Works Superintendent bradley.northup@carlsbadca.gov, 442-339-5193 Subject: Amendment No. 5 to an Agreement with Emergency Vehicle Systems LLC for the Outfitting of Police Patrol Vehicles Districts: All Recommended Action Adopt a resolution authorizing Amendment No. 5 to an agreement with Emergency Vehicle Systems LLC for police patrol vehicle outfitting, extending the term of the agreement by six months. Executive Summary The city routinely acquires police vehicles through cooperative purchase agreements or other competitively bid contracts or agreements. Acquired vehicles are subsequently outfitted with special equipment including lights, radios, partitions and computer communications systems. The city recently acquired 40 police vehicles that need to be outfitted before they can be put into service. The city’s current contract with Emergency Vehicle Systems LLC will terminate in March 2024. Due to delays in both vehicle and equipment deliveries, staff have determined the agreement with Emergency Vehicle Systems needs to be extended for a period not to exceed six months, so there is sufficient time for the vehicles to be outfitted. Discussion •The city issued a request for proposals for the outfitting of police patrol vehicles on Jan. 6, 2021. •The city received seven proposals from police vehicle outfitting providers. •The City Council authorized an agreement with Emergency Vehicle Systems for police patrol vehicle outfitting services for an amount not to exceed $378,724 by adopting Resolution No. 2021-060 on March 16, 2021. •That resolution delegated authority to the City Manager to execute two possible one- year extensions of the agreement, which have both been exercised, now the agreement will end on March 15, 2024. Feb. 27, 2024 Item #2 Page 1 of 6 In August 2023, the first of 40 Ford Police Interceptor Utility vehicles that the city ordered in October 2022 were delivered. Staff then authorized Emergency Vehicle Systems to begin acquiring the equipment necessary to outfit the vehicles for service. Emergency Vehicle Systems experienced delays in obtaining the necessary outfitting equipment, so staff now recommend extending the agreement to provide sufficient time for the company to complete outfitting of the 40 vehicles. Emergency Vehicle Systems is typically capable of outfitting between two and four standard-equipped police patrol vehicles in one work week. With the delivery of the necessary outfitting components, Emergency Vehicle Systems began outfitting the first eight vehicles in January 2024. It is expected that outfitting of all 40 vehicles would be completed no later than July 2024. The proposed Amendment No. 5 will extend the term of the agreement by six months, or until Sept. 15, 2024. Fiscal Analysis The approval to extend this agreement does not have any fiscal impact to the city and does not change any other terms, conditions or scope of work in the agreement with Emergency Vehicle Systems. Next Steps Upon execution of Amendment No. 5, Emergency Vehicle Systems will continue to outfit and deliver the remaining 40 service ready police patrol vehicles before the amended end term of Sept. 15, 2024. Staff have prepared the necessary documents to publish a new request for proposals for emergency vehicle outfitting services and will solicit for additional services in spring 2024, intending to return to the City Council in summer 2024 with a recommendation to award a new contract for the future outfitting of emergency service vehicles Environmental Evaluation In accordance with California Public Resources Code Section 21065, this action to extend the term of an agreement by six months does not constitute a project within the meaning of the California Environmental Quality Act in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect change in the environment, and therefore does not require environmental review. Exhibit 1. City Council resolution Feb. 27, 2024 Item #2 Page 2 of 6 RESOLUTION NO. 2024-034 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING AMENDMENT NO. 5 TO AN AGREEMENT WITH EMERGENCY VEHICLE SYSTEMS LLC FOR POLICE PATROL VEHICLE OUTFITTING, EXTENDING THE TERM OF THE AGREEMENT BY SIX MONTHS WHEREAS, the City Council of the City of Carlsbad, California has determined that it is in the best interest of the city to extend the term of the agreement with Emergency Vehicle Systems LLC for six months; and WHEREAS, on March 16, 2021, the City Council adopted Resolution No. 2021-060, authorizing an agreement with Emergency Vehicle Systems LLC for police vehicle outfitting services; and WHEREAS, in August 2023, the city began taking delivery of 40 Ford Police lnterceptor utility vehicles that were ordered in October 2022; and WHEREAS, upon receipt of the vehicles, the city authorized the outfitting of the vehicles pursuant to the terms and conditions of the agreement with Emergency Vehicle Systems; and WHEREAS, Emergency Vehicle Systems experienced delays in obtaining some of the equipment necessary to outfit the vehicles for service; and WHEREAS, all of the equipment needed to outfit the vehicles has been procured and outfitting of the 40 vehicles is now underway; and WHEREAS, the agreement with Emergency Vehicle Systems will end on March 15, 2024, and additional time is needed to complete outfitting all 40 vehicles; and WHEREAS, staff recommend that the City Council authorize extending the agreement with Emergency Vehicle Systems for a period of six months until Sept. 15, 2024, to provide sufficient time to complete outfitting the vehicles. 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. Exhibit 1 Feb. 27, 2024 Item #2 Page 3 of 6 2.That the City Council authorizes the City Manager to execute Amendment No. 5 to the agreement with Emergency Vehicle Systems LLC extending the term of the agreement for a period of six months, attached hereto as Attachment A. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 27th day of February, 2024, by the following vote, to wit: AYES: NAVS: ABSTAIN: ABSENT: BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA NONE. NONE. NONE. KEITH BLACKBURN, Mayor SHERRY FREISINGER, City Clerk {SEAL) Feb. 27, 2024 Item #2 Page 4 of 6 DocuSign Envelope ID: 9A4A8B82-25EA-4728-AC99-A267D7405720 PSA21-1414FLT AMENDMENT NO. 5 TO AGREEMENT FOR MULTI-YEAR POLICE PATROL OUTFITTING EMERGENCY VEHICLE SYSTEMS, LLC This Amendment No. 5 is entered into and effective as of the '.ll� day of r-cdc:? , 2024, amending the agreement dated March 16, 2021 (the "Agreement"), by and between the City of Carlsbad, a municipal corporation ("City"), and Emergency Vehicle Systems, LLC., a California limited liability company ("Contractor") (collectively, the "Parties") for the fabrication and outfitting of City of Carlsbad police vehicles. RECITALS A.On March 14, 2022, the Parties executed Amendment No. 1 to the Agreement toextend the Agreement for a period of one (1) year and amend the compensation, increasing the allowable compensation by 2% in accordance with the initial contract's compensation clause; and B.On September 6, 2022, the Parties executed Amendment No. 2 to the Agreementto alter the Agreement's scope of work to allow for the outfitting of up to an additional thirty-four (34)police patrol vehicles during the current, and subsequent final Agreement year, should theAgreement be extended; and C.On March 13, 2023, the Parties executed Amendment No. 3 to the Agreement toextend the Agreement for a period of one (1) year; and D.On July 25, 2023, the Parties executed Amendment No. 4 to the Agreement to alterthe Agreement's scope of work to utilize an alternate manufacturer of lighting and siren systems and include an optional prisoner detainee cage system; and E.The Parties desir_e to extend the Agreement for a period of six (6) months. NOW, THEREFORE, in consideration of these recitals and the mutual covenantscontained herein, City and Contractor agree as follows: 1.The Agreement, as may have been amended from time to time, is hereby extendedfora period of six (6) months ending on September 15, 2024, for a time-only extension. 2.All other provisions of the Agreement, as may have been amended from time totime, shall remain in full force and effect. 3.All requisite insurance policies to be maintained by the Contractor pursuant to theAgreement, as may have been amended from time to time, shall include coverage for this Amendment. 4.The individuals executing this Amendment and the instruments referenced onbehalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions hereof of this Amendment. City Attorney Approved Version 12/28/2022 Feb. 27, 2024 Item #2 Page 5 of 6 Attachment A OocuSign Envelope 10: 9A4A8B82-25EA-4728-AC99-A267O7405720 CONTRACTOR EMERGENCY VEHICLE SY STEMS, LLC, a California limited liability company By: Qø.v.itllt, $icltls (sign here) Danielle Sickels, Member (print name/title) By: (sign here) Evan Sickels, Member (print name/title) PSA21-1414FLT CITY OF CARLSBAD, a municipal corporation of the State of California Byt� Keith Blackburn, Mayor ATTEST: for Sherry Freisinger, City Clerk lf required by City, proper notarial acknowledgment of execution by Contractor must be attached. lf a corporation, Agreement must be signed by one corporate officer from each of the foliowing two groups: GroupA Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, 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: CINDIE K. McMAHON, City Attorney BY: b<LU. {\un.r11 _...;;_..;......;..---=-.:c..;;.;..;.....:..:....;; ______ _ Assistant City Attorney City Attorney Approved Version 12/28/2022 2 Feb. 27, 2024 Item #2 Page 6 of 6