REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
June 23, 2020
FROM
JOHN McMAHON, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Amendment to Contracts for Vehicle Safety Equipment Installation and Removal Services
End
RECOMMENDATION(S)
Recommendation
Approve the following Contract Amendments for the provision of vehicle safety equipment installation and removal services, extending both Contracts by one year, for a new total contract period of May 8, 2015 through June 30, 2021, and increasing the total aggregate amount by $750,000, from $2,750,000 to $3,500,000:
1. Amendment No. 3 to Contract No. 15-224 with 10-8 Retrofit, Inc. at a variable rate of $1,025 - $7,035 per installation based upon vehicle type.
2. Amendment No. 3 to Contract No. 15-225 with West Coast Lights & Sirens, Inc. at a variable rate of $789 - $7,016 per installation based upon vehicle type.
(Presenter: John Ades, Captain, 387-0640)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The cost of vehicle safety equipment installation and removal services will be funded within the Sheriff/Coroner/Public Administrator’s (Department) existing budget allocation. Sufficient appropriation is included in the Department’s 2020-21 recommended budget (4430001000).
BACKGROUND INFORMATION
The Department acquires 100 to 300 vehicles each year including sedans and utility vehicles (marked and unmarked), prisoner transport vans, undercover vehicles, and all-terrain (4x4) vehicles. These vehicles require specific safety equipment to be removed, added and/or fabricated for departmental operations.
Approval of the amendments accomplish the following:
• Extends each contract term by one year, for a total contract term of May 8, 2015 through June 30, 2021.
• Updates the maximum aggregate payment amount from $2,750,000 to $3,500,000.
• Replaces the current Attachment B - Cost, for contract No. 15-225 with West Coast Lights & Sirens, Inc. (West Coast) with a new Attachment B - Cost.
PROCUREMENT
On May 5, 2015 (Item No. 44), resulting from a competitive process, the Board of Supervisors (Board) awarded non-exclusive contract No. 15-224 to 10-8 Retrofit, Inc. (10-8), and contract No. 15-225 to West Coast for the period of May 8, 2015 through June 30, 2018, with the option to extend for two additional one-year periods.
Subsequently, the Board approved two amendments to the contracts as follows:
• Amendment No. 1 (June 26, 2018; Item No. 61) updated the fee schedule for contract No. 15-225 with West Coast, increased the aggregate contract amount by $500,000 (from $1,500,000 to $2,000,000), and exercised the first option to extend both contract terms by one year, through June 30, 2019, for continued vehicle safety equipment installation and removal services.
• Amendment No. 2 (June 11, 2019; Item No. 77) extended both contract terms by one year, from May 8, 2015 through June 30, 2020, and increased the total aggregate contract amount by $750,000 (from $2,000,000 to $2,750,000).
To maintain equipment and service continuity, the Department recommends extending contracts No. 15-224 with 10-8, and No. 15-225 with West Coast, for one additional year through June 30, 2021. This recommendation will allow the Department to complete a formal procurement process to award new vehicle safety equipment installation and removal services contracts. The County Purchasing Department supports this extension request.
Each contract may be terminated by either party upon 30 days’ advanced written notice.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Richard D. Luczak, Deputy County Counsel, 387-5455) on June 4, 2020; Purchasing Department (Michael Candelaria, Lead Buyer, 387-2060) on June 5, 2020; Finance (Carolina Mendoza, Administrative Analyst, 387-0294) on June 5, 2020; and County Finance and Administration (Kelly Welty, Deputy Executive Officer, 387-5423) on June 5, 2020.