REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
June 8, 2021
FROM
JOHN McMAHON, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Contracts with 10-8 Retrofit, Inc. and West Coast Lights & Sirens, Inc. to Provide Vehicle Safety Equipment Installation and Removal Services
End
RECOMMENDATION(S)
Recommendation
Approve the following Contracts to provide vehicle safety equipment installation and removal services, for the period of July 1, 2021 through June 30, 2024, in an aggregate amount of $750,000 per year, for a total amount not to exceed $2,250,000, with the option for two additional one-year extensions, or one additional two-year extension to the original contract term:
1. 10-8 Retrofit, Inc., at a variable rate of $1,825 - $7,746.05 per installation based upon the type of vehicle.
2. West Coast Lights & Sirens, Inc., at a variable rate of $1,790.82 - $12,727.30 per installation based upon the type of vehicle.
(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 aggregate annual contract amount of $750,000 for vehicle safety equipment installation and removal services is included in the Sheriff/Coroner/Public Administrator’s (Department) 2021-22 recommended budget (4430001000) and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department’s Automotive Division acquires 200-300 vehicles per year, which are a combination of sedans, utility vehicles, prisoner transport vans, undercover vehicles, 4x4s and Off Highway Vehicles (OHV). These vehicles require specific safety equipment that may need to be fabricated, removed from existing vehicles and installed on new vehicles, or a combination of both.
PROCUREMENT
On February 10, 2021, request for proposals (RFP) SHR121-ADMSR-3942 was approved and released through the County of San Bernardino’s electronic Procurement Network (ePro) for the provision of vehicle safety equipment installation and removal services. The RFP was posted for thirty-six (36) days and fifty (50) registered vendors were contacted via e-mail notifications; 10-8 Retrofit, Inc. (10-8), and West Coast Lights & Sirens, Inc. (West Coast), were the only vendors to respond to the solicitation.
A committee consisting of two representatives from the Department’s Automotive Division, one representative from Central Patrol Station, one representative from the Technical Services Division, and one representative from the Bureau of Administration evaluated the proposals. The evaluations were based upon the proposer’s qualifications, financial statements, professional references, and cost for the required services. The committee recommends awarding service contracts to both 10-8 and West Coast. Having two providers available will ensure uninterrupted vehicle safety equipment installation and removal services during times of peak workload. No protests or appeals were received.
The recommended contract term is three years, from July 1, 2021 through June 30, 2024, with the option for two additional one-year extensions, or one additional two-year extension to the original contract term. Either party may terminate the agreement upon 30-days advance notice.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Richard D. Luczak, Deputy County Counsel, 387-5455) on April 30, 2021; Purchasing (Michael Candelaria, Lead Buyer 387-3374) on May 3, 2021; Finance (Carolina Mendoza, Administrative Analyst, 387-0294) on May 18, 2021; and County Finance and Administration (Kelly Welty, Deputy Executive Officer, 387-5423) on May 18, 2021.