8.G.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 10/17/2023
- From:
- Kristin Decker, Special Services Supervisor
Information
TITLE:
Consideration and Approval of Contract: Cooperative Purchase Contract with Pride Outfitters, LLC to upfit/outfit emergency equipment on four patrol vehicles in an amount not to exceed $88,000.
STAFF RECOMMENDED ACTION:
- Approve the Cooperative Purchase Contract with Pride Outfitters, LLC for the upfit/outfit emergency equipment on four patrol vehicles in an amount not to exceed $88,000; and
- Authorize the City Manager to execute all the necessary documents.
Executive Summary:
In the summer of 2023, the Flagstaff Police Department (FPD) received delivery of new vehicles for use in the patrol fleet. The purchase of these vehicles were approved through the Fleet Management Committee. As is common, these vehicles arrived without the emergency equipment including lights, sirens, radios, decals. Funds for the upfit/outfit of vehicles come directly out of the FPD budget as a separate line item. FPD is seeking to use these funds to upfit/outfit the new patrol vehicles so they can be used for their intended function as public safety vehicles.
Pride Outfitting, LLC is currently under a Maricopa County cooperative purchase contract after participating in the competitive bidding process to provide upfit/outfit services to law enforcement agencies. FPD is seeking to enter a Cooperative Purchase Contract with Pride Outfitting, LLC based on this Maricopa County cooperative purchase contract for the installation of emergency equipment on patrol vehicles.
Pride Outfitting, LLC is currently under a Maricopa County cooperative purchase contract after participating in the competitive bidding process to provide upfit/outfit services to law enforcement agencies. FPD is seeking to enter a Cooperative Purchase Contract with Pride Outfitting, LLC based on this Maricopa County cooperative purchase contract for the installation of emergency equipment on patrol vehicles.
Financial Impact:
The Flagstaff Police Department has funds identified and allocated for FY 2023-2024 under account 001-04-061-0221-2-4305 for this purchase.
Policy Impact:
None
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Carbon Neutrality Plan
Regional Plan
Council Goals-
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace aging infrastructure
City of Flagstaff Climate Action Adaptation Plan: Reduce emissions, increase the number of alternative fuel vehicles in the City fleet and reduce the City of Flagstaff's carbon footprint.
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace aging infrastructure
City of Flagstaff Climate Action Adaptation Plan: Reduce emissions, increase the number of alternative fuel vehicles in the City fleet and reduce the City of Flagstaff's carbon footprint.
Carbon Neutrality Plan
Assist in the goal to become a carbon neutral community by utilizing hybrid vs. gasoline technologies.
Regional Plan
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical and ambulance service.
Has There Been Previous Council Decision on This:
No
Background and History:
FPD recently acquired new patrol vehicles to refresh it's aging fleet and is seeking to upfit/outfit these vehicles with emergency equipment. Traditionally, FPD has utilized the services of a local individual for this process. This individual has moved out of the area and FPD sought alternative contractors. Quotes were sought from local and state businesses who specialize in the installment of this equipment. Three written quotes were obtained. Of these, two providers, including Pride Outfitting, LLC, were under a state contract and provided quotes within a few dollars of each other. Pride Outfitting, LLC has asserted that it will be able to upfit/outfit the four patrol vehicles in November 2023. The other contractor identified during the procurement informed FPD that it will not be able to provide the services/materials before the beginning of 2024. One local provider responded, but that contractor's quote was $13,000 more than the other two respondents.
The Purchasing Section has reviewed the competitively solicited cooperative purchase options available and confirmed that Maricopa County conducted a competitive and open procurement process through Request for Proposal Solicitation No. 190170-S that resulted in Contract No. 190170-S with Pride Outfitters, LLC. This cooperative contract has been verified as valid and appropriate for the purchase of the specified services and presents the best value to the City.
The Purchasing Section has reviewed the competitively solicited cooperative purchase options available and confirmed that Maricopa County conducted a competitive and open procurement process through Request for Proposal Solicitation No. 190170-S that resulted in Contract No. 190170-S with Pride Outfitters, LLC. This cooperative contract has been verified as valid and appropriate for the purchase of the specified services and presents the best value to the City.
Key Considerations:
Maintaining a healthy patrol fleet involves not only the ability to purchase vehicles but also the need to upfit/outfit them with the proper emergency equipment for the road.