REPORT TO THE CITY COUNCIL January 17, 2019 FROM: GREGORY A. BARFIELD, Interim Director Department of Transportation BY: BRIAN BARR, Assistant Director Department of Transportation TIM OLDAY, Fleet Manager Department of Transportation/Public Safety Fleet Division SUBJECT ..Title Approve the award of a purchase contract to Vincent Communications, Inc., a Clovis-based corporation, for the purchase of 70 Kenwood radio sets in the amount of $177,057.30 for Police Department fleet vehicles ..Body RECOMMENDATION Staff recommends Council approve the award of a purchase contract to Vincent Communications, Inc., a Clovis-based corporation, for the purchase of 70 Kenwood radio sets in the amount of $177,057.30 for Police Department fleet vehicles. EXECUTIVE SUMMARY The Department of Transportation, Public Safety Fleet Division requests approval to enter into a requirements contract for the purchase of Kenwood radio sets. The radio sets will go in service to provide frontline radio communications for daily law enforcement operations in the Police Department. This contract will stabilize supply and pricing for police radios used by the Police Department. BACKGROUND The Public Safety Fleet Division is responsible for purchasing, maintaining, and repairing the Police and Fire Departments fleet vehicles, which are comprised of approximately 1,000 vehicles. In order to maintain a modern fleet, the Public Safety Fleet Division purchases and manages the up-fitting of vehicles to be operated by the Police Department on an annual basis. Radio communications used by the Police Department are mission-critical in day-to-day practices. These communications allow immediate access to a dispatcher and other officers in order to quickly coordinate any situation that officers will encounter while on duty. The Kenwood NX-5000 radios are compatible with the Fresno police communications network. The radios will be installed on new vehicles purchased as approved in the FY19 budget. A competitive bid file was prepared and advertised on October 19, 2018. Five specification documents were provided to prospective bidders. Two responses were received in a public opening on October 30, 2018. The proposal from Vincent Communications, Inc., was deemed the lowest responsive and responsible bidder. If the proposal is rejected by Council, the project will be re-bid, resulting in a delay of approximately 60 days. ENVIRONMENTAL FINDING By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a "project," as defined by CEQA. LOCAL PREFERENCE Both bidders are local companies; therefore, local preference does not apply. FISCAL IMPACT The City of Fresno has completed a Master Equipment Lease Purchase Agreement (MELPA) that will be used to finance these radio sets for the police patrol vehicles. The MELPA allows the City to expedite financing of certain equipment that is approved for purchase and financing where competitive procurement, budgeting, and appropriation requirements are completed. The appropriations for FY19 lease payments on this equipment have been approved in the FY19 budget. Attachment: Bid Evaluation