REPORT TO THE CITY COUNCIL May 25, 2017 FROM: BRIAN R. MARSHALL, Director Department of Transportation BY: JIM SCHAAD, Assistant Director Department of Transportation TIM OLDAY, Fleet Manager Department of Transportation/Public Safety SUBJECT ..Title Award a purchase contract in the amount of $144,392.81 to Cook's Communications Corp for the purchase of Kenwood police radio sets for the police patrol sedans and SUVs (City-wide) (Bid File 3535) ..Body RECOMMENDATION Staff recommends Council award a purchase contract in the amount of $144,392.81 for the purchase of eighty-four (84) Kenwood police radio sets for the police patrol sedans and SUVs. EXECUTIVE SUMMARY The Police Department requires radio sets to up-fit the police patrol sedans and SUVs. Council approved as part of the FY 2017 budget process, the purchase of eighty-four (84) police patrol vehicles. Vehicle radio sets are required to make the police vehicles functional, complete, and operational for law enforcement duty. The radio sets will be delivered to the City of Fresno; after delivery, the radio sets will be up-fitted into the police vehicles. The vehicle radio sets allow communication with other City of Fresno emergency services units, as well as other those of other jurisdictions. BACKGROUND The Police Department requires eighty-four (84) radio sets to up-fit police patrol vehicles to be acquired per the FY 2017 budget. The radio sets are necessary to complete the police patrol vehicles for police services in the city of Fresno. A competitive bid file was prepared and distributed to perspective bidders, and ten (10) perspective bidders opened and reviewed the bid file. Two responses were received in a public opening on April 4, 2017. The proposal from the lowest apparent bidder, Cook's Communications Corp, was deemed responsive and responsible. Council may award a purchase contract to Cook's Communications Corp located in Fresno, California, for the amount of $144,392.81 or Council may reject the proposal. If the proposal is rejected, the project will be re-bid resulting in a delay of approximately sixty (60) days. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a "project." 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 FY17 lease payments on the equipment in this agenda item have been approved in the FY17 budget. Attachment: Bid Evaluation