REPORT TO THE CITY COUNCIL FROM: JOE VARGAS, Director Department of Transportation BY: BRIAN BARR, Assistant Director Department of Transportation CLIFF TRAUGH, Business Manager Department of Transportation/Municipal Fleet Division SUBJECT ..Title Actions pertaining to a FY2019 five-year Requirements Contract awarded to Vincent Communications, of Fresno, for the purchase of radio equipment for Police Department vehicles: 1. Approve a one-time increase of $170,346 to the Requirements Contract with Vincent Communications, Inc., of Fresno California, for a one-year total amount of $347,403. This one-time increase is required due to the additional police vehicles approved for purchase utilizing American Rescue Plan Act funds. The FY2019 contract authorizes the purchase of a maximum of 70 units annually, whereas 121 units are needed in FY2022. 2. Approve the purchase of 121 Kenwood radio sets for Police Department vehicles in the amount of $347,403 (Bid File 9477). ..Body RECOMMENDATION Actions pertaining to a FY2019 five-year Requirements Contract awarded to Vincent Communications, of Fresno, for the purchase of radio equipment for Police Department vehicles: 1. Approve a one-time increase of $170,346 to the Requirements Contract with Vincent Communications, Inc. of Fresno, California, for a one-year total amount of $347,403. 2. Approve the purchase of 121 Kenwood NX-500 radios for Police Department vehicles in the amount of $347,403. EXECUTIVE SUMMARY Due to increased appropriations from the American Rescue Plan Act (ARPA), a larger than typical order of Police Department vehicles has been purchased for FY2022. These new units will require radios which will exceed our maximum annual purchase of 70 units authorized by Council in FY2019, when the original contract was awarded. For FY2022, 121 radios will be needed to complete upfit of the new vehicles. This includes 48 radios for vehicles funded by the General Fund and 73 radios for vehicles funded by ARPA back on December 9, 2021. Should Council not approve the increase, Staff will be required to competitively bid the additional equipment. Due to the global silicon chip shortage, the lead time for radio equipment has increased from a pre-pandemic 30 days to 17-20 weeks. The Municipal Fleet Division may not be able to deliver radio equipment to the hardware installer in time for installation which can delay the delivery of police vehicles to the Police Department. BACKGROUND With an emphasis on community partnerships, the Police Department is responsible for daily policing operations within the city of Fresno. The overall goal of the Police Department is to maintain the highest level of service while keeping our community safe. To accomplish this goal, PD officers utilize 397 active marked units to conduct daily patrols, respond to emergency calls, and proactively engage in community outreach. In order to maintain a modern fleet, the Department of Transportation, Municipal Fleet Division purchases and manages the upfitting of vehicles to be operated by the Police Department on an annual basis. Radio communication systems are a critical component in the build of a Police Department vehicle, as they are hardwired into each vehicle and set up to be as ergonomic as possible. These systems allow immediate access to dispatchers and other emergency personnel, allowing quick coordination of resources. The Kenwood NX-5000 radios are compatible with the Fresno Police Department communications network and has been the preferred system for more than 10 years. The radios will be installed on new marked patrol, as well as new support vehicles purchased as approved in the FY2022 budget for the Police Department. A five-year requirements contract (Bid File 9477) was awarded to Vincent Communications, Inc. of Fresno, California, on January 30, 2019. The contract was renewed on November 8, 2021, for the fourth year, with one more possible extension due November 1, 2022. The requirements contract award approved by Council in FY2019 was for 70 radios totaling $177,057 annually. Due to the increased funding from ARPA, additional Police Department vehicles have been purchased. Therefore, the total radio equipment purchase exceeds the maximum annual award authorized by Council in 2019, when the original contract was awarded. The total purchase from Vincent Communications for radio equipment in FY2022 is $347,403, this represents 121 radio systems for marked patrol and undercover vehicles. Should Council not approve the increase, Staff will be required to competitively bid the equipment. Due to the global silicon chip shortage, the lead time for radio equipment has increased from a pre-pandemic 30 days to 17-20 weeks. The Municipal Fleet Division will not be able to deliver radio equipment to the hardware installer in time for installation and will delay the delivery of police patrol vehicles to the Police Department. The Purchasing Division has approved the increase and recommends Council approval. City Attorney Office has reviewed and approved to form. ENVIRONMENTAL FINDINGS 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 Local preference is not applicable. The City is not issuing a request for quote for the approval of the increase to the existing contract with Vincent Communications, Inc., a locally owned business residing in Fresno, California. FISCAL IMPACT General Funds will be used to purchase 48 sets of radios valued at $137,813 as a component of the vehicle lease purchases. This funding covers the upfit of each approved vehicle, which includes the radio communications portion of each vehicle build. Funding to cover the first lease payment on these vehicles has been included in the FY2022 adopted budget under the operations of the Police Department. An additional 73 radios will be purchased as a cash acquisition in the amount of $209,590 utilizing ARPA funds appropriated in the 30th Amendment to the Annual Appropriation Resolution No. 2021-1020 on December 9, 2021. Attachment: Contract Renewal