Title
Fleet Vehicle Accessories and Installation Services (Ordinance S-45025)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Arizona Emergency Products, Inc. (AEP), Hyper Customs, LLC dba Arizona Truck Pros, Creative Communications, Drake Equipment of AZ, Inc., Kenco OR, LLC dba LSH Lights, Don Chalmers Ford dba MHQ of Arizona, Pride Group, LLC dba Pride Outfitting, and Jar Capital Group dba Quality Vans and Specialty Vehicles to provide fleet vehicle accessories and installation, as well as vehicle up-fitting for Police vehicles. This contract will have a $3 million estimated annual expenditure. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Public Works Department is responsible for maintaining a fleet of 7,300 vehicles and pieces of equipment. The Public Works Department up-fits vehicles for departments Citywide and this contract will provide the ability to purchase and install accessories. These contracts provide for essential up-fitting and vehicle installations for City fleet including tool boxes, bed liners, lift gates, auxiliary lighting, prisoner cages, etc. Due to the volume and variety of up-fitting requirements, an outside provider has been used historically to manage these services.
Procurement Information
Invitation for Bid (IFB) 19-FSD-014 was conducted in accordance with Administrative Regulation 3.10. The Public Works Department, Procurement Section received eight bids over the various eight groups: Group I - Police Up-fitting; Group II - Lighting; Group III - Push Bumpers and Various Specialty Products; Group IV - Truck Accessories; Group V - Cargo Management Systems; Group VI - Lift Gates; Group VII - Truck Cranes; Group VIII - Bed Covers. Group I - Police Up-fitting was based on a total cost of seven Police vehicle up-fits, with Groups II-VIII having vendors provide a percentage discount or mark-up on accessories. Due to the high volume of fleet vehicles needing accessories and up-fitting, it is recommended that all bids received be awarded to manage the volume and expedite service for customers. Groups are awarded as follows:
- Group I - Creative Communications, Pride Group, MHQ of Arizona, AEP, LSH Lights.
- Group II, III, IV - Creative Communications, Pride Group, MHQ of Arizona, Arizona Truck Pros, Drake Equipment, AEP, LSH Lights.
- Group V - Pride Group, Arizona Truck Pros, Drake Equipment, Quality Vans and Specialty Vehicles.
- Group VI - Pride Group, Arizona Truck Pros, Drake Equipment.
- Group VII - Pride Group, Drake Equipment, Quality Vans and Specialty Vehicles.
- Group VIII - Pride Group, MHQ of Arizona, Arizona Truck Pros, Drake Equipment, AEP.
Please see Attachment A for full bid recommendations.
Contract Term
The initial one-year contract term shall begin on or about Oct. 1, 2018, with the option to extend four years in increments of up to one year, with a total contract option term of five years.
Financial Impact
This contract will have a $3 million estimated annual expenditure, with a total aggregate amount of $15 million over the life of the contract. Funds are available in the Police, Parks and Recreation, Aviation, Street Transportation, and Public Works department budgets.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr., Deputy City Managers Deanna Jonovich, Mario Paniagua and Karen Peters, and the Police, Parks and Recreation, Aviation, Street Transportation, and Public Works departments.