Agenda Item AGENDA STAFF REPORT ASR Control 23-000846
MEETING DATE:	01/09/24
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	OC Public Works (Approved)
Department contact person(s):	Tim Gonsalves (714) 667-4923
	Frank McIlvenny (714) 667-9621

Subject: Approve Contract for Patrol Vehicle Equipment, Supplies and Installation Service

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $683,334

Annual Cost: FY 2024-25 $1,366,666
FY 2025-26 $1,366,666
FY 2026-27 $683,334

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: Fund 296: 100%	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: N/A

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or Deputized designee to execute a contract with Stommel, Inc. for Patrol Vehicle Equipment, Supplies and Equipment Installation Services, effective upon execution of all necessary signatures and continue for three years from that date, in an amount not to exceed $4,100,000, with the option to renew for two additional years upon Board of Supervisors approval.

SUMMARY:

Award of a contract to Stommel, Inc. for Patrol Vehicle Equipment, Supplies and Equipment Installation Services will allow OC Public Works to provide expert quality patrol vehicle cabling, lighting and proper installation of equipment for OC Sheriff Department vehicles.

BACKGROUND INFORMATION:

OC Public Works provides efficient and professional fleet management services to all County of Orange (County) departments and agencies through maintenance and repair services of over 3,000 County-owned vehicles and equipment.

On July 24, 2023, OC Public Works issued an Invitation for Bid for Patrol Vehicle Equipment, Supplies and Equipment Installation Services (Services) on the County online bidding system. Three bids were received; two were deemed responsive and one non-responsive. The lowest responsive, responsible bidder, Stommel, Inc. (Contractor), was deemed qualified to perform the needed Services. The Bid Summary is included as Attachment C.

The Services include installation of patrol vehicle specific wiring harnesses, lighting, sirens and specialty equipment. The Contractor will work with the OC Public Works to assess, identify and implement necessary changes to OC Sheriff Department (OCSD) vehicles as changes to vehicle model years present necessary service technology updates. Lastly, the Contractor will execute OCSD vehicle decommissioning once these specialty vehicles are deemed to have reached their end-of-life cycle, which is determined by the OC Fleet Services Vehicle Replacement Guide and Standard Specifications.

OC Public Works is procuring these Services in accordance with the 2021 Contract Policy Manual Section 3.3-102. The Orange County Preference Policy (OCPP) was applicable and incorporated into this solicitation; however, no OCPP qualified proposals were submitted.

OC Public Works is recommending the Board of Supervisors (Board) approve Contract MA-080-23011506 (Contract) for Services with the Contractor, effective upon execution of all necessary signatures and continue for three years from that date, in an amount not to exceed $4.1 million, with the option to renew for two additional years upon Board approval.

An analysis was conducted to determine the benefit of utilizing contract services for the removal, reinstallation and upfitting of approximately 44 emergency response vehicles that OC Public Works oversees annually. Based on this analysis, OC Public Works determined that due to the specialized nature of the Services and the County's emergency response vehicles, contracting for Services is more effective as specialty contractors can secure bulk discounts on equipment and supplies, allow for flexibility to scale up or down the number of vehicles being upfitted based on the County's evolving needs with faster turnaround times and provides industry leading expertise related to compliance with regulations and safety standards governing emergency vehicles.

OC Public Works has conducted due diligence on the Contractor. Reference checks were satisfactory and completed with the cities of Brea, Oceanside and Santa Ana regarding similar Services. The Contractor is based in Sacramento County.

This Contract does not currently include subcontractors or pass through to other providers. See Attachment B for Contract Summary Form.

Compliance with CEQA: This action is not a project within the meaning of CEQA Guidelines Section 15378 and is therefore not subject to CEQA, since it does not have the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. The approval of this agenda item does not commit the County to a definite course of action in regard to a project since the action is an approval of a Contract for Services for OCSD vehicles and equipment. This proposed activity is therefore not subject to CEQA. Any future action connected to this approval that constitutes a project will be reviewed for compliance with CEQA.

FINANCIAL IMPACT:

Appropriations for this Contract are included in Fund 296, OC Fleet Services, FY 2023-24 Budget and will be included in the budgeting process for future years.

The proposed Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of this Contract. If such appropriations are not approved, this Contract may be immediately terminated without penalty to the County.

STAFFING IMPACT:

N/A

REVIEWING AGENCIES:

OC Sheriff Department

ATTACHMENT(S):

Attachment A - Contract MA-080-23011506 with Stommel, Inc.
Attachment B - Contract Summary Form
Attachment C - Bid Summary