SUBJECT/RECOMMENDATION:
Title
Authorize a funding revision and contract extension to the purchase order with Enforcement One of Oldsmar, FL for citywide vehicle upfitting services, increasing annual funding from the originally assumed $250,000.00 to $950,000.00 for contract year two and $1,100,000.00 for contract year three, for a cumulative not-to-exceed contract total of $2,300,000.00; extend the final renewal option from April 30, 2027 to September 30, 2027 pursuant to Invitation to Bid (ITB) No. 18-24; and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
In April 2024, City Council awarded ITB 18-24 to Enforcement One. ITB 18-24 was issued for Vehicle Upfitting Services consisting of fabrication and/or installation of various equipment and accessories in city vehicles. These items include, but are not limited to: lighting, consoles, controllers, brackets, outlets, tool holders, pipe racks, pipe tie-down systems, water cooler holders, and vise grips. Enforcement One was the only bidder to respond to ITB 18-24. The primary use of this contract is for new vehicle upfits, with the occasional existing fleet vehicles requiring modifications. The contract is utilized citywide on an as-needed basis by all departments except the Police Department which has a separate upfitting contract (also with Enforcement One), awarded in ITB 46-22.
The original award in April 2024 established a one-year term with two one-year renewal options and assumed an annual spend of $250,000.00 for citywide vehicle upfitting services for a total contract amount not-to-exceed $750,000.00. The Vehicle Replacement List (VRL) is now developed using data-driven criteria, resulting in a more robust and accurate replacement schedule than in prior years. To support the FY26 and FY27 VRLs, General Services requests a funding revision as follows:
|
Year |
Funding Level |
|
Contract Year One (1) |
$250,000.00 |
|
Contract Year Two (2) |
$950,000.00 |
|
Contract Year Three (3) |
$1,100,000.00 |
|
Cumulative Contract Total |
$2,300,000.00 |
The pricing structure under the terms and conditions in ITB 18-24 will remain the same. General Services further requests an extension of the final contract term from April 30, 2027, through September 30, 2027, to align citywide and Clearwater Police vehicle upfitting under a single solicitation. This approach may result in more competitive pricing for the City and would reduce the need to manage multiple contracts.
APPROPRIATION CODE AND AMOUNT:
Departments with authorized vehicle purchases have funds budgeted for upfitting services for the current fiscal year (2025/26). Funding for future years will be requested as part of the annual budget process.
STRATEGIC PRIORITY:
This purchase supports the objectives of a High-Performing Government (1.2) and Superior Public Service by ensuring reliable, well-equipped operational fleets. 