Council action is requested to expend $190,000.00 in expenditures for Vehicle Upfitting/Changeovers with 911 Custom for the Police Department for fiscal year 2023-2024.

Council approval is requested to authorize expenditures for the selected commodities.

The Police Department is requesting to continue existing contracts with 911 Custom for the purchase of equipment needed to outfit and/or repair police vehicles, as well as the labor to remove and install same equipment.

The Procurement Division issued an Invitation to Bid (ITB) for Emergency Vehicle Equipment on October 2, 2020. The ITB was published through the Public Purchase e-Procurement website, which notified one hundred forty-six (146) potential respondents, thirteen (13) accessed the ITB. Two firms responded to the ITB: 911 Custom and NROUTE Enterprises, LLC. NROUTE Enterprises LLC’s submission was incomplete and non-responsive. 911 Custom submitted a completed, responsive bid. The contract was awarded to 911 Custom for one year with the option to renew for four (4) additional years thereafter. The Police Department requests approval to continue the use of this vendor for fiscal year 2023-2024.

Since the beginning of this fiscal year, two (2) purchase orders were generated to 911 Custom – 1) $15,000 for vehicle changeovers (PO #24000612), and 2) $20,000 for vehicle equipment (PO #24000585). The Police Department was told early on that their vehicle order with Shawnee Mission Ford would not be filled until possibly 2025, so initially it was thought there would not be a lot of vehicle equipment needed this year, nor the need for the installation services. However, there was a concern that the PD would run short on usable vehicles before the order of Explorers would arrive, therefore, the department reduced the order for Ford Explorers and ordered ten (10) Dodge Durango Police Pursuit Vehicles (PPV’s) that Landmark Dodge already had available. In order to deploy the Durangos into the field, they will need “up-fitting” with cages, lightbars, lighting and related emergency vehicle equipment that will cost a projected $110,036 from 911 Custom.

Additionally, in December, Ford Motor Company contacted the Police Department to indicate they have stopped production of their Electric Vehicles (EVs) and hybrid vehicles, and they are now going back to making the Ford Explorers again. They believe the PD’s order of Ford Explorers will now be arriving in early 2024, and those Explorers will also need vehicle equipment from 911 Custom.

The Police Department is also getting ready to order the first part of equipment for a Mobile Command Post that is budgeted for this fiscal year.

Because of the increased activity of new vehicles arriving both purchase orders for vehicle changeovers and vehicle equipment will need increasing. The department estimates $50,000 in funding will be needed for vehicle changeovers and $140,000 in emergency vehicle equipment for new additions to the Police Fleet. The total estimated for the fiscal year to be spent with 911 Custom is $190,000.

Approval of this item authorizes change orders up to ten (10) percent of the authorized amount, providing appropriations are available.

The fiscal impact to the City totals $190,000.00. Funding is included in the fiscal year 2023-2024 adopted budget, page 231, account number account number (0164564-5404) Public Safety Tax Fund- Mobile Equipment expense.