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RTC#02-310

August 13, 2002

SUBJECT:

Conversion of a Standard Van into a Crime Investigation Surveillance Vehicle (#F0204-63)(RTC#02-310)

REPORT IN BRIEF

Approval is requested for the award of a contract to SpectraTek of Mountain View for the conversion of a City-owned van into a crime investigation surveillance vehicle, including the provision and installation of specialized audio and video equipment, for the Information Technology Department.

BACKGROUND

This request is to outfit a City-owned standard van with specialized surveillance equipment for use by the Department of Public Safety Investigations Division.

The requested vehicle will replace an existing vehicle that was outfitted with surveillance equipment in 1990 by Universal Procurement of Tempe, Arizona.

DISCUSSION

The conversion of a standard van into a surveillance vehicle is a specialized process involving total customization of the van, including an upgrade of, and enhancements to, the electrical system; physical modifications, including the installation of subflooring, insulation and fabric walls; installation of a special heating and air conditioning system; modifications to the vehicle's seating; and the furnishing and installation of a large array of electronic, audio and audio/visual equipment.

Based on the City's experience with the 1990 van conversion, maintenance and repair of this very specialized equipment can be problematic when the supplier is located out of the Bay Area. The only local firm known to provide this specialized service is SpectraTek of Mountain View, and staff recommends award of contract to SpectraTek. SpectraTek's close proximity will make it easy to obtain equipment support, both on site or at the supplier's place of business, without significant interruption to Department of Public Safety crime investigation and surveillance activities. 

In addition, SpectraTek's proposed pricing is competitive; and SpectraTek has provided similar services to several local and federal agencies who have been satisfied with their services, including the Cities of Milpitas, San Mateo, and Watsonville; the Federal Drug Enforcement Agency; and the United States Department of Justice.

Section 2.08.070(b) of the Sunnyvale Municipal Code exempts the purchase of professional or specialized services from competitive bidding.

FISCAL IMPACT

Project costs are as follows:

1.

Van Conversion Services, Including Equipment

$59,932

2.

Conversion Contingency

$3,000

 

Total

$62,932 (plus sales tax)

Funds are available in Information Technology Equipment Replacement Account #021200.

RECOMMENDATION

It is recommended that Council:

1.

Award a contract in the amount of $59,932 (plus sales tax) to SpectraTek of Mountain View for the Public Safety van conversion; and

2.

Approve a conversion contingency in an amount not to exceed $3,000.

Prepared by:
Elaine Wesely
Purchasing Officer

Reviewed by:
Mary Bradley
Director, Finance

Shawn Hernandez
Director, Information Technology

Irwin I. Bakin
Director, Public Safety

Approved by:
Robert S. LaSala
City Manager

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