Fleet_declining_to_bid.docx

This is an internal email exchange between Santa Monica Police Department staff regarding bid responsibility for a vehicle emergency lighting, equipment installation, maintenance, and parts procurement (Contract 12501734). The correspondence, dated February 11-12, 2025, involves Kellee MacDonald, Sr. Buyer, and Jamie Rodriguez, Assistant Administrative Analyst, discussing which department will process the bid submission. The underlying contract opportunity covers emergency lighting and equipment installation for 282 emergency response vehicles (232 Police Department and 50 Fire Department vehicles), Motorola radios with antennas and chargers, and truck bed accessories. The solicitation includes 322 line items and is structured as a firm-fixed five-year contract with bid questions due by December 16, 2025, at 3:00 PM Pacific Time and final bid responses due January 14, 2026, at 3:00 PM Pacific Time through the City's Online Vendor Portal.

The email indicates that the Fleet Department, which typically handles vehicle-related procurement, is currently understaffed and has requested that the Police Department process this bid on behalf of both Police and Fire Departments. The Police Department currently manages vehicle appointments, transfers, and inventory, with Fleet handling only invoicing functions until July 2025, when invoice processing responsibility transfers to Police Department. This represents a procedural shift in internal responsibility rather than a change in the procurement requirements, which mandate vendors be located within 30 miles of Santa Monica, possess three years of emergency response vehicle upfitting experience in Los Angeles County Region 1 Area A, and maintain current Motorola Service and Warranty Center authorization. Vendors must provide a one-year workmanship warranty and comply with the City's Living Wage Ordinance ($22.50 per hour minimum) if the annual contract value exceeds $54,200, along with minimum general liability and workers' compensation insurance of $1,000,000.