TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
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Award a Professional Services Agreement with 10-8 Retrofit, Inc. for Police Vehicle Equipment Installation, Fleet Changeovers & Maintenance Services.
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RECOMMENDATION
Award a Professional Services Agreement in the amount of $3,296,750 to 10-8 Retrofit, Inc., Ontario, CA for a five-year term with the option to renew for two (2) years for Police Vehicle Equipment Installation, Fleet Changeovers & Maintenance Services; and authorize the City Manager to execute all necessary documents on behalf of the City.
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FISCAL IMPACT
Sufficient funds, in the amount of $659,350, are included in the FY2026-27 Adopted Budget in the Equipment Management Program. Sufficient funds will be budgeted in future proposed Fiscal Year Operating Budgets.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Positive City Image
• Financial Stability
• Responsible Long-Range Planning
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Revenue: Click or tap here to enter text. |
Expenditure: 6607400-43580, 6607400-48070 |
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BACKGROUND
The Public Works Fleet Division is responsible for overseeing the purchase, maintenance, repair, and replacement of approximately 500 Citywide fleet vehicles and equipment, including the installation and maintenance of specialized after-market equipment required for Police Department and other City vehicles.
Each fiscal year, approximately 20 vehicles are scheduled for replacement as part of the City’s vehicle replacement program. In addition, vehicles approved in prior fiscal years may carry over into subsequent years due to manufacturing and delivery timelines, and new vehicles may be added to the fleet based on approved operational needs.
Prior to being placed into service, certain vehicles require specialized outfitting, including the installation or transfer of emergency lighting, radios, consoles, electrical components, and other vehicle-specific equipment. Historically, the City has utilized qualified contractors to perform specialized vehicle outfitting, fleet changeovers, and related maintenance services.
Contracting these specialized services allows Fleet Division staff to continue addressing routine maintenance and repair demands while providing the additional technical resources necessary to complete vehicle outfitting safely and efficiently. Although the majority of specialized outfitting is associated with Police Department vehicles, the services may also be utilized for other City vehicles requiring radios, lighting, or other specialized equipment.
To ensure continued availability of these services, the City issued a competitive Request for Proposals for Police Vehicle Equipment Installation, Fleet Changeovers & Maintenance Services.
ISSUES/ANALYSIS
On June 4, 2026, the City released a Request for Proposals (RFP No. 2026-0017) for "Police Vehicle Equipment Installation, Fleet Changeovers & Maintenance Services" via PlanetBids, in accordance with City procurement policies. The City received five (5) proposals by the closing date of July 2, 2026.
A review committee, consisting of City staff, evaluated proposals separately to maintain confidentiality and fairness. Staff then scored these proposals using the following weighted criteria:
• Experience/Qualifications: 25%
• Past Performance/References: 25%
• Plan Methodology/Project Approach: 20%
• Quality and Responsiveness of Proposal: 15%
• Cost Evaluation: 15%
While cost is considered in the evaluation process, selection is not based solely on price. Instead, the City emphasizes overall qualifications, demonstrated performance, technical capability, and responsiveness to ensure the selected contractor can provide reliable, high-quality fleet services that meet the City's operational needs and maintenance standards.
Following evaluation, 10-8 Retrofit, Inc. received the highest average score and is recommended for contract award.
Evaluation Results:
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RANKING |
CONTRACTOR |
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1 |
10-8 Retrofit, Inc. |
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2 |
Dana Safety Supply, Inc. |
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3 |
LEHR Upfitters OpCo, LLC |
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4 |
Vector Fleet Management, LLC |
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5 |
Code 3 Outfitters |
The proposed agreement establishes an annual not-to-exceed amount of $659,350 based on anticipated annual fleet outfitting, maintenance, rollover vehicles, and new fleet addition needs.
The estimated annual contract allocation is summarized below:
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Service Category |
Estimated Annual Amount |
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Outfitting of vehicles included in the Annual Vehicle Replacement Schedule |
$234,350 |
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Maintenance & repairs for specialized equipment installed on existing fleet vehicles |
$50,000 |
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Outfitting of replacement vehicles approved in prior fiscal years but received in a subsequent fiscal year |
$225,000 |
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Outfitting associated with approved new additions to the City fleet |
$150,000 |
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Total Estimated Annual Amount |
$659,350 |
The annual amount accounts for scheduled vehicle replacements, vehicles carried over from prior fiscal years due to production and delivery timelines, newly approved fleet additions, and maintenance of specialized equipment installed on existing vehicles. Based on the annual not-to-exceed amount of $659,350, total compensation for the initial five-year term is not to exceed $3,296,750.
Staff recommends that the City Council award a Professional Services Agreement with 10-8 Retrofit, Inc. for Police Vehicle Equipment Installation, Fleet Changeovers & Maintenance Services for a five-year term from FY2026-27 through FY2030-31 in the amount of $3,296,750, with the option to renew the agreement for up to two additional years.
Attachment: Professional Services Agreement - 10-8 Retrofit, Inc.