REPORT TO CITY COUNCIL
SUBJECT
Title
Action on Award of Purchase Orders to Lenco Armored Vehicles for a BearCat Medevac G2, and to Other Vendors for Related Accessories and Services, and Approve the Related Budget Amendments
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
In 2010, the City of Santa Clara Police Department purchased a Lenco BearCat Ballistic Rescue Vehicle (“BearCat”) using grant funds received from the Bay Area Urban Area Security Initiative (UASI). These UASI grant awards were intended to be utilized regionally to leverage assets. While the BearCat’s primary purpose is to respond to a biological, radiological, nuclear, or explosive event, it ballistic capabilities have allowed it to be deployed for several active, high visibility incidents across the region, such as the 2013 Santa Cruz police officer assault, the 2015 San Jose police officer assault, the 2019 Gilroy Garlic Festival mass shooting, and the 2021 Valley Transportation Authority mass shooting. Within our community, the BearCat serves a variety of uses and has been a critical asset in major incidents, including the 2019 Rotten Robbie shooting.
In preparation for Super Bowl LX and the six Federation Internationale de Football Association (FIFA) World Cup 2026 events scheduled in the City in 2026, the Police Department reviewed its inventory of equipment, and identified the need to enhance its emergency response capabilities, specifically including specialized medical response. The proposed purchase of a Lenco BearCat Medevac G2 (“MedCat”) is intended to address this need. This equipment acquisition, coupled with technologies and interoperable communications, in intended to enhance large scale medical emergency response capabilities to the department. Importantly, the need for this equipment was identified as applicable to all large events at the Stadium, not limited to the 2026 events described above, and therefore such equipment would remain in use in the Police Department’s inventory (and as a regional asset, if necessary), in conjunction with the existing BearCat, well after the conclusion of the 2026 events.
As described further below, the purchase shall be made through a cooperative purchasing arrangement. At this time, the Police Department has not identified any applicable grant opportunities but will continue to pursue any such opportunities up to the purchase date.
DISCUSSION
Recommendation for Acquisition of an Additional Rescue Vehicle
Staff recommends approval of a Purchase Order to Lenco Armored Vehicles for the acquisition of a Lenco BearCat Medevac G2, also known as the “MedCat.” While the BearCat and MedCat share similar ballistic qualities, the MedCat will provide a safe and effective means of transporting first responders to trauma incidents, delivering immediate medical attention and quickly moving patients out of harm’s way. This purpose-built vehicle comes equipped to meet the needs of Special Response and Tactical Emergency Medical Services (EMS) Teams, featuring on-board oxygen tanks, a lighted workstation with a power inverter, overhead trauma lighting, IV hooks, suction systems, and benches designed for rapid response litters. Additionally, it offers a variety of optional features to meet the specific needs of the City. The MedCat’s armored body is constructed from Mil-spec steel armor for protection from high-caliber weapons and storm-blown debris.
This recommendation is pursuant to City Code Section 2.105.270(c) which states that the City may, without observing formal bidding requirements, contract with a vendor under a contract awarded using preestablished cooperative purchasing agreements, when such agreement resulted from a competitive bid process that meets or exceeds the City’s competitive bid process. The proposed purchase of the MedCat will be made through the Houston-Galveston Area Council of Governments (H-GAC) cooperative purchase agreement with Lenco Armored Vehicles. H-GAC is a government agency that provides a cooperative purchasing program as part of its service to other government agencies. In June 2023, H-GAC conducted a Request for Proposal (RFP) for ambulances, EMS vehicles, and special service vehicles. Through this RFP process, Lenco Armored Vehicles was awarded a contract.
The quoted price for the MedCat is $382,371 (Attachment 1), with a 6% discount under the H-GAC contract. Staff research confirms that this price is fair and reasonable.
Additional Project Costs
In addition to the MedCat purchase, the Police Department will need to acquire a Motorola Multi-band 8500 series radio (approximately $15,000) and a cover to protect the vehicle (approximately $7,500), and services for the installation of the radio, City decals, and other modifications (approximately $5,000). The radio will be purchased from Motorola Solutions, Inc. under the terms and conditions of the June 2020 Communications Equipment and Services Agreement between Motorola and Silicon Valley Regional Interoperability Authority. Staff will obtain quote(s) for the cover and coordinate the installation of the radio and decals.
The following Table 1 outlines the estimated total cost:
|
Cost Element |
Amount |
|
Lenco MedCat |
$382,371 |
|
Motorola Multi-band 8500 |
$15,000 |
|
Cover |
$7,500 |
|
Installation of the Radio/Decals |
$5,000 |
|
Estimated Taxes (9.125%) |
$37,400 |
|
Total |
$447,271 |
|
Contingency (10%) |
$44,727 |
|
Not-to-Exceed Total Maximum Compensation |
$491,998 |
Reporting Requirements
The specifications of the MedCat (specifically, its size and body armor) qualify the vehicle as “Military Equipment” under AB 481. The proposed acquisition of a MedCat was not identified in prior AB 481 Annual Reports. The timeline for acquisition of this vehicle is lengthy (14-18 months), with an order placed in Fall 2024, payment made in late 2025, and delivery in early 2026. Therefore, pursuant to Government Code Section 7072(a)(6), the acquisition of the vehicle would have to be incorporated into the AB 481 Annual Report slated to be presented to the public and the Council in Spring 2025.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
The budget amendment below appropriates funding from the General Fund’s Budget Stabilization Reserve (BSR) to the Police Department’s operating budget to cover the costs associated with the MedCat purchase, totaling $491,998. It should be noted that if the Police Department identifies other sources to fund this purchase (e.g., grant funding or departmental savings), a separate budget amendment will be brought forward for City Council consideration to replenish the General Fund’s BSR.
In addition, the Stadium Authority will be charged a daily rental rate currently estimated at $2,000 for the use of this vehicle at stadium events. Similarly, the cost of having this vehicle available for the 2026 major events (in the form of a rental fee) is currently under negotiation with the Bay Area Host Committee.
Budget Amendment
FY 2024/25
|
|
Current |
Increase/ (Decrease) |
Revised |
|
General Fund |
|
|
|
|
Expenditures |
|
|
|
|
Police Department |
$92,074,298 |
$491,998 |
$92,566,296 |
|
|
|
|
|
|
Fund Balance |
|
|
|
|
Budget Stabilization Reserve |
$53,823,574 |
($491,998) |
$53,331,576 |
COORDINATION
This report was coordinated with the City Manager’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager, or designee, to issue purchase orders to Lenco Armored Vehicles for a BearCat Medevac G2 and to other vendors for related system accessories and services, with a total maximum compensation of $491,998 inclusive of all taxes and fees, pursuant to the terms of the HGAC cooperative purchase agreement; and
2. Approve the FY 2024/25 budget amendment in the General Fund to increase the Police Department’s operating budget in the amount of $491,998 and decrease the General Fund’s Budget Stabilization Reserve in the amount of $491,998 (five affirmative Council votes for the use of unused balances).
Staff
Reviewed by: Pat Nikolai, Chief of Police
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1 Lenco BearCat Medevac G2 Quotation #104048