REPORT TO COUNCIL
SUBJECT
Title
Action on Agreement with TMC Shooting Range Specialists, Inc.
Report
COUNCIL PILLAR
Deliver and enhance high quality efficient services and infrastructure
BACKGROUND
The Santa Clara Police Department (SCPD) manages the Department’s firing range that is used by Police Department staff that have knowledge, skills, and abilities of department-issued defensive weapons. This may include the use of simulated ammunition, less-lethal projectiles, and live ammunition.
Due to the enclosure of the facility and use of lead-based munitions, the fire range requires building maintenance such as air filtration and lead removal.
DISCUSSION
Pursuant to City Code Section 2.105.280, a Request for Quote (RFQ) was conducted for this procurement, with the award recommendation based on “best value”.
In May 2021, a competitive RFQ was advertised on the City’s bid notification system for a contractor to provide lead remediation services at the Police Department’s firing range. 28 vendors viewed the RFQ, and one proposal was received from TMC Shooting Range Specialists, Inc. (TMC).
After thorough review, and evaluation of the sole proposal from TMC, staff determined that the proposal satisfied all requirements set forth in the RFQ. TMC has proven experience in providing lead remediation and firing range cleaning services.
References were checked with the Redwood City Police Department, San Jose Police Department, and Sunnyvale Department of Public Safety. All references checked positive.
TMC is recommended for award of contract as the sole proposal. Their proposal met the RFQ specifications and requirements.
The proposed agreement includes services for semi-annual lead remediation and monthly pre-filter changes at SCPD’s firing range. In addition, there is a credit the City will receive for the brass recovered from the range. The initial term of the agreement is for one year with four one-year options to extend the agreement, at the City’s discretion.
Maximum compensation for the proposed agreement is $60,220, including a contingency amount of $9,500, for the initial one-year term of the agreement. Pricing shall be fixed during the initial term. After the initial term, Contractor may request price adjustments annually, subject to justification by the vendor and approval by the City.
As required by the RFQ, TMC possesses a Hazardous Substance Removal Certification issued by the State of California.
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(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment
FISCAL IMPACT
The Santa Clara Police Department has operated an indoor pistol and rifle range since the 1960’s. Part of the biennial Police operating budget has existing allocations for support services for maintenance of the Range. Support services include cleaning benches, firearms solvents and lubricants, disposal of contaminated filters, disposal of unusable ammunition, gun powder, primers, etc., disposal of contaminated rags, solvents, etc., and lead residue removal from contaminated areas. There will be no additional financial impact.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’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>.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute an agreement with TMC Shooting Ranges Specialists, Inc. to provide lead remediation services for an initial term beginning on August 24, 2021 and ending on August 31, 2022, with maximum compensation not-to-exceed $60,220; and
2. Authorize the City Manager to execute up to four one-year options to extend the term of the agreement through August 31, 2026, subject to the appropriation of funds.
Staff
Reviewed by: Patrick Nikolai, Chief of Police
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement with TMC Shooting Range Specialists, Inc.