Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Agreements for On-Call Public Safety Vehicle Equipment and Upfitting Services
RECOMMENDATION:
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Adopt a resolution authorizing on-call public safety vehicle equipment and upfitting service agreements, for the term of November 4, 2025 through November 3, 2030, in a total aggregate not-to-exceed amount of $6,000,000 with:
A) Priority 1 Public Safety Equipment, Inc., for an amount not to exceed $3,250,000; and
B) Custom Tops, Inc. DBA Custom Truck, for an amount not to exceed $1,500,000; and
C) VA Automotive LLC DBA Auto Sound Performance, for an amount not to exceed $1,250,000.
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BACKGROUND:
The Department of Public Works (Department) is responsible for procuring and maintaining vehicles for County departments. Some vehicles require upfitting or outfitting and modifying vehicles with specialized equipment and accessories to ensure they are fully and properly equipped for service. Because upfitting and installing public safety and utility equipment require both technical expertise and experience, the Department relies on vendors who specialize in providing the necessary parts and services to install them.
The upfitting equipment and services had been paid for through purchase orders previously, but the Department was recently informed by the Procurement Department that because upfitting includes the provision of services, that upfitting could no longer be paid by purchase order. After being informed of this, the Department executed agreements with Priority 1 Public Safety Equipment, Inc. (Priority 1), Custom Tops, Inc. DBA Custom Truck (Custom Truck), and VA Automotive LLC DBA Auto Sound Performance (Auto Sound Performance), to provide for the continuity of service for necessary upfitting and to allow the Department with the time needed to prepare a request for proposal (RFP) and manage the RFP process for on-call upfitting services. Because of the previous payment methodology, the Department has not issued a prior RFP for vehicle upfitting.
The consultant selection procedures in the County of San Mateo’s Administrative Memorandum B-1 and Contract Handbook were used to select vendors for on-call upfitting vehicles with public safety equipment safety services agreements. The Request for Proposals Matrix describing the process and selected firms is attached as Exhibit “A”.
DISCUSSION:
The County purchases between 80 and 120 vehicles annually. A significant portion of these vehicles, serving departments such as the Sheriff’s Office, Public Works, Parks, Probation, Coroner’s Office, Agriculture/Weights and Measures, and Information Services, require customization and equipment installation before they can be deployed. The Department has relied on vendors with technical capabilities and capacity to obtain necessary equipment and perform upfitting services at scale within proximity to the Department’s vehicle and equipment facilities in Redwood City.
The Department issued a solicitation for proposals on July 23, 2025, seeking proposals for one or more on-call contracts for upfitting of vehicles. Proposals were solicited from firms with experience in upfitting public safety vehicles, that were local to the County of San Mateo, had the ability to upfit a vehicle within a specific timeframe, as well as other requirements as specified in the RFP. The solicitation was made through electronic mail, the County’s e-Procurement system, and posting information on the Department’s website. On August 13, 2025, six proposals were received, Department staff reviewed the submittals for completeness and qualifications and found that four vendors met the minimum qualifications and were deemed responsive. Following a thorough evaluation of the responsive proposals by an evaluation committee, the Department is recommending Priority 1, Custom Truck and Auto Sound Performance as the vendors best positioned to meet the County’s ongoing public safety upfitting needs and provide the best overall value. The Department has evaluated the cost of upfitting from prior years to determine the recommended agreement amount for each vendor.
Currently, more than 50 new vehicles, including patrol units and other vehicles essential to public service and safety, are awaiting upfitting before they can be deployed. Establishing agreements with vendors to provide upfitting is essential to ensuring the County vehicles can be issued in a timely manner, supporting both uninterrupted service delivery, and County personnel.
The County Attorney has reviewed and approved the agreements as to form.
COMMUNITY IMPACT:
Priority 1, Custom Truck, and Auto Sound Performance are locally based businesses operating within San Mateo County. Entering into agreements with these firms supports the County’s commitment to increasing local business participation in public contracting. These partnerships help strengthen the local economy, reduce environmental impacts associated with long-distance transport, and promote access to County opportunities for businesses within the community.
FISCAL IMPACT:
The not-to-exceed amount of these on-call agreements are $3,250,000 with Priority 1, $1,500,000 with Custom Truck, and $1,250,000 with Auto Sound Performance, for a total aggregate not-to-exceed amount of $6,000,000. Upfitting expenses are incurred by the Department and reimbursed by the department receiving upfitting services. Funding for these agreements is included in the Department’s FY 2025-27 Adopted Budgets and will be included in future budget years.
There is no impact to the General Fund.
Attachment: Exhibit “A”