Vehicle Emergency Lighting, Equipment Installation, Maintenance, and Parts

The City of Santa Monica is soliciting bids under solicitation number 4500 for a comprehensive five-year contract to provide installation, maintenance, warranty repair, and parts supply for emergency response equipment on vehicles operated by the Santa Monica Fire and Police Departments. The scope covers approximately 282 emergency vehicles—50 light and medium duty vehicles for the Fire Department and 232 for the Police Department. Services include installation of emergency lighting, Motorola radios, related accessory equipment, and vehicle upfitting to ensure emergency response compliance. Vendors must ensure OEM functionality is maintained or restored post-installation and provide ongoing maintenance and repairs, with a one-year workmanship warranty. The contract requires delivery of new, unused equipment meeting or exceeding bid specifications and professional standards of care. Submissions are due by January 14, 2026, via the City’s electronic vendor portal. The bid process includes a question deadline and requires adherence to the City’s Living Wage Ordinance. Evaluation factors consist of price, experience, compliance with qualifications, quality, capacity, and past performance, with the City reserving the right to award to multiple vendors and pursue a best-value trade-off approach rather than awarding solely on lowest price. The contract includes standard provisions governing insurance with minimum coverage levels, indemnification, independent contractor status, termination rights (including for cause and without cause), subcontractor approval, and conflict of interest disclosures. Deliveries must be made F.O.B. destination to Santa Monica addresses, with inspection and acceptance by City representatives. Vendors must maintain specified insurance with rated carriers and provide proof before work begins. The contract requires full compliance with applicable laws, nondiscrimination, responsiveness to administrative and reporting requirements, and assigns intellectual property rights exclusively to the City. Legal actions under the contract are to be brought exclusively in Los Angeles County courts.