Title
Police Vehicle Upfitting Services - RFP #25-060
History
The Village replaces an average of six (6) police and emergency response vehicles annually. Each new vehicle requires the installation of emergency lighting, equipment and graphics. Due to vehicle design changes and aging equipment, vehicles may require all new equipment when an equipment swap is not feasible. Police and Emergency vehicle upfitting is an ongoing process with new vehicles arriving throughout the year. Presently, the Orland Park Police Department and Emergency Services and Disaster Agency is comprised of approximately 61 vehicles that require emergency lighting, equipment and graphics installation.
Vehicle availability has improved since the peak pandemic disruption. The increased demand for upfitting has extended overall upfitting turnaround with some vendors having a six (6) month backlog.
With the extended turnaround times, the Police Department has been seeking alternative sources that can provide quick service.
RFP #25-060 was issued on November 17, 2025, requesting proposals from qualified businesses to provide and install the specified equipment for police vehicle outfitting, as well as provide and install vehicle graphics. Proposals were received from four (4) businesses.
Orland Park Police staff reviewed the proposals and recommends entering into a three (3) year service agreement with Public Safety Direct beginning January 19, 2026 and continuing through December 31, 2026 at a cost of $110,000.00, from January 1, 2027 through December 31, 2027 at a cost of $113,300.00, January 1, 2028 through December 31, 2028, at a cost of $116,699.00 with an option to extend for two (2) additional years (2029-2030).
Public Safety Direct offered comparable/competitive pricing as compared with all proposers, but also offered superior equipment, turnaround times, and logistical proximity. Therefore, staff’s evaluation deemed them the most qualified proposer.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
Funds have been allocated in account #1005000-443200 and #1005000-460180 to cover the cost of equipment and services rendered.
Recommended Action/Motion
I move to recommend to the Village Board to waive the competitive bid process in favor of solicitation of competitive proposals and authorize the execution of an agreement with Public Safety Direct Inc. of Crestwood, Illinois for vehicle emergency lighting, equipment upfitting and graphic installation for three (3) years (2026-2028), for a not to exceed amount of $110,000.00 for FY26’, $113,300.00 for FY27’, and $116,699.00 for FY28’, for a total not to exceed contract price of $339,999.00, with the option to extend for two (2) additional years (2029-2030) at the board approved budgeted amounts.