TITLE
Recommendation to adopt Specifications No. ITB FS22-070 and award a contract to Full Traffic Maintenance, Inc., of Corona, CA, for the purchase of ten solar-powered message boards and transportation trailers, in a total amount not to exceed $201,730 including taxes and fees; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Full Traffic Maintenance, Inc., to purchase ten solar-powered message boards for use by the Health and Human Services Department, Communicable Disease and Emergency Response Bureau. These message boards will assist in identifying COVID-19 (and other communicable disease or emergency response) testing and vaccination sites, as well as providing mutual aid when needed. Funding for this procurement is provided by CDC's Epidemiology and Laboratory Capacity Expansion grant, passed through the County of Los Angeles.
The bid was advertised in the Long Beach Press-Telegram on May 4, 2022, and 49 potential bidders specializing in electronic message boards and trailers were notified of the bid opportunity. Of those bidders, 26 downloaded the bid via the City of Long Beach’s (City) electronic bid system. The bid document was made available from the Purchasing Division, located on the 6th floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 39 local, minority-owned, and women-owned business groups. Five bids were received on May 19, 2022. Of those bidders, two were Minority-owned Business Enterprises (MBEs), one was a Women-owned Business Enterprise (WBE), one was a certified Small Business Enterprise (SBE), and none were Long Beach vendors (Local). Full Traffic Maintenance, Inc. (an MBE, and not a WBE, SBE, or Local), was the lowest responsible bidder.
Local Business Outreach
To align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download bid specifications. Through outreach, four Long Beach vendors were notified to submit a bid, of which none downloaded and none submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Anita Lakhani on June 24, 2022, Purchasing Agent Michelle Wilson on June 9, 2022, and by Revenue Management Officer Geraldine Alejo on June 23, 2022.
SUSTAINABILITY
The new message boards are powered using tiltable solar array panels with battery energy collectors and energy control management software with LED displays.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS22-070 and award a contract concurrently is requested on July 19, 2022, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total contract amount will not exceed $201,730, including taxes and fees. There is sufficient appropriation in the Health Fund Group in the Health and Human Services Department for the purchase. Annual maintenance costs will begin in FY 23 and are estimated at $16,920. These ongoing costs will be charged to the Health Fund Group in the Health and Human Services Department through the regular Fleet Services Memorandum of Understanding (MOU), once the equipment is placed into service. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with City Council priorities. The award of this contract will provide continued support to our local economy by assisting in the preservation of employment for 15 full-time employees residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
KELLY COLOPY
DIRECTOR
HEALTH AND HUMAN SERVICES
APPROVED:
THOMAS B. MODICA
CITY MANAGER