TITLE
Recommendation to adopt Specifications No. ITB PD-14-032 and award a contract to Airspace, LLC, a Long Beach-based business (Local; not an MBE, WBE or SBE), for the purchase of Jet Fuel A, in an annual amount not to exceed $250,000, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
The Long Beach Police Department (LBPD) operates two helicopters in the Air Support Unit of the Patrol Bureau. The unit supports ground personnel by providing a level of situational awareness that can only be achieved through an aerial view. The ability to deploy air support units results in increased officer safety, faster apprehension of fleeing suspects, and the ability to manage large special events or critical incidents with limited personnel. In Fiscal Year 2013, the Air Support Unit logged 1,040 flight hours supporting police activities, and used approximately 46,800 gallons of Jet Fuel A.
The Federal 1122 Public Safety Procurement and Air Card Program has provided the majority of the Air Support Unit's fuel. Program administration changes and fee increases prompted LBPD to bid this service competitively, and is requesting up to $250,000 in contract authority with Airspace, LLC, to cover market price fluctuations.
The bid was advertised in the Press-Telegram on December 19, 2013, and 237 potential bidders specializing in fuel were notified of the bid opportunity. Of those bidders, seven downloaded the bid via our electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh 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 30 local, minority and women-owned business groups. One bid was received on January 7, 2014. The sole bidder was not a Minority-owned Business Enterprise (MBE), not a Women-owned Business Enterprise (WBE), and not a certified Small Business Enterprise (SBE). The sole bidder was Airspace, LLC (Local).
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses were encouraged to submit bids for City contracts. The Purchasing Division also assisted businesses with registering on the Bids Online database to download the bid specifications. Through outreach, 36 Long Beach vendors were notified to submit bids, of which one downloaded and submitted a bid. The Purchasing Division is committed to continuing to perform outreach to our local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Gary Anderson on January 28, 2014 and by Budget Officer Victoria Bell on February 7, 2014.
TIMING CONSIDERATIONS
City Council action on this matter is requested on March 4, 2014, to ensure continued access to Jet Fuel A, to operate the LBPD Air Support Unit.
FISCAL IMPACT
The annual contract amount not to exceed $250,000 will be managed within current appropriation in the General Fund (GP) in the Police Department (PD). Approval of this recommendation anticipates a positive local job impact through the use of a Long Beach-based business.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JIM McDONNELL
CHIEF OF POLICE
JOHN GROSS
DIRECTOR, FINANCIAL MANAGEMENT DEPARTMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER