TITLE
Recommendation to adopt Specifications No. ITB FS-14-061 and authorize City Manager to execute a contract with NAIAD Inflatables of Newport, Inc., of Portsmouth, RI, for the purchase of one 38-40 foot, multi-use Port Police boat, in a total amount not to exceed $777,076, inclusive of tax and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract to purchase one 38-40 foot, multi-use Port Police boat. The purchase of this vessel will support the increased Port and maritime emergency response capabilities of the Long Beach Police Department (PO). City Council authorized acceptance of $975,000 in grants funds from the Port Security Grant Program 2011 on July 24,2012 for this project.
An Area Maritime Security Committee analysis conducted in 2008 indicated that enhanced tactical operations and emergency response capabilities are needed in order to enhance the response times related to threats from a variety of levels within the Long Beach and Los Angeles Port Complex. The requested purchase of a multi-use vessel will augment current maritime resources, increase security in the Port and costal waterways, reduce maintenance costs of the current fleet, and help mitigate any response delays to critical incidents.
The bid was advertised in the Press-Telegram on February 13, 2014 and 1,166 potential bidders specializing in homeland security and marine products were notified of the bid opportunity. Of those bidders, 27 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.
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. Five bids were received on March 13, 2014. Of those five proposals, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBE), and none were Long Beach businesses (Local). NAIAD Inflatables of Newport, Inc., of Portsmouth, RI (SBE; not a MBE, WBE or Local), was the lowest responsible bidder.
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, 146 Long Beach vendors were notified to submit bids, however, none downloaded or submitted bids. 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 Kendra Carney on May 21, 2014 and by Budget Management Officer Victoria Bell on May 15, 2014.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS-14-061 and award a contract concurrently is requested on June 10, 2014 to ensure that the equipment is purchased in a timely manner. Port Security Grant Funds will be lost if the purchase is not completed on or before the expiration date of August 31, 2014.
FISCAL IMPACT
The contract is for an amount not to exceed $777,076, with 100 percent of the cost currently budgeted in the General Grants Fund (SR 120) in the Police Department (PO). The Port Security Grant Program 2011 does not require local matching funds. Non-routine maintenance costs will be funded with Port Security Grant Program 2013 and requested in successive grant rounds. Routine maintenance and fuel will be reimbursed through the PO's annual security MOU with the POLB. Future replacement of the equipment may become necessary and if, at that time, it is determined prudent to replace the equipment, the City will seek grant funds for that purpose. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JIM McDONNELL
CHIEF OF POLICE
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
AL MORO
ACTING EXECUTIVE DIRECTOR
HARBOR DEPARTMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER