TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary documents including subsequent amendments, with LDV, Inc., of Burlington, WI, for the purchase of a mobile command center, with related equipment and accessories, on the same terms and conditions afforded to the Houston-Galveston Area Council of Governments (HGAC), in an amount not to exceed $1,318,180, including taxes and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with LDV, Inc., (LDV) for the purchase of a 2022 Freightliner M2 106 truck chassis with a Cummins engine and Allison transmission, including all needed communication equipment, cabinets, fiberglass insulation and other accessories. This mobile command unit will be used by the Fire Department for emergency response operations.
The Fleet Services Bureau of the Department of Financial Management researched procurement options for mobile command response units and discovered other agencies had completed an open, fair, transparent, and competitive procurement process. The City of Long Beach (City) reviewed the cooperative agreement options and determined that the contract between HGAC and LDV provided the best value to the City. The City has used both regional and national cooperative purchase agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost-saving opportunities for the City.
LDV was selected based on the best value and competitive pricing for the mobile command center specification submitted by the Fire Department. LDV is a well-known leader in manufacturing custom specialty vehicles. The City has worked with LDV previously to build a mobile command center for the Police Department. Use of this procurement method increases pricing competitiveness and lowers capital costs through volume buying. It is often more cost-effective to eliminate the cost and time spent on the competitive bid process, especially for large and complex specifications, and purchase items and services through a cooperative purchasing program.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other governmental agencies. This alternative procurement method can save time and reduce costs through economies of scale by purchasing under existing contracts from other government agencies on a voluntary and selective basis, when authorized by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Taylor M. Anderson on October 12, 2021, Business Services Bureau Manager Tara Mortensen on September 23, 2021, and by Revenue Management Officer Geraldine Alejo on October 21, 2021.
SUSTAINABILITY
Emergency response vehicles are not currently mandated to comply with California or local air district emission standards. However, the Cummins engine in the mobile command unit is a clean diesel engine with advanced emissions controls, which significantly reduces greenhouse gas, nitrous oxide, and particulate emissions.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on November 9, 2021, to ensure that grant funds are expended within the time limits and the contract is in place expeditiously.
FISCAL IMPACT
The total contract amount will not exceed $1,318,180, inclusive of fees and taxes. This unit is funded by the UASI 2020 subgrant with the City of Los Angeles and is appropriated in the General Grants Fund Group in the Fire Department. Ongoing maintenance costs for this unit are estimated at $6,867 annually and will be billed through the Fleet Services Bureau Memorandum of Understanding (MOU) process. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
XAVIER ESPINO
CHIEF, FIRE DEPARTMENT
APPROVED:
THOMAS B. MODICA
CITY MANAGER