TITLE
Recommendation to adopt Specifications No. ITB TS-14-034 and authorize City Manager to execute a contract, and any additional amendments thereto, with Paradigm System Solutions, of Tempe, AZ (WBE and SBE), for the purchase of Toughpad mobile computers and related components, in a total amount not to exceed $1,157,552. (Citywide)
DISCUSSION
City Council approval is requested to authorize the City Manager to execute a contract to purchase 342 Toughpad mobile computers and related components to be used in vehicles utilized by the Departments of Fire, Harbor, and Police. The funding sources for this purchase are Urban Area Security Initiative (UASI) FY 2011 and Urban Area Security Initiative (UASI) FY 2012 grant funds.
These mobile computers will be a critical component to an information/intelligence technology system that improves region-wide situational awareness, information sharing, and operational efforts through real-time observations, information, intelligence, and notification capabilities. The system will enhance the City's ability to connect and share information with other law enforcement agencies. This system will support and further augment interoperability, resource tracking, and data sharing with other public safety agencies in the region, as well as assist public notification efforts by facilitating the dissemination of information through Tipsoft, E-notify, Reverse 911, and Nixel public awareness systems. This system will also enhance public safety's ability to access the City's surveillance camera systems and other web-based public safety information points.
The bid was advertised in the Press-Telegram on December 23, 2013, and 2,356 potential bidders specializing in computer products were notified of the bid opportunity. Of those bidders, 53 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. Two bids were received on January 7, 2014. Of those two bidders, none 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 businesses (Local). Paradigm System Solutions was the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are 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, 246 Long Beach vendors were contacted to submit bids, of which four downloaded the bid; however, none submitted. 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 Gary J. Anderson on January 16, 2014, and by Budget Management Officer Victoria Bell on January 22, 2014.
TIMING CONSIDERATIONS
City Council action is requested on February 4, 2014, to adopt Specifications No. ITB TS-14-034, and award a contract to ensure that the equipment will be purchased prior to the expiration date of the Urban Area Security Initiative (UASI) FY 2011 grant on April 30, 2014 and Urban Area Security Initiative (UASI) FY 2012 grant on May 31, 2014. Payment for grant funded purchases must occur prior to the grant expiration date to be eligible for reimbursement.
FISCAL IMPACT
The cost of the contract will not exceed $1,157,552, which includes a manufacturer's three-year warranty. Of that amount, $998,227 will be funded by Urban Area Security Initiative (UASI) FY 2011 grant funds approved by City Council on July 24, 2012, and $159,325 will be funded by Urban Area Security Initiative (UASI) FY 2012 grant funds approved by City Council on February 5, 2013. Any future on-going costs to maintain this equipment beyond the three-year warranty will be allocated to the user departments through the annual Technology Services MOUs.
Of the total contract cost, $818,133 is currently budgeted in the General Grants Fund (SR 120) in the Police Department (PD). The remaining contract amount of $339,419 will be supported with FY 2011 and FY 2012 UASI grant funds currently budgeted in SR 120 in other Homeland Security Grant Program recipient departments, and must be used before the grants expire. These grant funds will be transferred to the Police Department through a future quarterly budget adjustment. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CURTIS TANI
DIRECTOR, TECHNOLOGY SERVICES DEPARTMENT
JOHN GROSS
DIRECTOR FINANCIAL MANAGEMENT
JIM MCDONNELL
CHIEF OF POLICE
MICHAEL A. DuREE
FIRE CHIEF
APPROVED:
PATRICK H. WEST
CITY MANAGER