TITLE
Recommendation to adopt Specifications No. PA-00110 and award a contract to Pardess Air, Inc., of Los Angeles, California (SBE) in the amount of $135,000 for a one-time purchase for furnishing, delivering and installing a heating, ventilating, and air conditioning (HVAC) system at the Crime Lab of the Long Beach Police Department, with the option to add expenditures up to 5 percent (or $6,750) above the contract amount, if necessary and if funds are available. (District 1)
DISCUSSION
City Council approval is requested to enter into a contract with Pardess Air, Inc., for furnishing, delivering and installing the HVAC system at the Crime Lab of the Long Beach Police Department (LBPD), located at 1400 Canal Street.
The current Crime Lab air conditioning unit was purchased and installed in 2001. Due . to internal corrosion and an expired warranty, the unit has been determined obsolete and a decision to replace the unit became the most cost-effective solution.
The bid for furnishing, delivering and installing the HVAC system at the Crime Lab was advertised in the Press Telegram on April 1 ,2010 and 148 potential bidders specializing in HVAC were notified. Of those bidders, 30 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.lonqbeach.qov/purchasinq. A bid announcement was also included in the Purchasing Division's weekly update on Open Bid Opportunities, which is sent to 30 local, minority, and women's business groups. Nine bids were received and a public bid opening occurred on April 8, 2010. Of those nine bidders, two are Minority-owned Business Enterprises (MBEs); one is a Women-owned Business Enterprise (WBE); eight are Small Business Enterprises (SBEs); and, four are Long Beach businesses (local). Pardess Air, Inc., of Los Angeles, CA (SBE), was the lowest responsible bidder.
Local Business Outreach
Our outreach goal during the bid process is to encourage Long Beach businesses to take advantage of local preferences offered by the City and submit bids for City contracts. We assist businesses with registering on our Bids Online database to download the bid specifications. Of the 13 Long Beach businesses registered, 14 additional local vendors, listed in the Yellow Pages, were contacted by Purchasing and encouraged to register and download the bid. Four bids were downloaded; however, only two bids were submitted by Long Beach companies, and unfortunately these bids were significantly higher than the lowest responsible bidder. The Purchasing Division will provide a debriefing to the Long Beach vendors that submitted bids to educate them on the bid process, results and any other questions they may have. These debriefings will assist these vendors with future bid opportunities.
This matter was reviewed by Deputy City.Attorney Amy R. Burton on June 7, 2010 and Budget Management Officer Victoria Bell on June 4, 2010.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. PA-00110 and award the contract is requested on June 22, 2010 to ensure that a contract is in place expeditiously.
FISCAL IMPACT
The contract award is for an amount of $135,000. The City will have the option of adding a contingency of 5 percent (or $6,750) above the annual contract amount if necessary and if funds are available. The required funding for the entire project is budgeted in the General Grants Fund, Edward Byrne Justice Assistance 07 Grant (SR 120). There is no General Fund impact and no local job impact.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LORI ANN FARRELL |
APPROVED: |
DIRECTOR OF FINANCIAL MANAGEMENT/CFO |
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JIM MCDONNELL |
PATRICK H. WEST |
CHIEF OF POLICE |
CITY MANAGER |