TITLE
Recommendation to adopt Specifications RFP No. PD11-043 (RE-ISSUE) and award a contract to Helinet Aviation Services, LLC, of Van Nuys, CA (not a MBE, WBE, SBE or Local), for the purchase of an airborne to ground high definition video down link system for a total amount not to exceed $808,961. (Citywide)
DISCUSSION
On October 19, 2010 and September 6, 2011, the City Council authorized the City Manager to execute all necessary documents to receive and expend grant funding from the Urban Area Security Initiatives of 2009 and 2010 (UASI 09 and UASI 10), in the amounts of $5,000,692 and $3,278,573. These grant monies are for use by City departments, including Fire, Harbor, Health and Human Services, and Police. These grants focus on protecting City assets and resources; they provide funding for public safety training, which assists in the development of plans and protocols. Additionally, the UASI grants afford Long Beach the opportunity to purchase equipment for reporting activity and data storage, biohazard detective devices, aerial technology, and security to critical infrastructure sites.
The Long Beach Police Department (LBPD) is building a citywide public safety video network to connect airborne to ground high definition video law enforcement resources and to the LBPD's video network located at the Emergency Communications Operations Center (ECOC). This video downlink system is designed to facilitate cooperation and collaboration between agencies, allowing public safety agencies to share video surveillance and collaborate on large-scale regional incidents requiring a unified command. Video data collected from the LBPD helicopters will be sent to on-site police mobile command resources and into the Long Beach Common Operating Picture network for law enforcement and disaster resources.
The Airborne to Ground High Definition Video Link Request for Proposal (RFP) was originally advertised in the Press-Telegram on June 15, 2011, and 657 potential bidders were notified, of which 38 potential bidders specializing in video systems downloaded the RFP via our electronic bid system. Only one proposal was received from this RFP, which was unacceptable to the grantor. To comply with UASI grant requirements, the City modified the scope of work and sent the bid out for re-posting. The revised Airborne to Ground High Definition Video Link RFP was advertised in the Press-Telegram for the second time on September 26, 2011, and 87 potential bidders specializing in video systems were notified. Of those bidders, 18 downloaded the request for proposals via our electronic bid system. The RFP 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>. An 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. This re-bid yielded one proposal on October 25, 2011. The sole bidder on both RFPs is Helinet Aviation Services, LLC (not a MBE, WBE, or SBE or Local). Posting the RFP twice showed the City's diligent effort to procure the items following the grant's stringent requirements although both RFPs yielded only one bid. This activity presented an acceptable single source conclusion for the grantor.
This matter was reviewed by Deputy City Attorney Amy R. Webber on December 7, 2011 and Acting Budget and Performance Management Bureau Manager Shari Metcalfe on December 9, 2011.
TIMING CONSIDERATIONS
City Council action to adopt Specifications RFP No. PD11-043 (RE-ISSUE) and award a contract concurrently is requested on January 17, 2012, to ensure that the equipment is purchased in a timely manner. Grant funding will be lost if equipment is not purchased prior to the expiration dates of both the UASI 09 and UASI 10 grants on March 31, 2012 and March 31, 2013, respectively.
FISCAL IMPACT
The cost of this contract is $808,961 including tax, and will be funded by Homeland Security Grants UASI 09 ($729,573) and UASI 10 ($79,387) in the Special Revenue General Grants Fund (SR 120) in the Long Beach Police Department (PD). Costs for training to use Helinet's helicopter downlink have been built into the cost of the equipment and will be provided by the vendor. Maintenance costs, which are anticipated to be minimal, will be covered by the manufacturer's warranty through April 2013. The City will seek to acquire additional grant funds for maintenance beyond that time. 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 impact to the General Fund and there is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT/CFO
JIM McDONNELL
CHIEF OF POLICE
APPROVED:
PATRICK H. WEST
CITY MANAGER