TITLE
Recommendation to adopt Specifications No. ITB FS17-067 and award a contract to Airwave Communications Enterprises, of La Mirada, CA, to supply parts and upfitting labor services for up to 70 Ford Police Interceptor Utility vehicles, in an amount not to exceed $890,425, authorize a 10 percent contingency in the amount of $89,043, for a total amount not to exceed $979,468; and authorize City Manager, or designee, to execute all documents necessary to enter in the contract, including any necessary amendments; and
Increase appropriations in the Fleet Services Fund (IS 386) in the Financial Management Department (FM) by $979,468. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Airwave Communications Enterprises, to supply parts and labor for upfitting services for up to 70 Ford Interceptor Utility vehicles from the FY 16 replacement plan, in an amount not to exceed $979,468.
The Fleet Services Maintenance Division is currently facing a significant backlog of new vehicles requiring upfitting prior to placement into service, a result of an ongoing effort to recapitalize the aging vehicles in the City fleet. The backlog is temporary and this contract is necessary to speed the replacement of police cars past their lifecycle. The older vehicles are overdue for replacement and are experiencing increased downtime and repair expenses. It is important to complete new vehicle preparation and enter them into service to ensure uninterrupted support to police patrol operations.
The bid was advertised in the Long Beach Press-Telegram on March 8, 2017, and 605 potential bidders specializing in vehicle sales were notified of the bid opportunity. Of those bidders, 19 downloaded the bid via the City’s 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 22 local, minority, and women-owned business groups. Six bids were received on March 23, 2017. Of those six bidders, two were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), none were certified Small Business Enterprises (SBEs), and none were Long Beach businesses (Local). Airwave Communications Enterprises, of La Mirada, CA (DBE and MBE), was the lowest responsible bidder.
Local Business Outreach
In an effort to align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids Online database to download the bid specifications. Through outreach, 102 Long Beach vendors were notified to submit bids, of which none downloaded nor submitted a bid. 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 Monica J. Kilaita on April 3, 2017 and by Assistant Finance Director Lea Eriksen on March 31, 2017.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS17-067 and award a contract concurrently is requested on April 18, 2017, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total cost of the contract will not exceed $979,468. An appropriation increase of $979,468 is requested in the Fleet Services Fund (IS 386) in the Financial Management Department (FM), offset by funds available. Costs for parts and labor for the upfitting have been collected through monthly capital replacement charges to the Police Department through the Fleet MOU. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER