TITLE
Recommendation to adopt Specifications No. ITB PD21-074 and award a contract to SLS Property Solutions, Inc., with local offices in Downey and Santa Ana, CA, for emergency maintenance and board and secure services, in a total annual amount not to exceed $150,000, for a period of one year, with the option to renew for four additional one-year periods, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including subsequent amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with SLS Property Solutions, Inc. (SLS), for providing a 24/7 staffed call center to manage, dispatch, and deliver repair services for emergency maintenance and board and secure services. The services will be utilized when an “emergency hazard abatement” is required per Section 18.20.29 of the Long Beach Municipal Code (LBMC).
At the request of supervisors on scene at Police and Fire Departments incidents, dispatchers with the Department of Disaster Preparedness and Emergency Communications coordinate board and secure contractors to provide emergency hazard abatement at public and private properties. This abatement is needed to ensure the building or structure related to the public safety incident is not left unsecured in a manner that constitutes a threat to life, limb, or property. SLS will ensure the structure is secured, closed, barricaded, or demolished, as deemed necessary pursuant to LBMC 18.20.29.
The bid was advertised in the Long Beach Press-Telegram on June 28, 2021, and 394 potential bidders specializing in board and secure services were notified of the bid opportunity. Of those bidders, 18 downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the sixth 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 38 local, minority-owned, and women-owned business groups. One bid was received by the August 5, 2021 deadline. The one bidder is a certified Small Business Enterprise (SBEs), but not a Minority-owned Business Enterprise (MBE), Women-owned Business Enterprise (WBE), or Long Beach vendor (Local). SLS Property Solutions, Inc., of Park City, UT (SBE), with local offices in Downey and Santa Ana, CA, was the sole responsible bidder. A review panel from the Police Department determined that SLS was a qualified firm to provide the services.
Local Business Outreach
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 database to download bid specifications. Through outreach, six Long Beach vendors were notified to submit bids, of which one downloaded and none 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 Arturo D. Sanchez on October 13, 2021, Business Services Bureau Manager Tara Mortensen on October 11, 2021, and by Budget Analysis Officer Greg Sorensen on October 19, 2021.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB PD21-074 and award a contract concurrently is requested on November 9, 2021, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total annual amount of the contract will not exceed $150,000. This contract is fully reimbursable in accordance with LBMC 18.20.290, which states that provision of emergency hazard abatement services are the financial responsibility of the property owner, even without prior notice or approval by the property owner. The Police and Fire Departments will be billed for the services provided to the property owner. These costs will subsequently be billed to property owners for reimbursement. On rare occasion, these expenses are unable to be recovered from the property owner. The Police and Fire Departments have sufficient appropriation in the General Fund Group for expenses associated with this contract, offset by reimbursement from property owners. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
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Respectfully Submitted,
ROBERT G. LUNA
CHIEF OF POLICE
APPROVED:
THOMAS B. MODICA
CITY MANAGER