TITLE
Recommendation to adopt Specifications No. ITB TI 22-020 and award a contract to CDCE, Inc., of Yorba Linda, CA, for the purchase of public safety mobile data terminals including accessories and peripherals for docking, warranty, support, and maintenance services, in a total amount of $2,135,000 with a 10 percent contingency in the amount of $213,500, for a total contract amount not to exceed $2,348,500, from August 15, 2022 to August 14, 2023; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary subsequent amendments; and
Increase appropriations in the General Services Fund Group in the Technology and Innovation Department by $2,175,000, offset by funds previously collected from the Police and Fire Departments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with CDCE, Inc., for the purchase of public safety mobile data computers including accessories and peripherals for docking, warranty, support and maintenance services.
Public safety mobile data computers are used by both the Long Beach Police Department (LBPD) and Fire Department (FD) when responding to calls for service and performing field work. Mobile data computers provide public safety staff with the technology tools and resources that would be found at an in-office personal computer or laptop. Access to mobile data computers allow field personnel to complete reports, access information, and send emails and other communications from a police or fire vehicle.
The current deployed public safety mobile data computers have reached their end-of-life usage and are no longer supported by the manufacturer. Award of this contract will allow for the replacement of over 300 mobile data computers currently used by LBPD and FD with new mobile data computers meeting the specifications provided by LBPD and FD. This purchase includes a five-year warranty for the mobile data computers as well as the purchase of docking stations, keyboards, cords, cables, and power supplies.
The bid was advertised in the Long Beach Press-Telegram on May 12, 2022, and 3,127 potential bidders specializing in computers, laptops, technology equipment, accessories and peripherals were notified of the bid opportunity. Of those bidders, 24 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 42 local, minority-owned, and women-owned business groups. There were four (4) bids received on June 3, 2022. Of those four (4) bidders, one (1) was a Minority-owned Business Enterprise (MBE), one (1) was a Women-owned Business Enterprise (WBE), none were a certified Small Business Enterprise (SBE), and none were a Long Beach vendor (Local). CDCE, Inc., of Yorba Linda, CA, was the lowest responsive bidder.
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 (which is transitioning to Long Beach Buys) database to download bid specifications. Through outreach, 24 Long Beach vendors were notified to submit bids, of which one (1) 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 Erin Weesner-McKinley on July 21, 2022, Purchasing Agent Michelle Wilson on July 15, 2022, and by Revenue Management Officer Geraldine Alejo on July 22, 2022.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB TI 22-020 and award a contract concurrently is requested on August 9, 2022 to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total contract amount will not exceed $2,348,500, inclusive of a 10 percent contingency of $213,500. Of the total contract amount, $2,175,000 is offset by funds previously collected from the Police and Fire Departments for this purchase. An appropriation increase in the amount of $2,175,000 is requested in the General Services Fund Group in the Technology and Innovation Department, offset by revenue. The remaining balance of $173,500 will be funded within existing resources appropriated in the General Services Fund Group in the Technology and Innovation Department. Following the purchase, ongoing services such as programming will be provided by the Technology and Innovation Department and will be billed to the Police and Fire Departments through the annual Technology and Innovation Department Memorandum of Understanding (MOU). 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.
Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
CITY MANAGER