TITLE
Recommendation to adopt Specifications No. PA-01510 to award a contract to Professional Police Supply Inc., dba Adamson Industries of Los Alamitos, CA (not an MBE, WBE, SBE or Local), in an annual amount not to exceed $280,000 for furnishing and delivering emergency vehicle auxiliary equipment and related supplies, for the period of one year, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is being requested to enter into an annual contract for furnishing and delivering emergency vehicle auxiliary equipment with Professional Police Supply Inc., dba Adamson Industries. This contract will allow the City of Long Beach to purchase emergency vehicle auxiliary equipment to complete the outfitting of 35 new Police units currently in our inventory, outfit existing units in transition, and repair existing equipment in the City's fleet. The Long Beach Police and Fire Departments currently have 432 units that require these related supplies and equipment.
This contract is to provide auxiliary equipment such as light bars, shotgun racks, sirens, prisoner containment units and backseat assembles. This award combines the estimated annual requirements for the Public Works Department, Fleet Services Bureau, to secure pricing at the best possible discount available. Due to the Federal and State requirements for police vehicles, auxiliary equipment and installation services by the Fleet Services Bureau are required to complete new police and other safety vehicles before they are placed into service. Based on expenditures from prior years, vehicle standardization, replacement criteria of condition, age and mileage, and the reduction of new equipment purchases, the annual proposed contract is estimated to total $280,000, which is a decrease of 25 percent from the previous annual contract amount.
The bid for furnishing and delivering Emergency Vehicle Auxiliary Equipment was advertised in the Press-Telegram on February 26, 2010, and 376 potential bidders specializing in emergency vehicle auxiliary equipment were notified. Of those bidders, 36 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 6, 2010. Of those nine bids, two were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), three were Small Business Enterprises (SBEs), and none were Long Beach businesses (Local). Professional Police Supply Inc., dba Adamson Industries (not a MBE, WBE, SBE or Local), 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 Long Beach businesses registered for providing emergency vehicle auxiliary equipment, none were able to provide the equipment identified in the specifications, and none submitted a bid. The Purchasing Division will continue to seek local vendors for this equipment to participate in future bid opportunities.
This matter was reviewed by Deputy City Attorney Amy R. Burton on June 21, 2010 and Budget Management Officer Victoria Bell on June 23, 2010.
TIMING CONSIDERATIONS
City Council action is requested on July 13, 2010, to adopt specifications and the award contract concurrently to ensure a contract is in place, and thereby avoiding the delay of repair or new equipment outfitting of the City's fleet.
FISCAL IMPACT
These costs are funded by capital replacement charges to department customers. The cost of this contract in the amount of $280,000 is budgeted in the Fleet Services Fund (IS 386) in the Department of Public Works (PW).
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LORI ANN FARRELL
DIRECTOR OF FINANCIAL MANAGEMENT/CFO
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER