TITLE
Recommendation to adopt Plans and Specifications No. ITB FS18-100 and award a contract to South Coast Shipyard, Inc., of Newport Beach, CA, for engine and pump replacement and haul out services of three Fire Department Lifeguard rescue boats, in the amount of $1,076,873, with a 15 percent contingency in the amount of $161,530, for a total contract amount not to exceed $1,238,403; authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments; and
Increase appropriations in the Fleet Services Fund (IS 386) in the Financial Management Department (FM) by $1,238,403, offset by funds available. (Citywide)
DISCUSSION
City Council approval is requested to authorize the City Manager to enter into a contract with South Coast Shipyard, Inc., for engine and pump replacement and haul out services for three Fire Department Lifeguard rescue boats.
The boats were originally scheduled for repairs during FY 18; however, the bid specification was changed to include reconfiguration of the pump system and replacement of the pump engines along with the main engine replacements. This modification will make the boats safer, more efficient, and compliant with current emissions standards. The hulls are in very good condition and replacing the engines will extend the scheduled life of the boats for five years. Engines must be replaced as scheduled to ensure proper performance and reduce the risk for potential failure during fire operations. Scheduled haul out and repair is critical in preserving the overall condition and life of the boats due to the salt water environment. If delayed, significant additional damage would occur.
The bid was advertised in the Long Beach Press-Telegram on May 26, 2018, and 476 potential bidders specializing in marine vessel repairs were notified of the bid opportunity. Of those bidders, ten 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. Two bids were received on June 21, 2018. Of those bidders, none were Minority-owned Business Enterprises (MBEs) or Women-owned Business Enterprises (WBEs). One was a Small Business Enterprise (SBE), and one was a Long Beach business (Local). South Coast Shipyard, of Newport Beach, CA (SBE), 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 database to download the bid specifications. Through outreach, 86 Long Beach vendors were notified to submit bids, of which two downloaded and one 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 September 26, 2018 and by Interim Budget Bureau Manager Grace Yoon on October 8, 2018.
SUSTAINABILITY
The new engines and pumps are in full compliance with California Air Resources Board regulations for emission standards for marine vessels.
TIMING CONSIDERATIONS
City Council action to adopt Specification No. ITB FS18-100 and award a contract concurrently is requested on October 23, 2018, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total contract amount will not exceed $1,238,403, including a 15 percent contingency. An appropriation increase is requested for $1,238,403 in the Fleet Fund (IS 386) in the Financial Management Department (FM), which is offset by funds available. Costs for the repairs were budgeted in the Fire Department in FY 18, and collected from existing appropriation in the Tidelands Operations Fund (TF 401) and existing appropriations and funds available in the Marina Fund (TF 403). There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
XAVIER ESPINO
FIRE CHIEF
APPROVED:
PATRICK H. WEST
CITY MANAGER