TITLE
Recommendation to adopt Specifications No. PA-04513 Rebid and award a contract to Helinet Aviation Services, LLC, of Van Nuys, CA (not a MBE, WBE, SBE or Local), for the purchase of thermal imaging systems equipment, for a total amount not to exceed $979,157, inclusive of tax. (Citywide)
DISCUSSION
On July 24, 2012 and February 12, 2013, the City Council authorized the City Manager to execute all necessary documents to receive and expend grant funding from the 2011 Port Security Grant Program (PSGP 11), in the amounts of $4,420,262 and $1,119,738 respectively. These grant monies are for use by City departments, including Fire, Harbor, Health and Human Services, and Police. These grants focus on protecting City and Port of Long Beach assets and resources in addition to providing funding for public safety training, which assists in the development of plans and protocols. Additionally, the PSGP grants afford Long Beach the opportunity to purchase equipment to enhance security to critical infrastructure sites, and to provide aerial technology, biohazard detective devices, and reporting activity and data storage.
The Long Beach Police Department (LBPD) is building a citywide public safety video network to connect airborne to ground high definition (HD) video law enforcement resources and to the LBPD's Long Beach Common Operating Picture (LBCOP) video network located at the Emergency Communications and Operations Center (ECOC). This network is designed to facilitate cooperation and collaboration between public safety and other agencies, especially during critical police and fire incidents, civil unrest, and other large-scale incidents requiring a unified command. The network will allow operators to establish HD video connections with public safety personnel with minimal effort, utilizing this airborne imaging system to downlink the captured video to on-site police mobile command resources and into the LBCOP network for law enforcement and disaster resources.
The bid was originally advertised in the Press-Telegram on June 20, 2013, and 2,798 potential bidders were notified. Of these potential bidders specializing in video systems, 42 downloaded the bid via our electronic bid system. Only one proposal was received from this bid, which was unacceptable to the grantor. To comply with PSGP grant requirements, the City modified the scope of work and reposted the bid. The revised bid was advertised in the Press-Telegram on August 19, 2013, and 3,127 potential bidders specializing in video systems were notified of the bid opportunity. Of those bidders, 27 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.longbeach.gov/purchasing. An announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women-owned business groups. One bid was received on September 4, 2013. The sole bidder was Helinet Aviation Services, LLC. Posting the rebid demonstrated the City's diligent effort to procure the items following the grant's stringent requirements and presented an acceptable single source argument for the grantor.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses were encouraged to submit bids for City contracts. The Purchasing Division also assisted businesses with registering on the Bids Online database to download the bid specifications. Through outreach, 341 Long Beach vendors were notified to submit bids; however none downloaded or submitted a bid. The Purchasing Division is committed to continuing to perform outreach to our local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Gary Anderson on December 3, 2013 and by Budget Analyst Officer Grace Yoon on December 2,2013.
TIMING CONSIDERATIONS
City Council action to adopt Specifications ITB No. PA-04513 Rebid and award a contract concurrently is requested on December 17, 2013, to ensure that the equipment is purchased in a timely manner. Grant funding will be lost if the equipment is not purchased prior to the expiration date of the PSGP 11 grant on August 31, 2014.
FISCAL IMPACT
The cost of this contract is $979,157, including tax, and will be funded by Homeland Security Grant PSGP 11 in the General Grants Fund (SR 120) in the Long Beach Police Department (PD). Costs for training to use Helinet Aviation Service's thermal imaging systems equipment have been built into the cost of the equipment and will be provided by the vendor. Due to the cost of the system, a performance bond has been received for this purchase. Maintenance costs, which are anticipated to be minimal, will be covered by the manufacturer's extended warranty for three (3) years from the date of delivery of the system. The City will seek to acquire additional grant funds for maintenance beyond that time. Future replacement of the equipment may become necessary and if, at that time, it is determined prudent to replace the equipment, the City will seek grant funds for that purpose. There is no impact to the General Fund and there is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JIM McDONNELL
CHIEF OF POLICE
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
CURTIS TANI
DIRECTOR OF TECHNOLOGY SERVICES
APPROVED:
PATRICK H. WEST
CITY MANAGER