TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary documents including subsequent amendments, with Innovative Design and Sheet Metal Products, Inc., dba Innovative Emergency Equipment, of Riverside, CA, for providing new vehicle preparation services and component preassembly for Police and Fire Department vehicles, on the same terms and conditions afforded to the Riverside County Sheriff’s Department, in an amount not to exceed $95,000 for a period of one year; and
Increase appropriations in the Fleet Services Fund Group in the Financial Management Department by $95,000, offset by monthly capital collections through the Fleet Memorandum of Understanding (MOU).
(Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Innovative Design and Sheet Metal Products, Inc., dba Innovative Emergency Equipment (Innovative Design), for new vehicle preparation services and component preassembly for Police and Fire Department vehicles. This overflow work is primarily due to a heavy backlog in the City of Long Beach’s (City) outfitting operations, where outside assistance is required to place public safety vehicles in service in a timely manner.
Innovative Design will provide as-needed fabrication services and installation for items including ancillary equipment, electronic vehicle harnesses and computer boards. Use of the proposed service allows for the best use of City resources to ensure that Police and Fire Department vehicles are ready to be placed in service when the older vehicles are retired. Services will be performed at the vendor’s secure facility in Riverside, California.
The Fleet Services Bureau and the Purchasing Division of the Financial Management Department researched procurement options for vehicle preparation support and discovered other agencies had completed an open, fair, transparent, and competitive procurement process. The City reviewed the cooperative agreement options and determined that the contract between the Riverside County Sheriff’s Department and Innovative Design provided the best value to the City. The City has used both regional and national cooperative purchase agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost-saving opportunities for the City.
Innovative Design was selected based on their performance record and competitive pricing for the outfitting services. It is estimated that the assigned vehicles will be completed in 10 -12 months.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other governmental agencies. This alternative procurement method can save time and reduce costs through economies of scale by purchasing under existing contracts from other government agencies on a voluntary and selective basis, when authorized by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Anita Lakhani on June 29, 2022, Purchasing Agent Michelle Wilson on June 17, 2022, and by Revenue Management Officer Geraldine Alejo on June 23, 2022.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on July 19, 2022, to ensure that the contract is in place expeditiously.
FISCAL IMPACT
The total contract amount will not exceed $95,000. An appropriation increase in the amount of $95,000 is requested in the Fleet Services Fund Group in the Financial Management Department, offset by funds available generated from capital collections. Outfitting costs are included in Fleet capital collection rates and are collected monthly through the Fleet Services Memorandum of Understanding (MOU) from various fund groups in the Police and Fire Departments. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
THOMAS B. MODICA
CITY MANAGER