TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Allen Instruments and Supplies, of Anaheim, CA, for the purchase of Pivot/T4D software for subsidence monitoring activity in an amount not to exceed $233,444 for a period of three years, with the option of renewing for one additional three-year period, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into an agreement with Allen Instruments and Supplies for the purchase of subsidence monitoring software. The Long Beach Gas and Oil Department (LBGO) monitors surface elevations for oil field-related subsidence control through 13 permanent City-owned Trimble Global Positioning System (GPS) NetR9 base station receivers that collect data in real time. This information is augmented by the semi-annual mobile surveying of 240 GPS benchmarks, collected from five portable Trimble GPS R8 rover receivers. From 2011 through 2012, LBGO replaced all of its current GPS receivers with Trimble NetR9 base station receivers and Trimble R8 rover receivers for an approximate cost of $308,000. LBGO's current Real-Time Network (RTN) software is not capable of using the newGPS receivers' ability to see the latest GPS satellites. Without this ability it is necessary to have up to two hours of field crew downtime daily during the semi-annual mobile surveying. This downtime will continue to increase if the current RTN software is not replaced, as the existing software is not upgradable. In order to take full advantage of the new GPS receivers and to mitigate downtime, it is necessary to replace the current RTN software with Trimble's Pivot/T 4D software.
Allen Instruments and Supplies, located in Anaheim, CA, is the only authorized distributor in Southern California to sell and service the full line of Trimble Survey products, and is the only local supplier of Trimble Pivot/T 4D software compatible with LBGO's GPS receivers.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Richard Anthony on June 9, 2014, and by Budget Management Officer Victoria Bell on July 2, 2014.
TIMING CONSIDERATIONS
City Council action is requested on July 22, 2014, to ensure timely replacement of the RTN software, prior to the next subsidence survey scheduled for November 2014.
FISCAL IMPACT
The estimated cost of the equipment purchase with Allen Instruments and Supplies is $234,444 over the contract term, including the renewal period. This cost includes three years of software maintenance and upgrades, including three days per year of onsite support. The funding is budgeted in the Tidelands Oil Revenue Fund (NX 420) in the Long Beach Gas and Oil Department (LBGO). There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH ALLEN INSTRUMENTS & SUPPLIES WITHOUT ADVERTISING FOR BIDS, FOR THE PURCHASE OF TRIMBLE PIVOTIT4D SOFTWARE AND RELATED MAINTENANCE AND UPGRADES FOR A PERIOD OF THREE YEARS, IN AN AMOUNT NOT TO EXCEED $234,444
Respectfully Submitted,
CHRISTOPHER J. GARNER
DIRECTOR OF LONG BEACH GAS AND OIL
CURTIS TANI
DIRECTOR OF TECHNOLOGY SERVICES
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER