TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract with Troy Sheet Metal Works, Inc., of Montebello, CA, for the purchase of command equipment boxes for police vehicles, in an annual amount of $250,000 for the first year and $150,000 for subsequent years; authorize a 10 percent contingency, for a total contract amount not to exceed $275,000 the first year, and not to exceed $165,000 annually in subsequent years, with the option to renew for three additional one-year terms, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Troy Sheet Metal Works, Inc. (Troy), for the purchase of command equipment boxes for police vehicles. Troy is the original equipment manufacturer (OEM) of these boxes. Troy exclusively developed these customized storage boxes for the Long Beach Police Department to meet specifications and operational needs in both patrol and undercover vehicles.
There are 160 police vehicles currently in service in the City of Long Beach (City) fleet requiring command box replacement. The Fleet Services Bureau is upfitting 60 vehicles of this model now for replacement of older units by December 31, 2018. Sixty additional vehicles will be placed in service in the following calendar year, with the balance being replaced in subsequent years. To maintain consistent and uniform storage in police vehicles, Troy is the only vendor who can provide compatible command equipment boxes.
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.
The Fleet Services Bureau obtained documentation from Troy confirming they are the original equipment manufacturer of command boxes for police vehicles.
This matter was reviewed by Deputy City Attorney Monica J. Kilaita on July 31, 2018 and by Revenue Management Officer Geraldine Alejo on July 26, 2018.
TIMING CONSIDERATIONS
City Council action is requested on August 14, 2018, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total cost, inclusive of the 10 percent contingency, will not exceed $440,000 during the initial two-year term, and will not exceed $165,000 annually for the optional, one-year renewals. There is sufficient appropriation in the Fleet Services Fund (IS 386) in the Financial Management Department (FM) for the command boxes. Capital charges for the cost of upfitting the police vehicles are collected through the Fleet Services MOU monthly billing process. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER