TITLE
Recommendation to adopt Specifications No. RFP FD21-060 and award contracts to Bubble Technology Industries, of Chalk River, Ontario, Canada, and HDT Expeditionary Systems, Inc., of Solon, OH, for Fire Boat Chemical, Biological, Radiological, and Nuclear (CBRN) Detection and Telemetry Equipment, in a total aggregate amount not to exceed $2,400,000 for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary subsequent amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into contracts with Bubble Technology Industries (BTI) and HDT Expeditionary Systems, Inc. (HDT) for furnishing, delivering and installing Fire Boat CBRN Detection and Telemetry Equipment.
The Fire Department requires a fully functioning CBRN detection and telemetry system for two water vessels: Fire Boat 15 (Vigilance) and Fire Boat 20 (Protector). Vigilance and Protector were obtained in 2016 and 2017 with emergency response features, including facilities for medical treatment, a Command Information Center, boom deployment to contain spills and an onboard crane and modern technology capabilities. The Request for Proposals (RFP) includes the design, equipment, installation, integration, testing, operations, and professional services for CBRN equipment that provides real-time intelligence by detection, data collection and air sampling from a potential CBRN environment in the area of response and provides 24-hour operational detection safety. The CBRN detection and telemetry system is vital to the protection and security to the Long Beach community and surrounding areas.
The RFP was advertised in the Long Beach Press-Telegram on June 23, 2021, and 47 potential proposers specializing in Fireboat CBRN Detection and Telemetry Systems were notified of the RFP opportunity. Of those proposers, nine downloaded the RFP via the City’s electronic bid system. The RFP document was made available from the Purchasing Division, located on the sixth floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. An RFP announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 38 local, minority-owned, and women-owned business groups. There were three proposals received on July 26, 2021. Of those three proposers, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), two were certified Small Business Enterprises (SBE) and one was a Long Beach vendor (Local).
The selection committee determined that Bubble Technology Industries, of Chalk River, Ontario, Canada (SBE) and HDT Expeditionary Systems, Inc., of Solon, Ohio (SBE), were the most qualified firms to furnish the equipment and services and demonstrated competence and experience in performance of comparable engagements and expertise in radiological and nuclear detection.
Local Business Outreach
To align with the City’s outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download RFP specifications. Through outreach, thirty-eight (38) Long Beach vendors were notified to submit proposals, of which none downloaded or submitted a proposal. 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 Arturo D. Sanchez and Budget Manager Grace H. Yoon on April 20, 2022, and by Purchasing Agent Michelle Wilson on April 13, 2022.
SUSTAINABILITY
The CBRN Detection and Telemetry System has no impact to the environment. The product is powered by Cat5 cable with low power source, self-sufficient and in compliance with California state and local environmental policy.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP FD21-060 and award a contract concurrently is requested on May 10, 2022 to ensure that grant funds are expended within the grant period of performance and that the contract is in place expeditiously for project lead time and delivery.
FISCAL IMPACT
This purchase will be funded by Department of Homeland Security and Federal Emergency Management Agency grant programs. This will be a multi-year project to be completed in multiple phases as grant funding becomes available. Currently, $500,000 has been appropriated in the General Grants Fund Group in the Fire Department under the Port Security Grant Program, which will fund the initial phase. Subsequent phases will not begin until additional grant funding has been awarded and appropriated. The total aggregate amount of the contract will not exceed $2,400,000, inclusive of fees and taxes. 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.
Respectfully Submitted,
XAVIER ESPINO
FIRE CHIEF
APPROVED:
THOMAS B. MODICA
CITY MANAGER