TITLE
Recommendation to adopt resolution authorizing City Manager or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments, with LDV, Inc., of Burlington, WI, for the purchase of a mobile radio vehicle unit, on the same terms and conditions afforded to the Houston-Galveston Area Council of Governments (HGAC), in a total amount not to exceed $424,566, including taxes and fees, until the HGAC contract expires on September 30, 2023, with the option to renew for as long as the HGAC contract is in effect, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with LDV, Inc., for the purchase of a mobile radio vehicle unit, a 2023 Dodge 550 truck, including all needed communication equipment, cabinets, and other accessories. The 9-1-1 mobile radio vehicle will be used by the Department of Disaster Preparedness and Emergency Communications (DPEC) in the Emergency Operations Center (EOC) 9-1-1 Center for mobile radio operations. The mobile unit will be critical in the event of a large-scale emergency, civil unrest, terrorist attack, pandemic, or other event that causes 9-1-1 dispatchers to evacuate the EOC. The cost for the mobile radio unit will be covered under the Urban Area Security Initiative (UASI) 2021 grant funds administered by DPEC. The grant award was previously accepted by the City Council on April 19, 2022.
The Fleet Services Division of the Department of Financial Management researched procurement options for mobile response units 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 HGAC and LDV, Inc., provided the best value to the City.
LDV, Inc., was selected based on the best value and competitive pricing for the mobile command unit. LDV, Inc., is a well-known leader in manufacturing custom specialty vehicles. The City of Long Beach (City) has worked with LDV, Inc., previously to build mobile command units for both the Fire and Police Departments. Use of this procurement method lowers capital costs through volume buying and may eliminate the cost and time spent on the competitive bid process, especially for large and complex specifications, and purchase items and services through a cooperative purchasing program.
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 March 6, 2023, Purchasing Agent Michelle Wilson on February 6, 2023, and by Revenue Management Officer Geraldine Alejo on March 2, 2023.
SUSTAINABILITY
The vehicle’s engine complies with mandated State regulations and AQMD guidelines.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on March 21, 2023, to ensure that grant funds are expended within the time limits and the contract is in place expeditiously.
FISCAL IMPACT
The total amount of the contract will not exceed $424,566. The vehicle purchase will be reimbursed by the UASI 21 grant budgeted in the General Grants Fund Group in Disaster Preparedness and Emergency Communications Department. Annual maintenance costs for this unit are estimated at $4,798 and will be billed to the General Fund Group in the Disaster Preparedness and Emergency Communications Department through the Fleet Services Bureau Memorandum of Understanding (MOU) process. 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,
KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
REGINALD HARRISON
DIRECTOR OF DISASTER PREPARDNESS
AND EMERGENCY COMMUNICATIONS
APPROVED:
THOMAS B. MODICA
CITY MANAGER