CITY OF HUNTINGTON BEACH
Sole-Source Justification
(For use on all goods and services acquisitions.)
This justification document consists of two (2) pages. All information must be provided and all questions must be answered. The “Required Approvals” section must include a date for each signature, as appropriate for the transaction.
Requesting Department Information
Date: FORMTEXT May 11, 2022
Requestor Name: FORMTEXT Sgt. Jeff Goodspeed
Division Manager: FORMTEXT Capt. Haught
(Type names. Do not sign.)
Department: FORMDROPDOWN
Department Head: FORMTEXT Chief Parra
(Type names. Do not sign. Must be same as signature below.) Department Contact Information
Contact Name: FORMTEXT Sgt. Jeff Goodspeed
Street Address: FORMTEXT 18401 Gothard St.,
Huntington Beach, Ca 92648
Telephone: FORMTEXT 714-536-5997
Fax: FORMTEXT
Shipping Address: FORMTEXT Same
Cellular phone: FORMTEXT
Required Contact Information
Contractor/Supplier Name: FORMTEXT Spectrolab Inc. a Boeing company Contractor/Supplier Address: FORMTEXT 12500 Gladstone Ave.
Contractor/Supplier City/State/Zip: FORMTEXT Sylmar, CA 91342-53733 Original Contract Amount:*
$ FORMTEXT None
(*Includes original contract and previously approved amendments) Amendment Amount:* (if applicable)
$ FORMTEXT N/A
(*Current amendment only)
New Contract Amount:*
$ FORMTEXT 100,000 for 1 year
(*Includes original contract and all amendments, including current amendment) Provide a brief description of the acquisition, including all goods and/or services the contractor will provide:
FORMTEXT
Contract Type and Term
Contract Type:
Select One: FORMCHECKBOX Goods
FORMCHECKBOX Service
FORMCHECKBOX Goods & Services
Contract Term:
Begin: FORMTEXT 5-1-22
End: FORMTEXT 5-1-23
What account number will be used to purchase?
Business Unit: FORMTEXT
Object Code: FORMTEXT
Required Approvals
Department Head
FORMCHECKBOX Approved FORMCHECKBOX Denied
___________________________
Signature
___________________________
Date
Principal Finance Analyst
FORMCHECKBOX Approved FORMCHECKBOX Denied
___________________________
Signature
___________________________
Date
Chief Financial Officer
FORMCHECKBOX Approved FORMCHECKBOX Denied
___________________________
Signature
___________________________
Date
Assistant City Manager
FORMCHECKBOX Approved FORMCHECKBOX Denied
_______________________________
Signature
_______________________________
Date
(Transactions exceeding $50,000 must be approved by City Council)
CITY OF HUNTINGTON BEACH
Sole Source Justification
(For use on all goods and services acquisitions.)
Complete responses must be provided for all of the following items.
THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW:
Why is the acquisition restricted to this goods/services/supplier? (Explain why the acquisition cannot be competitively bid.) FORMTEXT The HBPD Air Support Unit (ASU) recently had a helicopter go down in the Newport Harbor. During that incident the search light on the helicopter was damaged beyond repair. The search light was one of three search lights the HBPD ASU uses. The search light and its associated system includes hardware and wiring to run the search lights. Each search light is intstalled on each helicopter, but they can be intergrated into all three helicopters if needed, but to do this they need to all be the same system. Purchasing the same search light allows us to continue to work seamlessly as before the accident, and to use the search lights interchangeably. The three new helicopters have been contracted to use this same system and to be manufactured with the same wiring as our current fleet.
2. Provide the background of events leading to this acquisition.
FORMTEXT HBPD ASU had a tragic accident that resulted in one of our helicopters landing in the Newport Beach harbor. The crash landing into saltwater irreparably damaged the search light and associated wiring. Normally the HBPD ASU has three helicopters, which we use to maintain one patrol ready helicopter at any given time. Each of the three helicopters was internally setup to run that particular make and model of search light, and the search lights are setup to run on any of the three helicopters. This allowed us to perform maintenance of any search light, and still have at least one search light operational at all times.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?).
FORMTEXT Due to the other helicopters being setup for this search light system it is the most cost effective, financially prudent, and technically advantageous to stay with the same camera system. Due to our unique circumsatnce the supplier has given us a substanial discount in price for the replacement system.
4. What are the consequences of not purchasing the goods/services or contracting with the proposed supplier? FORMTEXT The alternative would be purchasing three entirely new search lights and retro-fitting all of the helicopters to run those search lights. This would cause extremely long delays in getting the helicopters back in service, train the ASU staff on their usage, and costs at least 200,000 dollars to institute.
What market research was conducted to substantiate no competition, including evaluation of other items considered? (Provide a narrative of your efforts to identify other similar or appropriate goods/services, including a summary of how the department concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not performed.) FORMTEXT A market evaluation via other police agencies using alternative search lights was done to confirm price, time for setup, and time for training. It was substantially more for all three compared to just purchasing another search light from the same supplier we currently use.
PRICE ANALYSIS
How was the price offered determined to be fair and reasonable? (Explain what the basis was for comparison and include cost analyses as applicable.) FORMTEXT We have previously purchased the same search light from the same supplier. During that time frame the other search light companies were evaluated, and the current supplier was the least expensive. Additionally, they have given us a substanial discount on this system.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
FORMTEXT The cost savings is substanial as described above. Discounted price, no ulterior service costs, no additional training costs, and no additional cost to retro fit any other helicopter. This will save over $200,000.
Remit completed form to: City of Huntington Beach – Purchasing Division 2000 Main Street, Huntington Beach, CA 92648-2702
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