CITY OF
LONG
Department of Financial Management
411 West Ocean Boulevard, 6th Floor
Long Beach, CA 90802
(562) 570-6425
July 19, 2022
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
C-4
Adopt a Resolution authorizing the City Manager, or designee, to execute a contract, and any necessary documents including subsequent amendments, with Innovative Design and Sheet Metal Products, Inc., dba Innovative Emergency Equipment, of Riverside, CA, for providing new vehicle preparation services and component preassembly for Police and Fire Department vehicles, on the same terms and conditions afforded to the Riverside County Sheriff's Department, in an amount not to exceed $95,000 for a period of one year; and,
Increase appropriations in the Fleet Services Fund Group in the Financial Management Department by $95,000, offset by monthly capital collections through the Fleet Memorandum of Understanding (MOU). (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Innovative Design and Sheet Metal Products, Inc., dba Innovative Emergency Equipment (Innovative Design), for new vehicle preparation services and component preassembly for Police and Fire Department vehicles. This overflow work is primarily due to a heavy backlog in the City of Long Beach's (City) outfitting operations, where outside assistance is required to place public safety vehicles in service in a timely manner.
Innovative Design will provide as-needed fabrication services and installation for items including ancillary equipment, electronic vehicle harnesses and computer boards. Use of the proposed service allows for the best use of City resources to ensure that Police and Fire Department vehicles are ready to be placed in service when the older vehicles are retired.
Services will be performed at the vendor's secure facility in Riverside, California.
The Fleet Services Bureau and the Purchasing Division of the Financial Management Department researched procurement options for vehicle preparation support 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 the Riverside County Sheriff's Department and Innovative Design provided the best value to the City. The City has used both regional and national cooperative purchase agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost-saving opportunities for the City.
HONORABLE MAYOR AND CITY COUNCIL
July 19, 2022
Innovative Design was selected based on their performance record and competitive pricing for the outfitting services. It is estimated that the assigned vehicles will be completed in 10 - 12 months.
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 June 29, 2022, Purchasing Agent Michelle Wilson on June 17, 2022, and by Revenue Management Officer Geraldine Alejo on June 23, 2022.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on July 19, 2022, to ensure that the contract is in place expeditiously.
FISCAL IMPACT
The total contract amount will not exceed $95,000. An appropriation increase in the amount of $95,000 is requested in the Fleet Services Fund Group in the Financial Management Department, offset by funds available generated from capital collections. Outfitting costs are included in Fleet capital collection rates and are collected monthly through the Fleet Services Memorandum of Understanding (MOU) from various fund groups in the Police and Fire Departments. 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,
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KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
ATTACHMENT- RESOLUTION
APPROVED:
THOMAS B. MODICA
CITY MANAGER
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28 RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LONG BEACH AUTHORIZING THE CITY
MANAGER OR DESIGNEE TO EXECUTE A CONTRACT
WITH INNOVATIVE DESIGN AND SHEET METAL
PRODUCTS, INC. OBA INNOVATIVE EMERGENCY
EQUIPMENT, FOR PROVIDING NEW VEHICLE
PREPARATION SERVICES, ON THE SAME TERMS AND
CONDITIONS AFFORDED TO THE RIVERSIDE COUNTY
SHERIFF'S DEPARTMENT, IN AN AMOUNT NOT TO
EXCEED $95,000 FOR A PERIOD OF ONE YEAR
WHEREAS, the Charter of the City of Long Beach, Section 1802, permits the City Manager to enter into a contract on behalf of the City, in writing or otherwise, without advertising for bids, for services, supplies, materials, equipment or labor, with other government agencies, when authorized by resolution; and WHEREAS, the City requires new vehicle preparation services and component preassembly for Police and Fire Department vehicles; and WHEREAS, the Riverside County Sheriff's Department (RCSD) has a contract with Innovative Design and Sheet Metal Products, Inc. dba Innovative Emergency Equipment for new vehicle preparation services, Contract ID# SHARC-05516-006-09/24; and
WHEREAS, the City's participation in the RCSD contract will facilitate timely acquisition of new vehicle preparation services, as well as provide considerable cost benefits to the City; and
WHEREAS, if the City had to go to formal bid rather than participate in the RCSD contract considerably more funds would be required; 1 AL:kjm A22-02068 6/29/22 01408352.DOCX
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1 NOW, THEREFORE, the City Council of the City of Long Beach resolves as 2 follows:
3 Section 1. The City Manager or designee is hereby authorized to enter an 4 agreement with Innovative Design and Sheet Metal Products, Inc. dba Innovative Emergency Equipment for new vehicle preparation services of the same kind identified in the Riverside County Sheriff's Department Contract in an annual amount not to exceed Ninety-Five Thousand Dollars ($95,000) for a period of one year. 5 6
7 8 Section 2. This resolution shall take effect immediately upon its adoption 9 by the City Council, and the City Clerk shall certify the vote adopting this resolution. 10 I hereby certify that the foregoing resolution was adopted by the City 11 Council of the City of Long Beach at its meeting of ___________ , 2022 12 by the following vote:
13 14 Ayes: Councilmembers:
15 16
17 18 Noes: Councilmembers:
19 20 Absent: Councilmembers:
21 22 Recusal(s): Councilmembers
23 24 City Clerk
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2 AL:kjm A22-02068 6/29/22 01408352.DOCX