CITY OF
LONG
March 21 , 2023
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Department of Financial Management
411 West Ocean Boulevard, 6th floor
Long Beach, CA 90802
562-570-6354
C-16
Adopt a Resolution authorizing the 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 (OPEC) 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 OPEC. 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
HONORABLE MAYOR AND CITY COUNCIL
March 21, 2023
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,
2<.e,.,!L_ T<-~ft-1
KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
o.1L
RE~~Lb (HARRISON
DIRECTOR OF DISASTER PREPARDNESS
AND EMERGENCY COMMUNICATIONS
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 TO EXECUTE AN AGREEMENT WITH LDV,
INC. TO PURCHASE A MOBILE RADIO VEHICLE UNIT
THROUGH ITS CONTRACT WITH HOUSTON-GALVESTON
AREA COUNCIL OF GOVERNMENTS (HGAC) FOR A ONE
TIME PURCHASE NOT TO EXCEED $424,566, INCLUDING
TAXES AND FEES UNTIL HGAC'S 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
WHEREAS, the Charter of the City of Long Beach (the "City"), Section 1802, permits the City to purchase services, supplies, materials, equipment and labor with other government agencies by purchasing under their contracts on a voluntary and selective basis when authorized by resolution; and
WHEREAS, the City desires to purchase a mobile radio vehicle unit, a 2023 Dodge 550 truck, including all needed communication equipment, cabinets and other accessories, to be used by the Department of Disaster Preparedness Operations Center ("EOG") for emergency response operations; and
WHEREAS, the Fleet Services Bureau of the Financial Management Department researched procurement options for mobile radio vehicle units and discovered other agencies had completed an open, fair, transparent, and competitive procurement process; and
WHEREAS, the City of Long Beach reviewed the cooperative agreement options and determined that the contract between HGAC and LDV, Inc. provided the best 1 AL:kd A22-03236 (2-24-23)
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2 WHEREAS, the Houston-Galveston Area Council of Governments ("HGAC") 3 has a contract for the purchase of these special emergency vehicles, Contract No. AM10- 4 20 ("HGAC Contract"); and
5 WHEREAS, the City's participation in the HGAC Contract will facilitate the 6 City's ability to purchase as well as provide considerable cost benefits to the City; and 7 WHEREAS, if the City had to utilize a formal bid process rather than 8 participate in the HGAC Contract considerably more funds would be required; 9 NOW, THEREFORE, the City Council of the City of Long Beach resolves as 10 follows:
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Section 1. The above recitals are true and correct and are incorporated herein by this reference.
Section 2. The City Manager or designee is hereby authorized to enter an agreement with LDV, Inc., to purchase a mobile command center of the same type and kind identified in the HGAC Contract except as modified by mutual agreement of the City and LDV, Inc., and the purchase by the City shall be on the same terms and conditions afforded to the HGAC in an amount not to exceed Four Hundred Twenty Four Thousand Five Hundred Sixty-Six Dollars ($424,566) including tax and shipping, 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.
Section 3. This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting this resolution.
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2 AL:kd A22-03236 (2-24-23)
01492229.docx
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28 I hereby certify that the foregoing resolution was adopted by the City Council of the City of Long Beach at its meeting of ___________ , 2023, by the following vote:
Ayes: Councilmembers:
Noes: Councilmembers:
Absent: Councilmembers:
Recusal( s ): Councilmembers:
AL:kd A22-03236 (2-24-23)
01492229.docx
City Clerk
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