TO:
FROM:
A
Honorable Mayor and City Council
Police Department
nda ort
July 31, 2023
SUBJECT: REJECTION OF BID FOR CAMERA PURCHASE AND INSTALLATION RECOMMENDATION:
It is recommended that the City Council:
1. Find that the project proposed herein is exempt under the California Environmental Quality Act (CEQA) Guidelines Section 15061 (b)(3), the general rule that CEQA applies only to projects that may have an effect on the environment; and
2. Reject all bids dated March 20, 2023, in response to specifications for one Wescam MX-10 camera purchase and helicopter installation.
BACKGROUND:
On April 24th, 2023, the prior Agenda Report related to this camera project was presented to City Council and approved for purchase using federal grant funds.
Department staff followed City purchasing guidelines and sent a Notice Inviting Bids for a purchase and installation of a thermal imaging camera system. The bid solicitation was advertised in The Pasadena/San Gabriel Valley Journal News and the San Gabriel Valley Tribune newspapers. Bidding through the City's e-procurement was open from March 9, 2023 , to March 20, 2023. The OpenGov posting generated notices to 14 vendors who were previously registered with the City for this particular commodity class.
Twelve bids were downloaded in which three applied and one bid was submitted . There are no vendors located in Pasadena that provide and install this equipment for airborne law enforcement.
Rotorcraft Support, Inc (RSI) bid was responsive to the specification and determined to be the lowest, responsive submission. However, after further review of the solicitation by the granter (Los Angeles City Mayor's Office) the results were deemed a failed procurement since there was only one bidder. The Los Angeles City Mayor's Office prefers procurement of large dollars go out to bid for a recommended thirty days. The Code of Federal Regulations, 2 CFR 200.320(b)(1 )(ii)(A), formal procurement methods for sealed bids stipulation: "Bids must be solicited from an adequate number of qualified MEETING OF 07/31/2023 AGENDA ITEM NO. _2 ___ _
Rejection of Camera Bid
July 31, 2023
sources, providing them sufficient response time prior to the date set for opening the bids, for local, and tribal governments, the invitation for bids must be publicly advertised". Department Staff did comply with the CFR as it also states, "the entity must provide potential bidders sufficient time to prepare and submit bids prior to the date set for bid opening". This regulation does not provide specific guidance regarding how much time is required. This determination is subject to any relevant state, local, and/or Tribal requirements.
Department Staff is in the process of revising and reposting the solicitation to comply with the recommendation of the Los Angeles Mayor's Office. The new solicitation will be posted for thirty days to allow for potential vendors to download, view and respond to the bid posting.
COUNCIL POLICY CONSIDERATION:
Rejecting the bid supports the City Council's strategic goal to maintain fiscal responsibility. ·
ENVIRONMENTAL ANALYSIS:
The proposed contract has been determined to be exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section15061 (b )(3), the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.
Rejection of Camera Bid
July 31, 2023
FISCAL IMPACT:
There is no fiscal impact as a result of this action and will not have any indirect or support cost requirements. Funding for the project has been budgeted in Fund 230 Urban Areas Security Initiative Funding.
Prepared by:
Mark Mendenhall
Sergeant, Air Opera ions Unit
Approved by:
MIGUEARQUEZ
City Manager
EUGENE HARRI
Chief of Police
Pasadena Police Department