CITY OF POMONA
COUNCIL REPORT
August 15, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Michael Ellis, Chief of Police
SUBJECT: AWARD OF BID TO TRAKKA USA, LLC AND ROTOCRAFT SUPPORT, INC. IN THE AMOUNT OF $566,056 FOR HELICOPTER EQUIPMENT RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award of bid to Trakka USA, LLC in the amount of $407,154 and Rotorcraft Support, Inc., in the amount of $158,902 for helicopter equipment, for a total amount of $566,056 Authorize the City Manager to execute an Agreement and any related documents on behalf of the City, subject to approval as to form by the City Attorney EXECUTIVE SUMMARY:
Action on this item will award bid number 2022-34 for helicopter equipment to Trakka USA, LLC and Rotorcraft Support, Inc. for equipment consisting of a Forward Looking Infrared (FLIR) camera, a high-intensity searchlight, a moving map (geographical display system), a radio console and equipment related installation.
FISCAL IMPACT: Appropriations are included in the FY 2022-23 Adopted Operating Budget in amount of $472,629 (263-2090-66189-58751) and $93,427 (260-2090-66189-51207) for a total amount of $566,056.
PUBLIC NOTICING REQUIREMENTS: – See. 2- 993. 1. - Formal Procurement Procedure. City’s Purchasing Ordinance requires that a Notice Inviting Bids be posted on the City’s website and Public Notice Board at least ten days before the date of opening. The notice of request for bids was posted on May 23, 2022, with proposals due June 23, 2022.
PREVIOUS RELATED ACTION: On June 6, 2022, the City Council Accepted the 2020 State Homeland Security Grant Program (SHSGP) award in the amount of $472,629.
DISCUSSION: The police department currently operates a MD-500e helicopter to provide air support for operations in the city. The helicopter is equipped with a specialized police radio, a FLIR camera, a high-intensity serarchlight and a moving map. All of these pieces of equipment have reached their end of service life and have been in need of replacement for a number of years. The police department was successful in obtaining federal funding to replace the equipment through the 2020 State Homeland Security Grant Program process.
On May 23, 2022 an Invitation-for-Bid (IFB) No. 2022-34 was released on PlanetBids. The solicitation notified 44 potential vendors, of which ten (10) downloaded the IFB, resulting in the City receiving three (3) proposals on June 23, 2022. The City split this bid into two sections; one was for a helicopter radio and the second was for a FLIR camera, a high-intensity searchlight, and a moving map (geographical display system). The City received two bids for the purchase of a helicopter radio console from Enforcement Aviation Service, Inc. and Rotorcraft Support, Inc. Rotorcraft Support, Inc. was determined to be the lowest and most comprehensive bidder. For the second portion of the bid, the City received two bids; one from Trakka USA, LLC (Trakka) and one from Rotorcraft Support Inc. for a FLIR camera, a high-intensity searchlight, and a moving map.
Rotorcraft Support, Inc. was our lowest bidder and was selected as the awardee for the purchase and installation of a radio console. Trakka USA, LLC was our lowest bidder and was selected as the awardee for the purchase of a FLIR camera, a high-intensity searchlight, and a moving map. Both vendors were our lowest bidders for each portion and deemed to be responsive and responsible bidders. Both met all of the required specifications in the IFB. Funding for this IFB was made possible through a 2020 State Homeland Security Grant (SHSGP) in the amount of $472,629. The police department has also budgeted FY 22-2023 Asset Forfeiture Funds in the amount of $93,427 for this purchase (acct no. 260-2090-66189-51207).
COUNCIL PRIORITIES & GOALS: This item supports the 2021-2022 City Council Priority 1: Fiscal and Operational Responsibility – Goal B: Improve efficiency and effectiveness of City Services to businesses and residents.
Prepared by:
_____________________________
Claudia Huerta, Management Analyst
ATTACHMENT(S):
Attachment No. 1 – Cost Proposal Tabulation
Award of bid to Trakka USA, LLC and Rotorcraft Support, Inc. for Helicopter Equipment