TO:
Honorable Mayor and Members of the City Council
THROUGH:
John Jalili, Interim City Manager
FROM:
Bruce Moe, Finance Director
Gwen Eng, Purchasing Manager
SUBJECT:Title
Award of Order to South Bay Regional Public Communications Authority to Equip One Previously Purchased Police Undercover Investigations Ford E250 Van in the Amount of $63,432.12 (Finance Director Moe).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1) Waive formal bidding per Municipal Code Section 2.36.140 (waivers); and
2) Award an order to South Bay Regional Public Communications Authority for the outfitting of one previously purchased Ford E250 Van in the amount of $63,432.12.
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FISCAL IMPLICATIONS:
Funds totaling $65,000 are budgeted in the FY 2013-2014 Fleet Management Fund for the purchase and equipping of this vehicle. Of those funds, $21,804.39, were used to procure the vehicle. The remaining funds of $43,195.61 along with $20,236.51 from Asset Forfeiture Funds will be used to outfit the vehicle with the essential electronics and equipment from South Bay Regional Public Communications Authority.
The budget estimates were based on the original make/model and direct replacement of existing equipment. The differential between the budgeted amount and estimated expenditure is due to improved technology and additional peripherals required for this new vehicle.
This project will be partially funded with Asset Forfeiture funds. The City receives Asset Forfeiture funds after law enforcement has seized monies/assets from suspects involved in the sale, purchase, and/or manufacturing of illicit drugs. Based on cause, a civil court can forfeit these monies to local, state and federal law enforcement.
Asset Forfeiture funds received by the Manhattan Beach Police Department are the result of Police Department investigations, joint investigations with other agencies and our participation in task force operations. A permissible use of these funds is the purchase of law enforcement equipment. Because the requested items will be partially purchased with Asset Forfeiture there is less impact on the General Fund. Existing Asset Forfeiture appropriations are sufficient for the fund's portion of this purchase; no further appropriation is required.
BACKGROUND:
A budgeted Ford E250 van was procured earlier this fiscal year and replaced a 1997 Ford E350 van. Now that it has been received, staff is returning to the City Council for approval of the outfitting costs.
DISCUSSION:
The proposed build out will provide Police personnel the ability to perform night surveillance and to remotely monitor live video feed, which is not possible with the current equipment. The proposed build includes: a computer based video camera system, soundproofing, counters, seating, periscope, lighting, antennas, electrical panel and a generator. These components provide greater features and enhanced video quality which will aid in the successful prosecution of criminals. This configuration will be one that can expand with our future needs and accommodate upgrades since the wiring infrastructure will be in place.
The City is a member (owner) agency of the South Bay Regional Public Communications Authority (also known as RCC). In addition to providing 9-1-1 emergency dispatching, RCC also outfits City vehicles with the necessary electronics and equipment to the City's specifications. As a member agency, no labor is charged and parts are provided at cost. Consequently, the cost of having RCC perform service is less expensive than outside contractors.
Another benefit to using RCC is that their staff stays current with new innovations that occur in the industry and products are field tested before a recommendation is made. The standardized installation of components in the City's vehicles benefits City staff as they move from one car to the next, since the equipment is always in the same location (using other installers may result in different configurations and variations from the standardized set up). It also aids our fleet maintenance staff with troubleshooting since each vehicle is set up exactly the same. Finally, RCC's staff maintains and repairs this equipment until it is retired, performs on-site service, and keeps backup components, which lessens vehicle downtime.
For these reasons, staff recommends that the City Council waive formal bidding and award an order to RCC in the amount of $63,432.12 to outfit one Ford E250 Police Investigations van.
CONCLUSION:
Staff recommends that the City Council waive formal bidding per Municipal Code Section 2.36.140 (waivers) and award an order in the amount of $63,432.12 to South Bay Regional Public Communications Authority for the equipping of one vehicle for the Police Department with the necessary equipment.