TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Eve R. Irvine, Chief of Police
Robert D. Espinosa, Fire Chief
Bruce Moe, Finance Director
Gwen Eng, Purchasing Manager
Julie Dahlgren, Management Analyst
SUBJECT:Title
Resolution Accepting 2010 State Homeland Security Grant Funds in the Amount of $86,756; Purchase of Three Automated License Plate Readers from 3M in an Amount Not to Exceed $54,756; Purchase of Communication Equipment from South Bay Regional Public Communications Authority in an Amount Not to Exceed $32,000.
ADOPT RESOLUTION NO. 12-6430; WAIVE FORMAL BIDDING; APPROPRIATE; APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
a) Adopt Resolution No. 12-6430 authorizing the City Manager to execute the necessary documents to accept the 2010 State Homeland Security Grant award,
b) Appropriate $86,756 from the General Fund which will be reimbursed at a later date by grant funds from the Department of Homeland Security;
c) Waive formal bidding per Municipal Code Section 2.36.140 (waivers); and
d) Award a purchase order to 3M for automated license plate readers in an amount not to exceed $54,756; and
e) Award a purchase order to South Bay Regional Public Communications Authority for interoperable communications equipment in an amount not to exceed $32,000.
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FISCAL IMPLICATIONS:
These are not budgeted items; however, the purchases will be fully reimbursed by the grant. In addition, the City must first purchase the state-approved items and then submit request for reimbursement. As a result, an appropriation of $86,756 from the General Fund is needed. There are no City fund matching requirements.
BACKGROUND:
State Homeland Security Grant Program (SHSGP) funds are awarded for the express purpose of purchasing specific equipment and technology, as approved by the state. Funding goes to state and local governments to protect against, respond to, and recover from terrorist attacks and other disasters. The City of Manhattan Beach has received funding from SHSGP every year since 2001.
The original performance period for the 2010 State Homeland Security Grant Program grant expired. Funds that were unable to be spent by other agencies during that time were reallocated to other agencies, including Manhattan Beach, due to our historic ability to meet spending deadlines. Deadline to spend the reallocated funding is March 1, 2013.
DISCUSSION:
The following State Homeland Security Grant Program 2010 expenditures are pre-approved by the state:
Automated License Plate Readers:
The Automated License Plate Readers (ALPR) are mounted on police vehicles and scan and process license plate data from moving or parked vehicles. The license plate reader runs the numbers against a statewide database of suspect vehicles (including felony warrants, wanted criminals, stolen vehicles, and Amber alerts), then notifies the officer with an alert message. Numerous California law enforcement agencies use ALPR systems, including California Highway Patrol, Los Angeles County Sheriff's, and many more. It is an invaluable tool to support interagency cooperation in capturing suspects.
The recommended vendor is 3M (formerly PIPS Technology), who is the sole-source provider of the recommended equipment and who has provided license plate recognition systems to more than 40 law enforcement agencies across California. The Manhattan Beach Police Department has two existing units from 3M/PIPS. The new units are compatible with the existing ALPR units and related software and will be familiar to the officers, ensuring ease of operation in the field. As a result, staff requests the formal bid process be waived per Municipal Code Section 2.36.140 (waivers) and that the purchase order be issued to 3M in an amount not to exceed $54,756.
Fire Department Interoperable Communications Equipment:
The remaining grant funds will be used toward the purchase of Fire Department portable/mobile radio equipment to comply with the narrowbanding mandate by the Federal Communications Commission (FCC). The recommended vendor is South Bay Regional Public Communications Authority, also known as RCC. RCC staff stays current with new innovations in the communication industry and performs field tests on products before a recommendation is made. As a member agency of RCC, we do not pay additional charges for labor. RCC staff maintains and repairs our communication equipment until it is retired, performs on-site service, and keeps back-up components, which lessens communication equipment and vehicle downtime. Finally, RCC can obtain prices for equipment that are consistently at or below pricing available from other vendors, often at dealer cost.
As a result, staff requests the formal bid process be waived per Municipal Code Section 2.36.140 (waivers) and that a purchase order be issued to South Bay Regional Public Communications Authority in the amount of $32,000 to purchase mobile and portable radios and necessary hardware, parts, and accessories to make the communications equipment field-ready for fire operations.
CONCLUSION:
Purchase of the grant-funded ALPR units and interoperable communications equipment will be completed by the grant expenditure deadline of March 1, 2013.
Attachment:
1. Resolution No 12-6430