February 6, 2024

Honorable Mayor and City Council City of Long Beach California

RECOMMENDATION:

Recommendation to adopt Specifications No. RFP TI 23-193 and award contracts to Airwave Communications Enterprises, of Commerce, CA, CDCE Inc., of Yorba Linda, CA, and Innovative Emergency Equipment, of Riverside, CA, for mobile computer in-car installation services, in an annual aggregate amount of $895,000 and authorize a 10 percent contingency of $89,500, for a total annual aggregate amount not to exceed $984,500, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and, authorize the City Manager, or designee, to execute all documents necessary to enter into the contracts, including any necessary subsequent amendments. (Citywide)

DISCUSSION

City Council approval is requested to enter into contracts with Airwave Communications Enterprises, CDCE Inc., and Innovative Emergency Equipment, for wiring, cabling, and technology installation services for City of Long Beach (City) vehicles.

The City relies heavily on in-vehicle mobile technology to provide efficient and effective services, including emergency response services. Several City departments, such as Animal Control, Fire, Health and Human Services, Parking Enforcement, Police, and Long Beach Utilities largely depend on this technology for daily operations. In-vehicle mobile technology includes emergency lighting, speakers, intercoms, radio communications equipment, network equipment, computers, and laptops. The City requires installation services of in-vehicle mobile technology for over 400 public safety vehicles. Moreover, a significant number of City units will require new installations, repairs, and upgrades over the next several years.

The Fleet Services Bureau (Fleet Services) in the Financial Management Department and the Technology and Innovation Department (TID) are working on a joint effort to streamline equipment installations for City vehicles by awarding contracts to multiple vendors. While City staff conduct most equipment installations, these contracts will be used for overflow work, specialized needs, and addressing any backlogs in the City’s outfitting operations. Utilizing multiple vendors will ensure City vehicles, including public safety vehicles, are placed into service promptly and efficiently.

The Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on April 11, 2023, and 30 potential proposers specializing in Customizing Services, Vehicle, Including Armoring of Vehicles, Handicapped and Van Conversions, etc. were notified of the RFP

Technology and Innovation 411 West Ocean Boulevard, 7th Floor, Long Beach, CA 90802

(562) 570-6455

Honorable Mayor and City Council opportunity. Of those proposers, 21 downloaded the RFP via the City’s electronic bid system.

The RFP document was made available from the Purchasing Division, located on the sixth floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing. An RFP announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 44 local, minority-owned, and women-owned business groups.

There were three proposals received on May 30, 2023. Of those three proposers, one was a Minority-owned Business Enterprise (MBE), one was a Women-owned Business Enterprise (WBE), one was a certified Small Business Enterprise (SBE), and none were Long Beach vendors (Local).

The selection committee, comprised of two key representatives from TID and three representatives from Fleet Services, determined that Airwave Communications Enterprises of Commerce, CA, (MBE), CDCE Inc. of Yorba Linda, CA (WBE), and Innovative Emergency Equipment of Riverside, CA (SBE) were the qualified firms to provide the services. All firms were selected based on organizational capacity, experience, communications, reporting, and reasonableness of cost. In addition, having these contracts in place will allow Fleet Services and TID to respond to and complete these installation requests, adding valuable time for the City’s needs.

This matter was reviewed by Deputy City Attorney Richard F. Anthony on January 8, 2024, Purchasing Agent Michelle Wilson on December 28, 2023, and Budget Analysis Officer Greg Sorensen on January 4, 2024.

TIMING CONSIDERATIONS

City Council action to adopt Specification No. RFP TI-23-193 and award contracts concurrently is requested on January 23, 2024, to ensure the contracts are in place expeditiously.

FISCAL IMPACT

The total annual aggregate amount of the contracts will not exceed $984,500, including a 10 percent contingency of $89,500. Installation services used by Fleet Services are budgeted in the Fleet Services Fund Group in the Financial Management Department, offset by charges to various departments through the Fleet Services Memorandum of Understanding (MOU) process.

Sufficient funding is budgeted in the General Services Fund Group in the Technology and Innovation Department to support the use of the contract and is included in the annual Technology and Innovation MOU.

This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.

http://www.longbeach.gov/purchasing

Honorable Mayor and City Council

SUGGESTED ACTION:

Approve recommendation.

Respectfully submitted, Lea Eriksen Director Technology and Innovation

Kevin Riper

Kevin Riper Director Financial Management