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APPROVE FINDINGS AND AWARD A COOPERATIVE/PIGGYBACK PURCHASE AGREEMENT TO LDV, INC. FOR ONE TACTICAL RESPONSE VEHICLE AND ONE MOBILE COMMAND POST
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Approve the use of a Cooperative/Piggyback Purchase Agreement through Houston-Galveston Area Council (H-GAC) to provide the City preferential pricing from LDV, Inc.
3. Authorize an Agreement for the purchase of one Tactical Response Vehicle (TRV) and one Mobile Command Post (MCP) through affiliated vendor, LDV, Inc. of Burlington, WI, in the amount of $629,345.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
The Coronavirus pandemic (COVID-19) has illustrated the critical need for technologically advanced and upgraded resources to allow the Stockton Police Department (SPD) to respond effectively. SPD recommends the purchase of one TRV and one MCP. The purchase of these items will be made utilizing a Cooperative/Piggyback Purchase Agreement with H-GAC (Exhibit 1 to the Resolution). This Agreement streamlines administrative costs and procedures while maintaining the integrity of the competitive bidding process. The specifications for the TRV and MCP units available through H-GAC, meet the SPD requirements for this type of equipment (Attachments A, B, and C).
It is recommended that Council adopt a resolution authorizing the City Manager to execute a Cooperative/Piggyback Purchase Agreement through H-GAC for the purchase of one TRV and one MCP through affiliated vendor, LDV, Inc., of Burlington, WI, in the amount of $629,345.
DISCUSSION
Background
During the City’s response to COVID-19, the SPD developed a comprehensive plan to effectively manage the pandemic, identifying the necessary resources to support its sworn and non-sworn staff as well as maintaining a high level of service to the public. Essential resources included an upgraded TRV to increase equipment storage capacity and an MCP to support joint government agency resources in the field. Staff recommends the purchase of a new TRV as well as a new, smaller MCP. The existing TRV does not have the storage capacity to handle such a pandemic effectively. A smaller MCP will allow for rapid response to short-term critical incidents.
Present Situation
On July 14, 2020, City Council Resolution No. 2020-07-14-1109 approved Coronavirus Emergency Supplemental Funding (CESF) grant funding from the United States Department of Justice, Office of Justice Programs, Bureau of Justice Assistance (BJA) in the amount of $972,181.
Staff recommends the purchase of one TRV and one MCP utilizing a Cooperative/Piggyback Purchase Agreement with H-GAC. H-GAC is a regional government cooperation and planning provider in the state of Texas, facilitating the procurement process for public agencies to benefit from the most favorable pricing. H-GAC facilitates the procurement of goods and services in an open, fair, transparent, and economically competitive environment. The use of these contracts is optional and is available to local government agencies.
The existing TRV unit stores tactical uniforms and gear but does not have the capacity to store personal protective equipment (PPE) necessary for COVID-19. The recommended replacement unit will store necessary critical incident equipment, self-contained breathing apparatus units, and PPE. There is also a crucial need for an additional, smaller MCP in the field that can be quickly set up and operational, with the necessary technological upgrades to support joint governmental agency resources for rapid response to critical incidents and COVID-19 events as they arise.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings that support an exception to the competitive bidding process. These findings include:
1. H-GAC established a Cooperative Agreement with LDV, Inc. for the purchase of one TRV and one MCP.
2. The LDV, Inc. Cooperative Agreement was established pursuant to H-GAC’s public competitive procurement process on behalf of local governments.
3. Taking advantage of the leveraged procurement contracts negotiated by H-GAC will save the administrative expense of City staff conducting separate procurements.
4. The specifications for the TRV and the MCP units available through the H-GAC Agreement meet the SPD requirements for this type of equipment.
The use of funds provided by the CESF grant to purchase one TRV and one MCP is an eligible expense and approved use of the funds.
FINANCIAL SUMMARY
There are sufficient funds available in the Police Grants and Special Programs Capital Outlay Account No. 025-2476-603 for the purchase of one TRV and one MCP from LDV, Inc. in the amount of $629,345.
Below is the purchase cost breakdown for one Tactical Response Vehicle (TRV):
Unit Cost $187,956
Admin/Delivery Fee $4,850
Sales Tax (9%) $16,916
Total Purchase Price $209,722
Below is the purchase cost breakdown for one Mobile Command Post (MCP):
Unit Cost $380,934
Admin/Delivery Fee $4,405
Sales Tax (9%) $ 34,284
Total Purchase Price $419,623
The ongoing fuel and maintenance costs, estimated at $4,000 annually, will be budgeted in the City’s General Fund Police Patrol Account No. 010-2422-530.
Attachment A - Cooperative Agreement between H-GAC and LDV, Inc.
Attachment B - Quote from LDV, Inc. for TRV (Mobile Negotiation Unit)
Attachment C - Quote from LDV, Inc. for MCP (Mobile SWAT Command Vehicle)