SR-01-13-2015-3F,MEIN City Council Report
City of
Santa Monica'
City Council Meeting: January 13th, 2015
Agenda Item: 3-F
To: Mayor and City Council
From: Robert Almada, Office of Emergency Management
Subject: Award Bid for Emergency Portable Solar Light Towers
Recommended Action
1. Award RFP #6 to Solar Servicing Center, Incorporated, a California -based
company, in an amount not to exceed $200,000 to provide emergency portable
solar light towers to be in disaster response and recovery operations.
2. Authorize the Purchasing Services Manager to issue a purchase order to Solar
Servicing Center, Incorporated, a California -based company, to provide eight (8)
portable solar light towers at a cost of $22,841.50 per unit in an amount not to
exceed $200,000 for FY 2014 -15.
Executive Summary
In 2013, the Disaster Management Area A cities which include Santa Monica, Beverly
Hills. Culver City and West Hollywood received a State Homeland Security Grant to
fund the purchase of emergency portable solar light towers. In October of 2014, the
City solicited bids to provide the emergency portable solar light towers. After reviewing
the bids received, staff recommends Solar Servicing Center, Incorporated as the best
bidder to provide labor and equipment associated with purchasing the emergency
portable solar light towers for a total amount not to exceed $200,000 for FY 2014 -15.
Discussion
Experience has demonstrated that during emergencies, portable lighting systems are
required in order to conduct efficient response, investigative, and recovery operations to
emerging incidents and disasters. From the 2003 Farmers' Market tragedy to the June
din 2013 Santa Monica shooting incident, field responders have needed to procure
emergency lighting that can be transported to multiple sites in a short amount of time.
Portable solar powered emergency lighting systems offer quiet, long term, sustainable,
and eco- friendly operation that is not available in portable lighting systems powered by
fossil fuels. In June 2014, the Santa Monica City Council approved by consent the
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acceptance of the State Homeland Security Grant Program to procure the emergency
portable solar light systems.
Vendor Selection
In October 2014, the City issued a Request for Proposals (RFP) for Emergency
Portable Solar Light Towers. The RFP was posted on the City's on -line bidding site,
and notices were advertised in the Santa Monica Daily Press in accordance with City
Charter and Municipal Code provisions. Six proposals were received and were
reviewed by a selection panel of staff from the Office of Sustainability and Environment
and the Office of Emergency Management.
Evaluation was based on the following selection criteria: price, experience,
performance, proximity to the City, and functionality for use in an urban environment.
Staff recommends Solar Servicing Center Inc. as the best qualified firm to provide the
Emergency Portable Solar Light Towers.
The vendor selected is able to provide multiple lighting towers which will be provided to
the cities of Santa Monica, Culver City, West Hollywood, and Beverly Hills within the
limited budget provided through the State Homeland Security Grant Program.
Additionally, the light towers are easily transported in an urban environment so they can
be deployed rapidly to assist in emergency operations. The other vendors did not
demonstrate the capability to provide enough units within the confines of the limited
budget
Protest
On November 5, 2014 City staff posted a pending award notification on the City's online
bidding site, putting all vendors on notice that staff's recommendation to Council would
be to award RFP #6 to Solar Servicing Center, Inc (SSC). On November 10, 2014 the
City's Purchasing Agent received a timely protest from Street Restoration Specialist,
Inc. (SRS).
The protest questioned the following: responsiveness /compliance of received proposals
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and the evaluation process. On November 20, 2014 after reviewing the submitted
protest documents and speaking with staff who had conducted the bid and selection
process, the Purchasing Agent denied the protest based on the lack of evidence.
On November 25, 2014 SRS submitted a timely appeal of the Purchasing Agent's
decision to the Finance Director. The appeal provided claims almost identical to those
set forth in the original protest letter, however the evidence provided was in a manner
that did not relate evidence to points identified in the appeal, but rather pages of
material with no clear correlation.
On December 5, 2014 after conducting an independent review of the Purchasing
Agent's decision, speaking with involved staff and the appeal letter submitted by SRS,
the Finance Director denied the appeal. Per the City's Purchasing Ordinance, the
Finance Director's decision is the final determination. Based on the Finance Director's
final determination to deny the appeal, staff recommends that RFP #6 be awarded to
Solar Servicing Center, Inc.
Financial Impacts & Budget Actions
The purchase order to be awarded to Solar Servicing Center, Incorporated is for an
amount not to exceed $200,000. Funds are included in the FY 2014 -15 budget in
division 227. The purchase order will be charged to account 20227.555364.
Prepared by: Prepared by: Paul Weinberg, Emergency Services Coordinator
Approved:
Forwarded to Council:
Robert Almada Rod Gould
Emergency Services Manager City Manager
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