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SR 10-25-2016 3J Ci ty Council Report City Council Meeting : October 25, 2016 A genda Item: 3.J 1 of 6 To: Mayor and City Council From: Jacqueline Seabrooks, Police Chief , Police Department Subject: Purchase of Specialized Response Vehicle - Revision Recommended Action Staff recommends that the City Council : 1. Authorize the City Manager to submit a cer tification letter to the California Office of Emergency Services (Cal OES) to participate in the California Public Safety . Procurement Program (1122 Program), which would allow the purchase of a Specialized Response Vehicle from Lenco Industries, Inc., a M assachusetts -based company, for a total amount not to exceed $316,701 ; and 2. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of th e report. This recommended award is made as an exception to the competitive bidding process pursuant to Municipal Code Section 2.24.080 (b) Competitive bid procedures have already been utilized, such as in purchasing from Federal, State, County, City or special district government agencies, or from cooperative purchasing agencies consisti ng of such agencies, and these materials and services are supplied to the City at the same or better price, as was obtained through competitive bid procedures of Federal, State, County, City or special district government agencies, or cooperative purchasin g agencies consisting of such agencies. Executive Summary We live in a time of vulnerability to global terrorism and domestic gun violence. Events such as the Boston Marathon bombing and the recent San Bernardino terrorist attack demonstrate that an in cident of terrorism can happen anywhere. Additionally, the spree shooting incident, which occurred in Santa Monica on June 7, 2013, brought home the importance of well -trained and appropriately equipped first response personnel. The Police Department con tinues to train its officers to be prepared to respond to a variety of potential incidents. The Department also continually reviews and assesses its emergency response inventory to ensure the proper equipment is in place and is readily available should th e need arise. The Police Department has identified the need to replace a decades old emergency response vehicle with a more contemporary specialized response vehicle. The proposed vehicle would enable first response personnel to enter highly dangerous an d dynamic environments to rescue members of the public or downed officers with minimal risk. 2 of 6 The Santa Monica Police Department previously anticipated procuring a Specialized Response Vehicle directly from Lenco I ndustries, Inc. (Lenco), as stated in th e staff report dated May 24, 2016 . S taff is recommending instead that Santa Monica certify under the California Public Safety Procurement Program (1122 Program) and procure the vehicle from Lenco Industries, Inc . via the 1122 Program . This is a requiremen t of the UASI grant program and ensures access to the most competitive pricing. Under the 1122 program, Santa Monica would be certified to use pricing available from Federal General Services Administration contracts. Under this revised purchasing approach, the vendor and equipment would remain the same, but the ordering and payment would work differently. The California Office of Emergency Services (Cal OES) has been designated as the Lead Agency for the California 1122 Public Safety Procurement Program (11 22 Program). Under the 1122 program, Cal OES would facilitate placing the order and making payment once the equipment has been delivered. This means that instead of Santa Monica entering into a contract and paying Lenco directly, Santa Monica will instead place the order through Cal OES. This method of procurement meets all Santa Monica and UASI grant procurement guidelines. Consistent with the May 24 th staff report, the proposed specialized vehicle would be constructed by Lenco Industries, Inc. Lenco Ind ustries, Inc. has built hundreds of specialized response vehicles and is widely regarded as an industry leader in the construction of these vehicles. Lenco Industries, Inc. provides different options which allow the custom design of the vehicle to meet cur rent and future Police Department needs. Based upon the proposed design and the ability to purchase the vehicle using competitive pricing available from a pre -existing GSA contract via the 1122 Program , staff recommends award of the contract to Lenco Indus tries, Inc. in the amount of $316,701. Background Recent events of terrorism and mass shootings have highlighted the need for local law enforcement to be well prepared to respond to those incidents which pose a substantial threat to public safety. Specia lized response vehicles provide law enforcement with a unique tool to better protect the public. Last year, the tragic events in San Bernardino, California demonstrated the value of these specialized response vehicles. These vehicles can be used to evacua te members of the public, or, if necessary, rescue injured members of the public or officers during incidents involving active shootings. During the San Bernardino incident, the world watched live images of local law enforcement agencies using various spe cialized rescue vehicles to rescue members of the public who were trapped in offices during an extremely dangerous, evolving situation; these vehicles were also instrumental in enabling the officers to safely engage and stop the threat posed by heavily arm ed suspects who were intent on committing more mayhem even as they attempted to escape. Specialized response vehicles can 3 of 6 be used to safely deliver officers, medical personnel, and needed life -safety equipment to those a reas where in -progress shooting or other mass casualty incident is occurring. The use of a specialized response vehicle under these circumstances enables a rapid response while minimizing the risk of injury or death to responding public safety personnel. In addition to the tactical benefit s, these vehicles are equipped to detect Chemical, Biological, Radiologic, Nuclear and Explosive (CBRNE) materials thereby enabling first response personnel to enter affected areas that would otherwise be inaccessible without significant risk. In 2006, t he Police Department obtained a High Mobility Multipurpose Wheeled Vehicle (HMMWV), commonly referred to as a Humvee, through what was then known as the Department of Defense, Defense Reutilization and Marketing Office (DRMO) program. The program enabled the military to transfer surplus equipment that would otherwise not be available or would be cost prohibitive for local law enforcement agencies to acquire. The Police Department obtained the used vehicle and modified it to maximize its usefulness as an u rban rescue and transport vehicle. As the vehicle has aged, replacement parts have become more difficult and more costly to obtain, resulting in the vehicle being out of service for extended periods of time. In order to address these challenges , Santa Mo nica PD applied for and was initially granted $200,000 in UASI grant funding for a specialized response vehicle. At a later date, through a modification, an additional $10,000 was granted. Th e grant funds were accepted by Council on March 22, 2016. In addi tion to funds of $21 0,000 available from the grant, the project also required a budget transfer of $106,701 from operating account 01304.544010 to CIP account C01 9139 .589000 . On May 24, 2016, Council authorized the City Manager to negotiate and execute a c ontract with Lenco for the vehicle purchase. Action is required to now procure the vehicle differently, via the 1122 program. When Santa Monica previously planned to buy the vehicle directly, the plan was to use competitive pricing from the pre -existing G SA contract. However, the grant procurement guidelines require that the purchase go through the Cal OES 1122 program in order to 4 of 6 use the pre -existing GSA contract pricing in the amount of $316,701. Discussion Specialized Response Vehicle A specialized re sponse vehicle would provide the Police Department with the ready capability to enter a variety of dangerous or hazardous situations while also providing the appropriate level of protection for the first response personnel. This vehicle can also serve in a rescue capacity, allowing public safety personnel to enter dangerous situations in order to render aid by extracting downed officers or injured citizens who cannot get to safety. The proposed vehicle would be able to transport up to 12 first response pe rsonnel, including paramedics. This heavy -duty, wheeled vehicle, constructed with ballistic materials capable of withstanding high -capacity rifle fire, would be used to enter those dynamically evolving circumstances constituting a direct and immediate thr eat to public safety. The proposed vehicle would also be fully equipped to detect CBRNE materials thereby enabling emergency services personnel to safely enter an area to mitigate a potential threat associated with dangerous materials. The proposed vehic le, funded in part by the 2015 Urban Areas Security Initiative (UASI) grant, would be considered a regional asset to be operated by the City’s first response personnel in accordance with established mutual aid response protocols which require a response to critical incidents occurring in neighboring communities. California 1122 Public Safety Procurement Program The California Office of Emergency Services (Cal OES) has been designated as the Lead Agency for the California 1122 Public Safety Procurement Prog ram (1122 Program). This authority is derived from The National Defense Authorization Act (Section 1122), which provides authority for state and local governments to purchase equipment for counter -drug, homeland security and emergency response activities f rom specific federal sources, including General Services Administration (GSA) contracts, which is what the Police Department w ould utilize for this project. The 1122 Program is 5 of 6 a valuable opportunity for local governments throughout the country to particip ate and save substantial dollars for their counter -drug, homeland security and emergency response activities. The federal contracts in the 1122 program all satisfy the requirements of the Competition in Contracting Act. A purchasing advantage is achieved through discounts that are available to the Federal Government due to large volume purchases. In this instance, the Police Department endeavors to use the 1122 program to purchase a specialized response vehicle utilizing GSA pricing available from Lenco I ndustries, Inc. In order to use the CA 1122 program for purchases, the qualifying agency making the purchase, the Police Department, would request certification within the 1122 program. Once certified, staff would provide Cal OES with the order details a nd Cal OES would place the order. Santa Monica would provide advance transfer of funds to cover the purchase request before the requisition for equipment is forwarded to the vendor by the 1122 Program staff. Cal OES would handle vendor payment once the equ ipment is delivered and confirmed to be working. Vendor/Consultant Selection Staff recommends Lenco Industries, Inc., furnish and deliver a state -of -the -art specialized response vehicle. The purchase would be made through the Cal OES 1122 Program , which allows Santa Monica to make the purchase based on the GSA contract. This item has already been competitively bid by the Federal Government and ensures a purchasing advantage due to the large volume purchases made by the Federal Government that are reflect ed in the GSA pricing. This recommended award is made as an exception to the competitive bidding process pursuant to Municipal Code Section 2.24.080 (b). Financial Impacts and Budget Actions The purchase to be made from Lenco Industries, Inc., through the Cal OES 1122 Program , is for an amount not to exceed $316,701. In addition to funds of $2 0 0,000 available in CIP account C209139.589000 and $1 0 6,701 in CIP account 6 of 6 C019139 .589000 , the purchase requires a budget transfer of $10,000 from account 20304.55540 9 to C209139.589000 : The purchase will be charged to the following accounts: C209139.589000 $2 1 0,000 C01 9139 .589000 $1 0 6,701 TOTAL $316,701 Prepared By: Nicole Bustamante, Senior Administrative Analyst Approved Forwarded to Council Attachment s: A. March 22, 2016 Staff Report (WebLink) B. May 24, 2016 Staff Report (WebLink)