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Home My WebLink About2011/06/07 Item 05CITY COUNCIL AGENDA STATEMENT ~1 ~ ~~{~~ CITY OF '~`` CHULA VISTA JUNE 7, 2011, Item ~ ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE BIDDING PROCESS AND AUTHORIZING THE POLICE DEPARTMENT TO PURCHASE ONE MOBILE COMMAND POST FROM MBF INDUSTRIES VIA THE NEW YORK STATE/NATIONAL ASSOCIATION OF STATE PROCUREMENT OFFICIALS (NASPO) COOPERATIVE CONTRACT, CALIFORNIA PARTICIPATING ADDENDUM MASTER PRICE AGREEMENT CONTRACT #PC62787. SUBMITTED BY: CHIEF OF POLICE REVIEWED BY: CITY MANAGER 4/STHS VOTE: YES ~ NO SUMMARY On February 9, 2010, the City Council of the City of Chula Vista accepted an Operation Stonegarden (OPSG) grant from the U.S. Department of Homeland Security (DHS) to facilitate regional partnerships and enhance border enforcement capabilities. The OPSG grant included funding for the purchase of a mobile command post to support the Police Department's regional homeland security efforts. After extensive research, the Police Department is recommending the selection of MBF Industries as the command post supplier. The selection of MBF Industries is based upon a competitive bid process conducted by the State of New York and has been reviewed by the City's Finance Department and the California Emergency Management Agency (CaIEMA) for compliance with the State and City of Chula Vista's purchasing policies, as well as OPSG grant conditions. ENVIRONMENTAL REVIEW This proposed activity has been reviewed for compliance with the California Environmental Quality Act (CEQA) and it has been determined that the activity is not a "Project" as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no Environmental review is necessary. 5-1 JiINE 7, 2011, Item ~ Page 2 of 5 RECOMMENDATION Council adopt the resolution BOARDS/COMMISSION RECOMMENDATION Not Applicable. DISCUSSION Background Since the events of September 11, 2001, the United States Department of Homeland Security and public safety agencies at all levels of government have systematically sought to develop better communication and interagency partnerships. As the second lazgest municipal law enforcement agency in San Diego County, the Chula Vista Police Department is an important regional homeland security partner, especially considering the City's proximity to the border. One of the greatest barriers to working closely with regional partners is communications and interoperability. The Federal Emergency Management Agency (FEMA) and the Department of Homeland security (DHS) have developed emergency response protocols through utilization of the National Incident Management System (NIMS) and the Incident Command System (ICS). Both NIMS and ICS heavily rely on planning, coordination, communication, and interoperability to manage incidents. While studying operational and equipment needs, the Police Department determined that its current mobile command post is technologically obsolete as an ICS platform and not suitable to serve as a resource in a major regional disaster. The current police command post's mast glaring shortcoming is the lack of radio interoperability, Intemet streaming capability and suitability as a platform for Unified Command during amulti-agency incident. After the City of Chula Vista City Council accepted the grant funds in February 2010, the Police Department conducted an intense fifteen-month study of mobile command post platforms, available technology, and regional needs. The Police Department contacted every major law enforcement agency in San Diego County and several agencies outside the county as part of the research into the command post project. Staff also consulted with the Chula Vista Fire Department and the City's Emergency Services Coordinator to ensure the proposed mobile command post platform is designed to serve as a mobile Unified Command center or mobile Emergency Operations Center (EOC) during emergencies. The Mobile Command Post will have the following features • Data Satellite connectivity in the event of total cellular or Intemet service failure during an emergency. • Satellite phone communications in the event of an emergency. • Radio Interoperability package to link multi-agency (Federal, State and Local) radio frequencies during an emergency. • Wireless Intemet connectivity for workstations and a wireless network to support added laptop workstations. 5-2 NNE 7, 2011, Item Page 3 of 5 • Tellular and digital PBX for telephone communications between command post and City phone lines, and serve as a backup dispatch center. • Five dedicated workstations with computers and radio base stations, two of which will be dedicated to support police or fire dispatch during events. • Unified Command work area with multiple monitors, a Smart Board system and plotter to collect, analyze and distribute information during an event. The Unified Command work area will seat twelve persons for coordinating command and control. • 42' mast mounted video camera and video distribution system. • External workstation with video to brief first responders on incident details. • Four tripod mounted wireless cameras that can be distributed within 1000' of the command post to stream live video of an event from several perspectives. • Video downlink capability with regional helicopters for streaming video from helicopter FLIR imaging camera's. Ability to expand operational capabilities incrementally without having to do major modifications to the vehicle or the interior of the vehicle. • The engine and generators are capable of running on bio-diesel, which conforms to the City's green initiatives. The new Mobile Command Post has been designed for the following events: • Regional asset to support Operation Stonegarden in cooperation with regional allied agencies. • Command, control and communications for planned police events such as DUI check points, concerts or community events. • Command, control and communications for local or regional law enforcement emergency incidents such as SWAT callouts, major traffic collisions, homicides, or planned protest events. • Command, control and communications for the Chula Vista Fire Department to respond to major multi-day incidents requiring a mobile command area, such as the wildfires of 2003 and 2007. • Command, control and communications to support ICS operations or as a mobile Emergency Operations Center (EOC) for the City during major emergencies (floods, earthquakes, fires, etc). • The mobile command post will be a regional asset that may be requested on a mutual-aid basis by allied agencies for any of the above listed purposes. Selection process Staff contacted and researched multiple qualified vendors to build the mobile command post project. The project is very complex since it takes an experienced technology integrator to combine the advanced technological components into a functioning command unit. While numerous companies have entered the command post market in the last decade, only a few stand out as being able to design, build and support a command post of this complexity. The police department estimates that the current command post will serve the Police Department's needs for the next 15-20 years since it 5-3 JiJNE 7, 2011, Item Page 4 of 5 is built on a durable cab and chassis platform and has been designed to be highly upgradeable to adapt to changes in technology. Staff considered following factors when evaluating manufacturers: • The longevity of the companies. • The number of similar vehicles they have produced for law enforcement and public safety agencies. • The ability to design and build both the body and integration packages "in-house" to limit integration issues and to minimize the number of vendors for warrantee/repair issues. • The quality of the materials and workmanship. • Price competitiveness. After evaluating five companies, staff selected MBF Industries as the company best suited to build the department's state of the art wmmand post. MBF Industries is based in Sanford Florida and has built all types of specialty vehicles and mobile command posts for over eighteen yeazs. MBF Industries builds their vehicles entirely in-house, from the body to the technology and integration packages. MBF has built specialty vehicles and command posts for numerous major government entities including Cal-EMA, the Department of Defense, FEMA and dozens of local and state public safety agencies. Staff contacted several agencies who provided feedback that MBF provided a superior product and excellent value. Due to the complex and customized nature of the mobile command post project, staff reseazched competitively awarded bids and contracts for mobile command posts. The United States government General Services Administration (GSA) pricing and the New York State/National Association of Procurment Officials (NYS/NASPO) bid were among the competitively awarded purchasing agreements staff researched in lieu of a conducting a complex and time consuming Request For Proposal process. Staff recommends purchasing the new mobile command post vehicle through the NYS/NASPO contract as the contract is based on an extensive national competitive bid for Hazardous Incident Response Equipment. The NYS/NASPO contract call for bids, vetting of qualified vendors and resulting competitively awarded bids has been reviewed by the City's Purchasing Agent and satisfies the City's purchasing policy for competitive bids. A mobile command post ofthis complex nature is estimated to take over 37 weeks to build and many minor design or specification changes may be necessary over the course of construction. The use of the NYS/NASPO contract is very cost effective and will allow staff to efficiently manage the purchase and construction of the mobile command post project and ensure it is delivered before the expiration of the OPSG grant deadline on March 31, 2012. Based upon these facts, staff recommends MBF Industries be selected as the manufacturer of the Police Department's mobile command post project based upon the competitively awarded NYS/NASPO contract. 5-4 JUNE 7, 2011, Item S Page 5 of 5 Project Funding The command post project is funded entirely through Operation Stonegarden, a Federal grant administered by the County of San Diego, and originating through the Department of Homeland Security. The tota] project funding available as a result of the Operation Stonegarden grant is $800,000. The total cost (excluding sales tax) of the command post is approximately $715,000. Operational costs of the command post (not including fuel) are estimated to be between $10,000 to $15,000 per year, depending upon several options that have not been determined yet (cost for satellite service, maintenance contracts for equipment in vehicle, etc). Operational costs will be funded via asset forfeiture funds. The funding for fuel and general vehicle maintenance will be transferred over from the current command post which will either be transferred to the Fire Department, or sold on the secondary vehicle market. DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently the 500 foot rule found in the California Code of Regulations section 18704.2(a)(1) is not applicable to this decision. CURRENT YEAR FISCAL IMPACT On February 9, 2010, the City Council appropriated the funds for this purchase when accepting the 2009 Operation Stonegarden (OPSG) grant from the U.S. Department of Homeland Security (DHS), therefore no additional appropriations are needed. All costs associated with the purchase ofthe new command post are 100% funded via OPSG grant funds. New operational costs estimated between $10,000 to $15,000 for technology maintenance contracts and cellular/tellular/satellite services will be funded 100% from asset forfeiture funds. There are no new general fund expenditures required for this purchase. ONGOING FISCAL IMPACT All operational costs For technology maintenance contracts and cellular/tellular/satellite services will be funded via asset forfeiture funds. Fuel and maintenance costs will be transferred from the old command post. During any emergency where the Governor or President declares a disaster area, and the command post is used in operations during that event, costs for operation ofthe command post are reimbursed through the Federal Emergency Management Agency (e.g. Firestorm 2007). ATTACHMENTS None. Prepared Iry: Yern Sallee, Lieutenant, Police IJepartment Edward Chew, Administrative Services Manager, Police Department 5-5 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE BIDDING PROCESS AND AUTHORIZING THE POLICE DEPARTMENT TO PURCHASE ONE MOBILE COMMAND POST FROM MBF INDUSTRIES VIA THE NEW YORK STATE/NATIONAL ASSOCIATION OF STATE PROCUREMENT OFFICIALS (NASPO) COOPERATIVE CONTRACT, CALIFORNIA PARTICIPATING ADDENDUM MASTER PRICE AGREEMENT CONTRACT #PC62787 WHEREAS, the Police Department has been awarded $800,000 grant funding from the Department of Homeland Security for Operation Stonegarden support to purchase a new mobile command post; and WHEREAS, the Police Department does not have the in-house expertise to conduct a highly technical request for proposal for the purchase of the mobile command post; and WHEREAS, the State of New York conducted a competitively bid contract for mobile command post vendors; and WHEREAS, the Purchasing Agent has determined that the competitively bid contract from the State of New York meets the requirements of Municipal Code 2.56.070 and is consistent with good purchasing practices; and WHEREAS, the Police Department wishes to purchase one mobile command post vehicle from MBF Industries who are a certified vendor in the New York State cooperative contract. NOW, THEREFORE, BE IT RESOLVED the City Council of the City of Chula Vista does hereby waive the competitive bidding process and authorize the Police Department to purchase one mobile command post from MBF Industries via the New York State/National Association of State Procurement Officials cooperative contract, California participating addendum master price agreement contract #PC62787. Presented by: Approved as to form by: David Bejarano Police Chief ~~~~~. Glen GR ooGlen GR gms City Attorney 5-6