HomeMy WebLinkAboutApprove Sole Source purchase of two Lifeguard Towers from InEsparza, Patty
From: Dombo, Johanna
Sent: Monday, November 03, 2014 2:37 PM
To: Agenda Alerts
Subject: FW: Surf City Pipeline: Notification of Changed Topic for Request #: 20252
From: Surf City Pipeline[ma ilto:noreplly@user. govoutreach.com]
Sent: Monday, November 03, 2014 2.36 PM
To: Pipeline Admin Agenda
Subject: Surf City Pipeline: Notification of Changed Topic for Request #: 20252
Request # 20252 from the Government Outreach System has been assigned to Agenda Alerts.
Request type: Comment
Request area: City Council - Agenda & Public Hearing Comments
Citizen name: Claudine Burnett
Description: I'm concerned about the vote for the two lifeguard towers on the agenda for tonight.
$76,357 seems excessive. What would it cost to refurbish? What about other bids, since
the city did not put this out to bid because (supposedly) Industrial Design Research is the
only manufacturer of the city's "preferred style."
Expected Close Date: November 14, 2014
Click here to access the request
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Meeting Gate: %( -J -
Agenda Item No.
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Dept. ID FD14 010 Page 1 of 2
Meeting Date: 11/3/2014
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CITY OF HUNTINGTON BEACH
REQUEST FOR. CITY COUNCIL ACTION
MEETING DATE: 11/3/2014
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Patrick McIntosh, Fire Chief
SUBJECT: Approve Sole Source purchase of two Lifeguard Towers from Industrial Design
Research
Statement of Issue:
Approval of a sole source purchase of two replacement lifeguard towers is requested due to
Industrial Design Research being the only provider of this type of lifeguard tower. This vendor was
certified as a sole source provider for previous lifeguard tower purchases.
Financial Impact:
Funds are budgeted in the FY 2014/15 Equipment Replacement fund in account 10040209.82800.
The total cost for replacement of two lifeguard towers will be $76,357, or $38,179 each. This price
includes the purchase of two towers ($66,410) and two tower bases ($9,947).
Recommended Action:
Approve the Sole Source purchase from Industrial Design Research of two lifeguard towers.
Alternative Action(s):
Do not approve the Sole Source purchase and instruct staff on how to proceed.
Analysis:
The Marine Safety Division of the Fire Department has a long-term equipment replacement plan
that identifies the life expectancy of major capital items, including lifeguard towers. As part of the
FY 2014/15 budget process, two towers were approved for replacement, with a total funding
allocation of $100,000.
At this time, approval of a sole source purchase of the two towers is requested. The proposed
vendor, Industrial Design Research, was chosen because it is the only manufacturer, in the United
States, that makes the type of fiberglass lifeguard towers used in Huntington Beach. This model
has been used with good results in the past and the proposed towers are consistent with existing
lifeguard towers on City beaches.
Industrial Design Research is an international manufacturer of lifeguard towers. In addition to the
City of Huntington Beach, they are also used by the State of California for purchase of towers in the
State Park system. Previously they were certified as a sole source provider for the City of
Huntington Beach.
Item 7. - I xB -104-
Dept. ID FD14 010 Page 2 of 2
Meeting Date: 11/3/2014
The price of the towers is consistent with what is charged to other agencies for the same product
and is similar to pricing quoted to the City in FY 2013/14. The purchase includes:
2 Lifeguard Towers $66,410 ($33,205 each)
2 Tower Bases $ 9,947 ($4,974 each)
Total $76, 357
The bases are made of stainless steel square stock, which provides a more durable and sturdy
base for the towers. This extra strength better supports the structure of the tower during frequent
relocations due to beach erosion and required maintenance. This component of the tower structure
will be provided by a separate vendor, Prime Fabrication, Inc., in order to obtain a better, more
durable product.
The approved sole source justification is shown as Attachment 1.
Environmental Status:
None.
Strategic Plan Goal:
Enhance and maintain public safety.
Attachment(s):
Sole Source Justification
HB -105- Item 7. - 2
RECEIVED
OCT 07 2014
CITY OF HUNTINGTON BEACH
Finance Department
Sole -Source Justification
,i (For use on all goods and services acquisitions.)
This justification document consists of two (2) pages. All information must be provided and all questions must be answered- The "Required
Approvals" section must include a date for each signature, as appropriate for the transaction.
'-Re uestin ' De artmenf lnformatlon
Date: September 25, 2014
Requestor Name: Mike Baumgartner Division Manager: Mike Baumgartner
(Type names. Do not sign.)
Department: Fire Department Head: Patrick McIntosh
(Type names. Do not sign. Must be same as Signature below.
Department, Contact Information.
Contact Name: Mike Baumgartner Street Address: 103 Pacific Coast Highway
Telephone: 714 536-5489
Fax: 714 374-1500 Shipping Address: 103 Pacific Coast Highway
Cellular hone: 714 328-0432 Huntington Beach, CA 92648.
Re uired:Contact Information: `
Contractor/Supplier Name: Industrial Design, Research
Contractor/Supplier Address: 3121 West Cortez Avenue, Santa Ana, CA 92704
Contractor/Supplier City/State/Zip:
Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount:*
$86,900.40 $86,900.40 $86,900.40
(*Includes original contract and previously ("Includes original contract and all amendments,
approved amendments) (*Current amendment only) including current amendment
Provide,a brief description of the acquisition, including all goods and/or services the contractor willprovide:
Supply of two (2) Surveyor SR Fiberglass lifeguard towers, optional color: California Blue, three course stainless steel
railings, 30 degree custom side mounted ladder (open front deck), full width interiour counter -shelf with two locking
cabinets (standard color: Newport White), with stainless steel support structure with 10" wide skids, 6" deck height,
custom reinforced cross member.
Contract T e and Term'
Contract Type: Contract Term: What account number will be used to purchase?
Select One: ® Goods Begin: 10/1/14 Business Unit: To be assigned.
❑ Service
❑ Goods & Services End: 9/30/15 Object Code: To be assigned.
Rdquired'Ap pircivils
department Head
Fi I Se es Man e
Director of Finance
El De ' d
-assist City Manager
❑ Denied
o Denied
A p oved ❑ nied
proved
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Date
Signature
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Signature
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Date
Date
(Transactions exceeding $50,000
must be approved by City Council
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CITY OF HUNTINGTON BEACH
<=Fa Sole Source Justification
(For use on all goods and services acquisitions.)
Complete responses must be provided for all of the following items.
A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW:
1. Why is the acquisition restricted to this goods/services/supplier?
(Explain why the acquisition cannot be competitively bid.)
Industrial Design Research is an international manufacturer of lifeguard towers. They are used by the
State of California for purchase of towers for beaches in the State Park system and have been used
previously by the City of Huntington Beach. For prior City purchases, they were certified as a sole source
providor and this company isthe only provider of this type of lifeguard tower.
2. Provide the background of events leading to this acquisition.
The Marine Safety Division has a long term equipment replacement plan that identifies the life expectancy
of major capital items, including lifeguard towers. These towers are scheduled for replacement at a rate
of two per year for the next several years. This ongoing replacement plan was first adopted in FY 07/08.
The last two replacement towers were purchased in FY 09/10. Due to the economic downturn and the
City's financial situation, no replacement towers were purchased FY 10/11, FY 11/12, and FY 12/13. The
replacement of the old, deteriorating towers was postponed until funding for two replacement towers was
approved in FY 2013114.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?).
This supplier was chosen because it is the only manufacturer of fiberglass lifeguard towers of this type in
the United States. This model of tower has been used with good results in the past. These towers match
and are consistant with the existing lifeguard towers on the City beach.
4. What are the consequences of not purchasing the goods/services or contracting with the proposed
supplier?
Being the only provider of the type of lifeguard tower used on Huntington City Beach, the City would not
be able to replace existing, worn out, fiberglass towers with a comparable structure if this vendor is not
used. A few of the existing towers have degraded to the point that the tower doors won't shut and
temporary modifications were necessary to secure the towers. The worn and delapidated lifeguard
towers are an eyesore and reflect poorly upon the City of Huntington Beach.
5. What market research was conducted to substantiate no competition, including evaluation of other items
considered?
(Provide a narrative of your efforts to identify other similar or appropriate goods/services, including a summary of how the department
concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons
for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not
performed.)
It was determined that this is still the only firm producing this type of fiberglass lifeguard tower, so a
purchase from Industrial Design Research is proposed.
B. PRICE ANALYSIS
1. How was the price offered determined to be fair and reasonable?
(Explain what the basis was for comparison and include cost analyses as applicable.)
The price is consistant with what is charged other agencies for the same product and is similar to the
pricing quoted to the City in FY 2013/14.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
These towers have a life expectancy of thirty years and are an essential part of the City's public safety
service delivery system. Purchase of this quality and long lasting product provides a cost savings in the
long term.
Remit completed form to: City of Huntington Beach — Purchasing Division
2000 Main Street, Huntington Beach, CA 92648-2702