HomeMy WebLinkAboutSole Source Procurement request with Precision Survey SupplyDept. ID PD-16-004 Pagel of 2
Meeting Date: 5/2/2016
Approved 7-0
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 5/2/2016
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Robert Handy, Chief of Police
SUBJECT: Approve Sole Source Procurement request with Precision Survey Supply for
crime scene and infrastructure threat planning equipment upgrades; authorize
appropriation $99,407.52 from the Narcotics Forfeiture Federal Fund; and,
authorize trade in of current scanner
Statement of Issue:
The City Council is requested to approve a Sole Source Procurement Request with Precision
Survey Supply for various crime scene and infrastructure threat planning equipment, to include a
Leica ScanStation PS40, and appropriate $99,407.52 from the Narcotics Forfeiture Federal Fund
for these purchases.
Financial Impact:
The funds for this request are available in the Narcotics Forfeiture Federal Fund (#21270101). The
Narcotics Forfeiture Federal Fund is the equitable shared funds from asset forfeitures. Shared
funds must be used to increase or supplement the resources of the receiving law enforcement
agency and these funds shall be used by law enforcement agencies for law enforcement purposes
only.
Recommended Action:
A) Approve a Sole Source Procurement request with Precision Survey Supply for crime scene and
infrastructure threat planning equipment; and,
B) Appropriate $99,407.52 from Account 21270101.83700 and authorize the Chief of Police to
purchase the crime scene and infrastructure threat planning equipment; and,
C) Authorize the Chief of Police to trade in the current Leica C10 scanner for a trade in value of
$36,000.
Alternative Action(s):
Do not approve the appropriation and direct staff accordingly.
Analysis:
The Huntington Beach Police Department has an obligation to document serious injury traffic
collisions and major crime scenes. On major crimes there is a need to photograph, sketch, and
measure the crime scene locations along with the items and subjects within a crime scene. These
scenes include, but are not limited to, felony assaults, homicides, attempt homicides, kidnap, sexual
assaults, and significant or fatal injury traffic accidents.
Dept. ID PD-16-004 Page 2 of 2
Meeting Date: 5/2/2016
The Huntington Beach Police Department has also identified a need to electronically map and
diagram significant infrastructure locations to assist with an emergency response to serious crimes
or natural disasters. These locations include, but are not limited to, government buildings, public
schools, major employers, shopping centers, theaters, etc. The mapping and diagramming of these
locations would provide accurate 2D and 3D diagrams/maps available to both dispatch and public
safety first responders.
Since approximately 2008, the Huntington Beach Police Department has been utilizing a
combination of a Leica C10 Geosystems Scanner and a Total Station to produce 2D and 3D
images of crime scenes and significant traffic collisions. This older technology requires multiple
operators to scan a single scene. A typical significant traffic accident takes approximately 3 %
hours to electronically scan the location with the Leica C10 and Total Station hardware.
This request is to purchase a Leica ScanStation PS40, Edge FX diagramming software with Edge
FX Point Could Edition, IStar Fusion Camera, required support hardware equipment (batteries,
chargers, cables, connectors, cases, tripod, etc), four days of On -Site Forensic Training for eight
employees. The new Leica PS40 equipped with an IStar camera can scan the same traffic
accident with one operator in less than 20 minutes. The PS40 can also recognize the color black
which the older technology could not. The PS40 is also greatly improved in low light and inclement
weather conditions.
Being able to quickly process crime scenes and accident locations will significantly lower overtime
cost for personnel on these scenes and reopen the areas to the general public 2 -4 hours sooner.
The reason for the Sole Source Procurement Request is that Leica is the sole manufacture that has
a court decision to certify their equipment/data is deemed as "Scientific Evidence" in both Criminal
and Civil court. The PS40 is court certified and therefore is critical to Police Department operations.
Additionally, the Leica PS40 will allow a single operator to scan / map significant infrastructure
locations in an effort to build a data base of 2D and 3D maps for responses to both active crimes in
progress and responses to natural disasters.
Currently, the Huntington Beach Police Department is paying $9,000 for an annual maintenance
agreement for the Leica C10. The improved technology of the PS40 has lowered the ongoing
annual maintenance cost to $5,000 a year.
Environmental Status:
N/A
Strategic Plan Goal:
Enhance and maintain public safety
Attachment(s):
1. Sole Source Justification and Precision Survey Supply LLC Quote #22000
RECEIVED
CITY OF HUNTINGTONAPR 0 5 2016
Sole -Source Justification
(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.
Requesting Department Information
Date: March 17, 2016
Requestor Name: Lieutenant Tim Martin
Division Manager: Captain Russ Reinhart
(Type names. Do not sign.)
Department: Police
Department Head: Chief Robert Handy
(Type names. Do not sign. Must be same as signature below.
Department Contact Information
Contact Name: Lieutenant Tim Martin
Street Address: 2000 Main Street, Huntington Beach, CA
92648
Telephone: 714 536-5983
Fax:
Shipping Address: 2000 Main Street, Huntington Beach,
CA 92648 (Police Department)
Cellular phone: 714 915-0424
Required Contact Information
Contractor/Supplier Name: Precision Survey Supply
Contractor/SupplierAddress: 8628 Utica # 800
Contractor/Supplier City/State/Zip: Rancho Cucamun a, CA 91730
Original Contract Amount:*
Amendment Amount:* (if applicable)
New Contract Amount:*
$99,407.52
$
$
(*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 andlor services the contractor will provide:
PSS will provide a Leica PS40 Scan Station, an ISTAR Camera System, Edge FX Software, required hardware and 4 days
of on -site training.
Contract Type and Term
Contract Type:
Contract Term:
What account number will be used to purchase?
Select One: ❑ Goods
Begin: When Purchased
Business Unit: 21270101
❑ Service
® Goods & Services
End:
Object Code: 83700
Required Approvals
Department Head
A rov d ❑ D i d
Fiscal Services Hager
Approoed Denied
actor of Finance
pprove ,." Elpled
si tant City Manager
roved El Denied
�I
Sign
Signature
y ature
Signature
Date
Date
Date
Date
(Transactions exceeding $50,000
must be approved by City Council)
'e/r��,t Tla rrr�ys Z
CITY OF HUNTINGTON BEACH
ai lSole
(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:
Why is the acquisition restricted to this goods/services/supplier?
(Explain why the acquisition cannot be competitively bid.)
Precision Survey Supply is the sole provider for Leica Geosystems Public Safety Products. This product
is the only court certified forensic scientically accepted scanner available.
2. Provide the background of events leading to this acquisition.
Since 2008 the Huntington Beach Police Department has been utilizing a combination of a Leica C19
Geosystems Scanner and a Total Station to produce 2D images of crime scenes and significant traffic
collisions. This older technology requires muliple operators to scan a single scene. The old equipment
and software is not court certified for forensic evidence.
Significant improvements have lead to superior hardware, software and training that is all certified by the
International Association of Investigators (IAI) as Court Certified for Scentific Forensic Evidence. The
improved technology will allow a single investigator to scan a scene in a fraction of the current time. This
will allow the Police Department to use less personnel at a scene and allow us to clear a Crime Scene or
Traffic Accident Scene in a fraction of the time currently used to document a scene.
The Police Department also plans to utilize the equipment to conduct scans of government facilities,
schools and other locations to create rapid response mapping tools for first responders in emergency
response situations.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?).
Leica is the sole manufacture that has a court decision to certify their equipment I data is deemed as
Scientific Evidence.
The City of Huntington Beach deals with low level clouds and fog quite often on traffic accident scenes.
The Leica PS40 is certified to be used in inclement weather. Other forensic scanners reflect of mist and
rain and fail to capture a true scene. The PS40 can also distinguish the color black which other
manufactures have not been able to accomplish with their technology.
Leica is the only manufacture to offer IAI (International Association of Identification) certfified and
accredited training.
4. What are the consequences of not purchasing the goodsiservices or contracting with the proposed
supplier?
The hardware, software and training are available through CMAS pricing and will cause an increase of
approximately $27,000 for the same products and training.
HBPD would not have have an [Al certified scanner available to process crime scene and traffic accidents.
Continuing to use the outdated technology will require a minimum of two opperators to process a scene
and takes approximately 5 times longer to process a scene. These delays require additional overtime and
cause significant delays in being able to open crime scenes and roadways.
Currently the Huntington Beach Police Department is paying $9000 for an annual maintenance agreement
for the Leica C10. The improved technology of the P40 has lowered the ongoing annual maintenance cost
to $5000.
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.)
Research was conducted to obtain a court certified forensic scentific digital scanner evidence and it was
learned Leica Scan Station was the only product to receive the IAI certification acceptable for both
criminal and civil courts.
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.)
Compared to contract CMAS pricing HBPD is saving approximately $27,000.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
Precision Survey Supply is the sole distributor for the Leica Forensic Scanners. Precision Survey Supply
is located in the Southern California area and provides training and equipment support.
Remit completed form to: City of Huntington Beach — Purchasing Division
2000 Main Street, Huntington Beach, CA 92648-2702
s
- when it has to be right
Geosystems
Thursday, February 4, 2016
Re: Sole Source Letter
To Whom It May Concern:
Please accept this letter as a verification that Precision Survey Supply holds the sole source for this
opportunity and distribution which combines the unique features within the package listed and built
specifically for the Huntington Police Department. Precision Survey Supply is the sole distributor with the
Leica Forensic Scanner for the US. Precision Survey Supply holds a true single solution where the
support, service, and training specifically for forensic market.
The Leica Geosystems 3D Forensic Laser Scanner is unique from any other manufacture and can only
be combined by Precision Survey Supply:
o Leica is the sole manufacture that publishes their accuracy measurements and provides a
diagnostic report for court. Other manufactures do NOT publish their accuracy or measurement of
uncertainty.
o Leica has earned the rating of IP54, which means the scanner can be used in increment weather
and rain. Other manufactures cannot operate in rain or increment weather.
o Leica is the sole manufacture that has passed the standard of Daubert in federal court under
scrutiny.
o Leica is sole manufacture with a court decision regarding the data deemed as Scientific
Evidence.
o Leica is the sole manufacture which can complete a detailed scan within the existing scan to
document a crime scene in higher definition. No other manufacture can complete a scan within a
scan, as a detailed scan.
o Leica is the sole manufacture where the training has been certified and accredited by IAI
(International Association of Identification). No other manufacture has had their training
accredited by a governing body.
o Leica is the sole manufacture where the tools and software have been validated and passed the
scrutiny of bullet path trajectory for court. No other manufacture has a validation of bullet path
trajectory.
o Leica is the sole manufacture which incorporates MIST Targets for laser scanning.
o Precision Survey Supply is the sole distributors which provide 2417 technical support. Other
vendors do not offer 2417 support for free.
Sincerely,
Dietrich Evans
Public Safety Group Account Manager West
Leica Geosystems, Inc.
Direct: 925 719 0667 1 Fax: 925 790 2455
Email: dietrich.evans@leicaus.com
Leica Geosystems Inc.
5051 Peachtree Corners Circle
Suite 250
Norcross, GA 30092
USA
Phone: 831-643-2972
Fax: 831-643-0144
htto:llosg.lei ca-geasystems, usl
Federal Tax ID 161516976