HomeMy WebLinkAboutApprove Sole Source Purchase of a Spectrolab Search Light fo 2000 Main Street,
' Huntington Beach,CA
City of Huntington Beach 92648
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File #: 22-487 MEETING DATE: 6/7/2022
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Sean Joyce, Interim City Manager
VIA: Eric Parra, Chief of Police
PREPARED BY: Ingrid Ono, Administrative Assistant
Subiect:
Approve sole source purchase of a Spectrolab Search Light for the HBPD Aero Unit
Statement of Issue:
City Council approval is requested for a Sole Source purchase of a Spectrolab Search Light for the
HBPD Aero Unit.
Financial Impact:
The City received $1.4 million of insurance proceeds under the City's Aircraft Insurance Police to
replace the damaged helicopter and equipment. Purchase of a replacement Spectrolab Search Light
will cost $66,538 and will be covered by the insurance proceeds. No additional funding is needed.
Recommended Action:
Approve Sole Source Purchase of a Spectrolab Search Light.
Alternative Action(s):
Do not approve and direct staff accordingly.
Analysis:
The HBPD Air Support Unit traditionally has three Spectrolab Search Lights which are critical for
mission readiness. One search light was damaged beyond repair due to a helicopter accident in
February 2022. Both the current and new helicopters are wired and configured to only use this
lighting system from Spectrolab Search Lights. To maintain efficiency in both the operation and the
repair and maintenance, the same equipment is required across all units. There would be additional
costs incurred to reconfigure and retrofit the current and new helicopters to be able to utilize
substitute equipment.
Environmental Status:
Not applicable,
City of Huntington Beach Page 1 of 2 Printed on 6/1/2022
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File #: 22-487 MEETING DATE: 6/7/2022
Strategic Plan Goal:
Financial Sustainability, Public Safety or Other
Attachment(s):
1. Sole Source Justification
City of Huntington Beach Page 2 of 2 Printed on 6/1/2022
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CITY OF HUNTINGTON BEACH
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: May 11, 2022
Requestor Name: Sgt.Jeff Goodspeed Division Manager: Capt. Haught
(Type names. Do not si n.
Department: Police Department Head: Chief Parra
(Type names. Do not sign. Must be same as signature below.
Department Contact Information
Contact Name: Sgt.Jeff Goodspeed Street Address: 18401 Gothard St.,
Telephone: 714-536-5997 Huntington Beach, Ca 92648
Fax: Shipping Address: Same
Cellular hone:
Required Contact Information
Contractor/Supplier Name: S ectrolab Inc.a Boeing company
Contractor/Supplier Address: 12500 Gladstone Ave.
Contractor/Supplier City/State/Zip: S Imar,CA 91342-53733
Original Contract Amount:* Amendment Amount:*(if applicable) New Contract Amount:*
$None $N/A $100,000 for 1 year
(*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, includin all goods and/or services the contractor willprovide:
Contract Type and Term
Contract Type: Contract Term: What account number will be used to purchase?
Select One: ® Goods Begin: 5-1-22 Business Unit:
❑ Service
❑ Goods&Services End: 5-1-23 Object Code:
Require Approvals
partme Head P�ri9cipal Finance Analyst C ief Financial Officer Assistant City Manager
rove ❑Denied I ,A proved ❑Denied LjApproved ❑ Denied >]Approved ❑Denied
Signa ure Signature Signature — Signature
Date Date Date bate
(Transactions exceeding$60,000
must be approved by City Council
I
CITY OF HUNTINGTON BEACH
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.)
The HBPD Air Support Unit(ASU) recently had a helicopter go down in the Newport Harbor. During that
incident the search light on the helicopter was damaged beyond repair. The search light was one of three
search lights the HBPD ASU uses. The search light and its associated system includes hardware and
wiring to run the search lights. Each search light is intstalled on each helicopter, but they can be
intergrated into all three helicopters if needed, but to do this they need to all be the same system.
Purchasing the same search light allows us to continue to work seamlessly as before the accident, and to
use the search lights interchangeably. The three new helicopters have been contracted to use this same
system and to be manufactured with the same wiring as our current fleet.
2. Provide the background of events leading to this acquisition.
HBPD ASU had a tragic accident that resulted in one of our helicopters landing in the Newport Beach
harbor. The crash landing into saltwater irreparably damaged the search light and associated wiring.
Normally the HBPD ASU has three helicopters, which we use to maintain one patrol ready helicopter at
any given time. Each of the three helicopters was internally setup to run that particular make and model
of search light, and the search lights are setup to run on any of the three helicopters. This allowed us to
perform maintenance of any search light, and still have at least one search light operational at all times.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?).
Due to the other helicopters being setup for this search light system it is the most cost effective,
financially prudent, and technically advantageous to stay with the same camera system. Due to our
unique circumsatnce the supplier has given us a substanial discount in price for the replacement system.
4. What are the consequences of not purchasing the goods/services or contracting with the proposed
supplier?
The alternative would be purchasing three entirely new search lights and retro-fitting all of the helicopters
to run those search lights. This would cause extremely long delays in getting the helicopters back in
service, train the ASU staff on their usage, and costs at least 200,000 dollars to institute.
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.)
A market evaluation via other police agencies using alternative search lights was done to confirm price,
time for setup, and time for training. It was substantially more for all three compared to just purchasing
another search light from the same supplier we currently use.
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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.)
We have previously purchased the same search light from the same supplier. During that time frame the
other search light companies were evaluated, and the current supplier was the least expensive.
Additionally, they have given us a substanial discount on this system.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
The cost savings is substanial as described above. Discounted price, no ulterior service costs, no
additional training costs, and no additional cost to retro fit any other helicopter. This will save over
$200,000.
Remit completed form to: City of Huntington Beach—Purchasing Division
2000 Main Street, Huntington Beach, CA 92648-2702
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