HomeMy WebLinkAbout20-Police Department CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
From: Michael Billdt, Subject: Resolution of the Mayor and
Assistant Chief of Police Common Council Authorizing Increases to
Annual Purchase Orders for Vehicle Rentals,
Dept: Police Deparhnent Uniforms, and Film Processing for the San
r• ~ ~ ~ ~ ~ ~ Bernazdino Police Department
Date: November 21, 20 r, j ,~, , , ~ ~-~ L
Synopsis of Previous Council Action
Resolution 2001-309 October 3, 2001 Authorized annual Purchase orders over $25,000.
Resolution 2002-171 June 20, 2002 Authorized increase of annual Purchase order to
Sudden One Hour Photo from $24,600 to $31,100.
Recommended Motion:
Adopt Resolution
Cpl
MICHAEL BILL T, ASSIS ANT CHIEF OF POLICE
Contact person: Capt. Robert Curtis Phone: 384-5606
Supporting data attached: Yes Staff Report/Resolution Ward: All
FUNDING REQUIREMENTS: Amount: $107,600
Source: 001-224-5111 45,000 Materials & Supplies
001-215-5111 800 Materials & Supplies
001-219-5111 30,000 Materials & Supplies
001-225-5111 800 Materials & Supplies
001-215-5171 31,000 Rentals
~~~~:CalL~~~-1 ~ ~1
Council Notes: Finance
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Agenda Item No.~~
CITY OF SAN BERNARi~INO -REQUEST FOR COUNCIL ACTION
STAFF REPORT
suBJECT
Resolution of the Mayor and Common Council authorizing increases to the annual purchase orders
for Vehicle Rentals, Uniforms, and Film Processing to be utilized by the San Bemazdino Police
Department.
BACKGROUND
At the beginning of each fiscal year, the Police Department requests that the Purchasing
Department issue annual purchases orders to continue essential services needed by the Police
Department. Subsequently, the Police Department requests that the Mayor and Common Council
authorize increases for those annual purchase orders that aze projected to exceed an aggregate
amount of $25,000, based on prior yeaz expenditures, forecasted department needs and the vendor's
pricing. For FY 2002/03, vehicle rentals, uniforms, and film processing services are projected to
exceed the $25,000 threshold established by the San Bernardino Municipal Code and require
approval by the Mayor and Common Council.
Vehicle Rentals
Each year the police Department enters into vehicle rental agreements with local vendors to supply
rental vehicles to augment the Police Department's r~r,marked vehicle fleet. These vehicles must be
of vazious types, models and colors suitable to the needs of ongoing investigations, immediately
available on a 24-hour/7-day basis, and within close distance of the central police facility. Each yeaz
the department requests an exemption to the formal bid process, pursuant to Section 3.04.070 (n (1)
of the San Bernazdino Municipal Code, entitled "Negotiated Purchases."
Toyota of San Bernardino and Budget Car Rentals of San Bernardino were the selected sources for
the Police Department's vehicle rental needs. In FY 00/Ol, Resolution N2000-176 authorized the
Purchasing Manager to issue annual purchase orders to Toyota and Budget Caz Rentals in an
aggregate amount not to exceed $29,000, with two single-year renewal options. For FY 02/03, the
Police Department is requesting that a third selected source vendor, Enterprise Rentals of San
Bernardino, be added to ensure 24/7 availability of vehicles of a variety of types, models, and colors
suitable to the needs of ongoing investigations and that the aggregate amount of the annual purchase
orders be increased to an amount not to exceed $31,000.
Existing Current
V r L~s~tiQn P.O. Number Amount
Toyota of San Bernardino San Bernardino 203076 $15,000
Budget Rentals San Bernardino 203889 8,000
Enterprise Rentals San Bernardino 996293 8.000
Total $31,000
Uniforms
Each yeaz the Police Department purchases a vaziety of uniforms for non-sworn personnel as well
as police officers assigned to specialized assignments who aze required to weaz uniforms outside of
the traditional Class "A" and "B" uniforms. Non-sworn positions include Dispatchers, Community
Service Officers, and Police Records Technicians. Specialized assignments for police officers
include Motors, Bicycle Mounted Enforcement Team (B-MET), Multiple Enforcement Team
(SWAT), and narcotics.
In FY 01/02, Resolution # 2001-309 authorized the Purchasing Manager to issue an annual purchase
order, with two single-year renewal options, to Inland Uniforms of Riverside, CA, pursuant to Bid
#F02-17, in the amount not to exceed $40,800, for the Police Department's uniform needs. We are
requesting that the annual purchase order for FY 02/03 be increased to an amount not to exceed
$45,000. This increase is based on reasonable cost increases, actual expenditures and projected
needs.
Filrn Processine
Each yeaz the Police Department's Identification Unit, Rental Housing Unit and Vice/Nazcotics
Unit utilize the services of an outside photo developing vendor. These services include developing
of negatives, reproduction of prints, enlargements and one hour service. Because marry of the
negatives and reproductions aze evidence for use in the prosecution of cases, the photo developing
staff must successfully pass the Police Depaztment background screening. Additionally, the
geographic location and proximity to the central police facility of the vendor are of great importance
to maintain rapid service and reduce employee drive time. Sudden One Hour Photo of San
Bernardino satisfies both the security and geographic requirements and has agreed to maintain the
same pricing as provided in FY 00/Ol and FY 01/02.
In FY 00/Ol the Purchasing Department solicited formal bids for film developing and photograph
printing (Bid #F-O1-21). The annual purchase order was awazded to Sudden One Hour Photo of
San Bernardino. In FY 01/02, Resolution #2002-171 authorized the Purchasing Manager to
increase the annual purchase order to Sudden One-Hour Photo from $24,600 to $31,100.
For FY 02/03 the Police Department requests an exemption to the formal bid process, pursuant to
Section 3.04.070(1) (1) of the San Bernardino Municipal Code, entitled "Negotiated Purchases". The
Police Department requests that the annual purchase to Sudden One Hour Photo be increased to an
amount not to exceed $31,600. This increase is based on actual expenditures and projected needs.
FINANCIAL IMPACT
The Police Department's approved General Fund budget for FY 02/03 includes $107,600 in
funding for the following materials and services.
Vehicle Rentals: $31,000 Account #001-215-5171
Uniforms: $45,000 Account #001-224-5111
Film Processing: $30,000 Account #001-219-5111
800 Accotmt #001-219-5111
800 Account #001-225-5111
Total $31,600
RECOMMENDATION
Adopt resolution.
,~
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
• 3 OF SAN BERNARDINO AUTHORIZING INCREASES TO ANNUAL PURCHASE
ORDERS FOR VEHICLE RENTALS, UNIFORMS, AND FILbI PROCESSING FOR
4 THE SAN BERNARDINO POLICE DEPARTMENT.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7 SECTION 1. That Toyota of San Bernardino, Budge[ Rentals and Enterprise Rentals
$ are the selected source vendors for the Police Department's vehicle rental needs. Pursuant to
9 this determination, the Purchasing Manager is hereby authorized and directed to increase [he
10 1 annual purchase orders to Toyota of San Bernardino in an amount not to exceed $15,000,
11I
Budget Rentals in an amount not to exceed $8,000, and Enterprise Rentals in an amount not to
12
exceed $8,000.
i3
14 SECTION 2. The Purchase Orders shall incorporate by reference this Resolution No.
• 15 2002-_. Bid Specification numbers are not available as these purchases are negotiated
16 purchases. The Purchase Order shall include the following language:
Lease/Rental of assorted late model vehicles to include light [nicks, vans, sport utility
18
vehicles and sedans. These vehicles are used during surveillance by the Vice and Narcotics
1~J
unit employees. The aggregate amounts of Purchase Orders for vehicle rentals are not to
20
21 exceed $31,000.
22 SECTION 3. That the Purchasing Manager is hereby authorized and directed to
23 increase the annual purchase order [o Long Beach Uniforms in an amount not to exceed
24 $50,000 for police uniforms.
20 SECTION Q. The Purchase Order shall incorporate by reference this Resolution No.
26
2002- ,Bid Specification F-02-17, and shall also include the following language:
27
• 28 + ~ ~ ~
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~Z ~Z `LZ-
.J .
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING INCREASES TO ANNUAL PURCHASE
• ORDERS FOR VEHICLE RENTALS, UNIFORMS, AND FILM PROCESSING FOR
3 THE SAN BERNARDINO POLICE DEPARTMENT.
4
Uniforms for all non-sworn positions (Dispatch, Records, Community Service Officers)
5
6 and specialized assignments for Police officers (Motors, BMET, SWAT, Narcotics and the
7 Mounted Enforcement Unit). ~
8 SECTION 5. That the Purchasing Manager is hereby authorized and directed to
9 increase the annual purchase to Sudden One-Hour Photo in an amount not to exceed $31,600.
10 SECTION 6. The Purchase Order shall incorporate by reference this Resolution No.
11
2002-_, Bid Specification F-O1-21 and shall include the following language:
12
13 For photographic services to include: Developing of film negatives, one hour service,
14 enlazgements and photo duplication not to exceed $31,600.
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• 28
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING INCREASES TO ANNUAL PURCHASE
• ORDERS FOR VEHICLE RENTALS, UNIFORMS, AND FILM PROCESSING FOR
3 THE SAN BERNARDINO POLICE DEPARTMENT.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5 and Common Council of the City of San Bernardino at a meeting thereof, held on the
6 _ day of , 2002, by the following vote, to wit:
7
Council Members: AYES NAYS ABSTAIN ABSENT
8
9 ESTRADA
10 LONGVILLE
11 MCGINNIS
12 DERRY
13 SUAREZ
14 ANDERSON
• 15
MCCAMMACK
1S
17
lg City Clerk
19 The foregoing ordinance is hereby approved this _ day of , 2002.
20
21 ~
Judith Valles, Mayor
22 City of San Bernardino
Approved as to
23 Form and legal content:
24 JAMES F. PENMAN,
25 City Attorney
27
• 28
FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT
RESOLUTION AGENDA ITEM TRACHING FORM
Meeting Date (Date Adopted): iZ Z-OZ Item # ~ Resolution # ~riOZ-
Vote: Ayes 3'~ Nays ~7 Abstain ~ Absent
Change to motion to amend original documents: °'-
Reso. # On Attachments: ~--^ Contract term: NulWoid After:
Note on Resolution of Attachment stored separately:_
Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY By:
Date Sent to Mayor: J 2-3~~2- Reso. Log Updated: ?
Date of Mayor's Signature: iL 4-02- Seal Impressed: ?
Date ofClerk/CDC Signature: 12-.5"02
Date t for Signature: See Attached: Date Returned: r
60 Day Reminder Letter Sent on 30th a See Attached: _
90 Day Reminder Letter Sent on 45th day: ttached:
Request for Council Action & Staff Report Attached: Yes f No By
i
Updated Prior Resolutions (Other Than Below): Yes _ No ,~ By I
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes No By
Updated CDC Personnel Folders (5557): Yes No By
Updated TrafSc Folders (3985, 8234, 655, 92-389): Yes _ No >/ By
Copies Distributed to: ff
City Attorney ~ Code Compliance Dev. Services EDA Finance ? MIS I
Parks & Rec. Police _~/ Public Services Water Others: ~
i
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term etc )
Ready to File: Date: 2 -(a"~~ '
Revised O 1 / l2/0l
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