HomeMy WebLinkAbout21-Police Department
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Michael A. Billdt,
Chief of Police
Subject: Resolution of the Mayor and
Common Council of the City of San
Bernardino authorizing the Purchasing
Manager to issue an annual purchase
order to Galls, Inc. to provide employee
uniforms during FY 2007-08 in an amount
not to exceed $50,000 with two renewals at
the City's option.
Dept: Police Department
Date: November 21, 2007
MICC DATE: December 3, 2007
Synopsis of Previous Council Action
Resolution 2003-303 approved November 20, 2003 authorizing a purchase order with Galls, Inc.
Resolution 2002-375 approved December 4,2002 authorizing a purchase order with Galls, Inc.
Resolution 2001-309 approved October 3, 2001 authorizing a purchase order with Galls, Inc.
Recommended Motion:
Adopt Resolution.
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MICHAEL A. BILLDT, CHIEF OF POLICE
Contact person:
Captain Ted Henson
Phone: 384-5609
Supporting data attached: Yes Staff Report/Resolution
Ward: All
FUNDING REQUIREMENTS: Amount:
$35,550
SOURCE:
001-223-5111
001-224-5111
$5,550
$30,000
Council Notes:
Finance
Agenda Item No.~
/d.-J3/07
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
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STAFF REPORT
SUBJECT
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the Purchasing
Manager to issue an annual purchase order to Galls, Inc not to exceed $50,000 to provide employee uniforms
for the San Bernardino Police Department during FY2oo7-08 with two renewals at the City's option.
BACKGROUND
Each year the Police Department purchases a variety of uniforms for non-sworn personnel as well as police
officers assigned to specialized assignments who are required to wear uniforms outside of the traditional Class
"A" and "B" uniforms. Non-sworn positions include Dispatchers, Community Service Officers, Forensic
Technicians and Police Records Technicians. Specialized assignments for police officers include Motors,
Bicycle Mounted Enforcement Team (B-ME1), Multiple Enforcement Team (SW A 1), and Narcotics.
On Apri125, 2007, Request for Quote F-07 -033 was mailed to (7) vendors and advertised on the City web
site, with the San Bernardino Chamber of Commerce and in the San Bernardino Sun newspaper. Galls, Inc.
of Riverside, California and Greenwoods Uniforms of San Bernardino, California were the only vendors that
submitted bid proposals.
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Bid proposals received from both Galls and Greenwoods included a number of uniform components that
were marked 'No Bid' or were not bid 'As Specified'. As a result, on October 5, 2007, a supplemental
questionnaire was faxed to both vendors requesting additional information on these items. Upon receipt of
the vendor responses a cost comparison matrix was developed using ~ those uniform components that
were bid 'as specified' by both vendors to complete a fair review of the proposed bids. Quantities of each
uniform item were based on actual FY 2006-07 purchases.
Greenwoods Uniforms of San Bernardino received a 1% local vendor preference, however the result
summarized below shows that Galls, Inc. bid is approximately $2800 less than Greenwoods Uniforms. It
must be noted that bid totals represented in this matrix are substantially lower than actual annual expenditures
because the matrix does not include every uniform item. Actual expenditures in FY 2006-07 totaled $26,875.
FY 2007-08 UNIFORM BID GREENWOODS GALLS
Sub Total $19,629.10 $ 16.627.80
Local Vendor Preference -1% $ (196.29) -
BID TOTAL $19,432.81 $ 16,627.80
Uniform expenditures are projected to exceed $30,000 in FY 2007-08 due to the hiring of 17 sworn and 7
non-sworn employees and new contract pricing. The purchase order limit is established at $50,000 to create a
ceiling that is adequate to meet the uniform needs of the Police Department's "Combined Hiring Plan". This
plan adds a total of 50 positions to the Police Department's total authorized personnel over a three-year
period ending 2008-09.
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Bid specifications clarify that the purchase order would not be split between two or more vendors as this
would require employees to drive to two separate locations (on their own time) to be fitted for and later pick
up uniforms. Additionally, splitting the purchase order would increase the time and cost to administer the
purchase orders (processing invoices, tracking uniform requests, etc.) for both the Police and Finance
departments. It is therefore recommended that the purchase order be awarded to one vendor only.
Galls, Inc has provided the San Bernardino Police Department with employee uniforms since 2001. Based on
pricing and completeness of bid, the Police Department requests an annual purchase order to Galls, Inc of
Riverside California to provide employee uniforms during FY 2007-08 in an amount not to exceed $50,000
with two optional renewal years. The City has the option of renewing the contract with Galls Inc if satisfied
with the quality of apparel, customer service and pricing.
FINANCIAL IMPACT
The Police Department's FY 2007-08 approved General Fund budget includes a total of$35,550for the
purchase of employee uniforms in the following accounts:
Amount
$ 5,550
$30,000
Di,'ision
1Ieasure Z
Personnel & Training
Account Number
001-223-5111
001-224-5111
RECOMMENDATION
Adopt resolution.
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