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Home My WebLink About32-Police Department CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Dept: Police Department r'" .', ... . . September 13, 200 h j ...., , . .,\ L Subject: Resolution of the Mayor and Common Council Authorizing the Execution of Annual Purchase Orders to Provide Ammunition, Uniforms and Laboratory Evidence Analysis for the San Bernardino Police Department From: Lee Dean, ChiefofPo1ice Date: Synopsis of Previous Council Action Resolution #2000-176, ratified on June 19,2000. Recommended Motion: Adopt Resolution ~~ MICHAEL A. BILLDT, ASST, CHIEF OF POLICE Contact person: Capt. Robert Curtis Phone: 384-5606 Supporting data attached: Yes Staff ReportJResolution Ward: All FUNDING REQUIREMENTS: Amount: $94,200 Source: 001-213-5111 001-216-5111 001-217-5111 001-224-5111 001-215-5505 $ 4,100 Materials & Supplies 58,000 Materials & Supplies 3,350 Materials & Supplies 53,000 Materials & Supplies 25,000 Prof. Contract. Svs. Council Notes: Finance 'i2.<:so .,p "2<xJ h3o'l 10 /J/Ju- Agenda Item No, 3a- CIlY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBTECT Resolution of the Mayor and Common Council Authorizing the Execution of Annual Purchase Orders to Provide Ammunition, Uniforms and Laboratory Evidence Analysis for the San Bernardino Police Department. BACKGROUND The Police Department is requesting that the Mayor and Common Council authorize annual purchase orders for the provision of ammunition, uniforms and laboratory evidence analysis. The amounts of the annual purchase orders are based on prior year expenditure levels and forecasted Department needs. The annual expenditures for each of these services are estimated to exceed $25,000. The award amounts of the annual purchase orders are based on the vendors' pricing. Ammunition Annually, the Police Department purchases ammunition for police officers, reserve police officers, City Attorney investigators, and Fire Department arson investigators assigned to carry City-issued firearms. Additionally, ammunition is purch~ed for quarterly firearms qualifications at the Perris Hill Pistol Range, San Bernardino Basic Law Enforcement Academy, and POST Advanced Officer Training courses. Range qualification ammunition is included for police officers from California State University San Bernardino, and San Bernardino City Unified School District that contract to use the City's pistol range. On June 28, 2001, Notices of Invitation for Bids, were sent to 17 vendors, the San Bernardino Chamber of Commerce, and advertised in the Sun newspaper and on the City's Web site. Four responses were received. Dooley Enterprise submitted a complete bid with costs for every required item. Adamson Industries and Allstate Police Equipment submitted incomplete bids, bidding on only some of the required items. San Diego Police Equipment responded with a NO BID. Based on pricing, Dooley Enterprises had the lowest bid. (BID#: F-02-18) Vendor Location Cost Dooley Enterprise Adamson Industries Allstate Police Equipment Anaheim, CA Costa Mesa, CA Pomona, CA $28,400 (projected usage as needed) Incomplete Bid Incomplete Bid Laboratory Evidence Analysis In FY 00/01, the San Bernardino County Sheriff's Department notified us that their Crime Lab would no longer be able to analyze blood and urine specimens for suspected narcotics use. As a result, the annual purchase order with Bio T ox Laboratories was increased to cover these new services. BioTox Laboratories and the DO] Crime Lab in Riverside, CA are the only vendors recognized by the courts to provide specialized law enforcement testing, analysis of blood and urine evidence and expert court testimony. Their costs are competitive with each other; however, BioTox Laboratories provides pick-up of the evidence at the central police facility saving investigators hundreds of hours of time annually transporting evidence to the vendor's address. The Department requests an exemption to the formal bid process, pursuant to Section 3.04.070 (I) (1) of the San Bernardino Municipal Code, entitled "Negotiated Purchases." The Department requests that BioTox Laboratories be awarded a one-year contract in the amount of $25,000 for FY 01/02 with two single-year renewal options. Uniforms 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 dass "A" and "B" uniforms. The non-sworn positions include Dispatchers, Community Service Representatives, and Police Records Clerks. Specialized assignments for police officers include Motors, Bicycle Mounted Enforcement Team (B-MET), Multiple Enforcement Team (SWAT), and narcotics. The recommended vendor was selected based on a representative sampling of uniforms and pricing to detennine the most cost advantageous bid. On June 13, 2001, Notices of Invitation for Bids (BID #F-02-17), were sent to eight (8) vendors, the San Bernardino Chamber of Commerce, and advertised in The Sun newspaper and on the City's Web site. On June 28, 2001, four vendors submitted bid responses. Inland Uniforms was the only vendor that submitted bids on all required ~niform items. ATC Uniforms, Greenwoods Uniforms and Outdoor Outfits submitted incomplete bids, bidding on only some of the required items. Our employees respond to the selected vendor to be fitted and pick up new issue and replacement uniforms. The frequency and negative impact on our employees makes bifurcation of the contract impractical. The Department requests that Inland Uniforms be awarded a one-year contract in the amount of $40,800 for FY 01/02 with two single-year renewal options. Vendor Location Cost Inland Uniforms Riverside, CA $3,091 (representative cost for one of each required uniform) Incomplete Bid Incomplete Bid Incomplete Bid Greenwoods Uniforms A TC Uniforms Outdoor Outfits San Bernardino, CA Long Island City, NY Toronto, Canada FINANCIAL IMPACT The Police Department's approved budget for FY 01/02 includes $123,200 in funding for the following items. Ammunition: $23,000 4,400 1.000 $28,400 Account 001-224-5111 Account 001-216-5111 Account 001-215-5111 Total Evidence analysis: Uniforms: RECOMMENDATION Adopt resolution. $25,000 $ 4,100 1,950 1,400 3,350 30,000 $40,800 Account 001-215-5505 Account 001-213-5111 Account 001-215-5111 Account 001-216-5111 Account 001-217-5111 Account 001-224-5111 Total .\ ,,-- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 '- ,,- ~ ,- '-' ~tRF!V \....0 \_ .,. ~/ LJ RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF ANNUAL PURCHASE ORDERS TO PROVIDE AMMUNITION, LABORATORY EVIDENCE ANALYSIS, AND UNIFORMS TO BE UTILIZED BY THE CITY OF SAN BERNARDINO POLICE DEPARTMENT BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1: That the Purchasing Manager is hereby authorized and directed to issue an annual purchase order to Dooley Enterprise in an amount "not to exceed" $28,400 for ammunition as a result of bid No. F-02-l8. SECTION 2: That BioTox Laboratories is the selected source for the Police Department's laboratory evidence analysis needs. Pursuant to this determination, the Purchasing Manager is hereby authorized to issue annual purchase orders, with two single- year renewal options, to BioTox Laboratories in an amount not to exceed $25,000 for FY '01102 for the Police Department's laboratory evidence analysis services. Future year renewal options shall be contingent upon funds being approved in the City's budget for this service. SECTION 3: That the Purchasing Manager is hereby authorized and directed to issue annual purchase orders, with two single-year renewal options, to Inland Uniforms in an amount not to exceed $40,800 for FY '01/02 for the Police Department's uniform needs. Future year renewal options shall be contingent upon funds being approved in the City's budget for this service. III III III III <-tt. .JO (DI(!~/ - ,- '- ;"",..... '-' 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF ANNUAL PURCHASE ORDERS TO PROVIDE AMMUNITION, LABORATORY EVIDENCE ANALYSIS AND UNIFORMS TO BE UTILIZED BY THE CITY OF SAN BERNARDINO POLICE DEPARTMENT I HEREBY CERTIFY that the foregoing resolution was adopted by the Mayor and Common Council of the City of San Bernardino in a meeting thereof, held on _ day of ,2001, by the following vote, to wit: Council Members Aves Navs Abstain Absent ESTRADA LIEN McGINNIS SCHNETZ SUAREZ ANDERSON McCAMMACK Rachel Clark, City Clerk The foregoing resolution is hereby approved this day of 2001. Judith Valles, Mayor Approved to as form and legal content: JAMES F. PENMAN City Attorney Bt" J,~ . ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 10- \--0 \ Item # Nays ..g.. 32. Resolution # Z(;(JI- 309 Abstain -G- Absent -e- Vote: Ayes 1-'1 Change to motion to amend original documents: - Reso. # On Attachments: - Contract term: - Note on Resolution of Attachment stored separately:-=- Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY Date Sent to Mayor: \0" 3,-0\ Date of Mayor's Signature: \0- "3 -G\ Date ofClerklCDC Signature: \0- ~-O , Date Memo/Letter Sent or 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: See Attached: ee Attached: See Attached: Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985, 8234, 655, 92-389): Copies Distribnted to: City Attorney / Code Compliance Dev. Services Parks & Rec. ,/" Public Services Water Police Notes: NullNoid After:- By: Reso. Log Updated: V / Seal Impressed: Date Returned: YesL No By Yes No v' By Yes No ,/ By - Yes No ,/ By Yes No 7 By EDA Finance ,/" MIS Others: 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: 1'l:::l:C...- Date: # Revised 01/1210 I