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Home My WebLink About18-Police Department '. 'CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date: October 13, 2000 Subject: Resolution of the City of San Bernardino authorizing the Purchasing Manger to increase the existing Annual Purchase Order to U.S. Armor from $20,000 to $74,941, to include the bid award amount associated with Threat Level II ballistic vests. Council Meeting Date: November 6, 2000 From: WAYNE HARP ASSISTANT CHIEF OF POLICE ?'....~.~~"'L ~ , .'" · " . " - "~'J; J .,; I' \. . ." - Dept: Police Synopsis of Previous Council Action Resolution # 2000-199, ratified 7-10-00, authorizing execution of an annual purchase order to U.S. Armorfor Threat Level III ballistic vests, and authorizing to re-advertise for bids for Threat Level II ballistic vests. Resolution #2000-176, ratified 6-19-00, awarding annual purchase orders to provide ammunition, ballistic vests and vehicle rentals. Recommended Motion: Adopt Resolution. WAYNE Contact person: Lieutenant Steve Jarvis Phone: 384-5690 Supporting data attached: Staff Report, Resolution Ward: All FUNDING REQUIREMENTS: Amount: TOTAL: $74,941 Source: 108-271-5111 $20,000 Materials & Sup. 001-224-5111 $45,000 Materials & Sup. 123-526-5111 $9,941 Materials & Supplies (BJA Vest Grant) ~~ mance Council Notes: Agenda Item NO.-1.i.-- J/11I1/)() '- CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution of the Gty of San Bernardino authorizing the Purchasing Manager to increase the existing Annual Purchase Order to U.S. Armor from $20,000 to $74,941, to include the bid award amount associated with Threat Level II ballistic vests. BACKGROUND The Police Department's adopted budget for FY 2000/01 contains $45,000 for Threat Level II (concealable) ballistic vests in Account #001-224-5111 and $20,000 for Threat Level III (tactical) vests in Account #108-271-5111 (Asset Forfeiture). Threat Level II vests are issued to police officers for everyday wear. Threat Level III vests will be stored in sergeants' m:uked police units and provided to Patrol Rifle Squad members during tactical deployment against large caliber and high powered firearms. On April 14, 2000, the Purchasing Manager issued RFQ #F-OI-03 soliciting bids for Threat Level II and Threat Level III vests. The awards for Threat Level II and Threat Level III ballistic vests were split between two vendors. The agenda item approving the purchase of Threat Level II vests from First Choice was inadvertently switched from First Choice to U.S. Armor. The Police Department subsequently learned through a testing process that First Choice was unable to meet the minimum specifications of the bid. In essence, First Choice did not have a lightweight, flexible, stab resistant/ballistic vest that met the California stab certification testing requirements. On July 10, 2000, the Gty Council authorized the execution of an annual purchase order to U.S. Armor for Threat Level III ballistic vests and to re-advertise for bids for Threat Level II ballistic vests. Purchasing issued Annual Purchase Order #201978 to U.S. Armor in the amount of $20,000, for Threat Level III ballistic vests. During the re-advertising of the Threat Level II ballistic vests, the Police Department received a Bureau of Justice Assistance (BJA) vest grant for $9,941 to purchase Threat Level II vests. The grant requires the Department to cover 50% of the cost of vests purchased with local funding. This increases the amount available for purchasing Threat Level II ballistic vests from $45,000 to $54,941. Summary of Bid: BID #: FOI-36 RECOMMENDED VENDOR: U.S. Armor SERVICE: Threat Level II Ballistic Vests AwardAmount: $54,941 On August 2, 2000, Notices of Invitation for Bids for RFQ #F-01-36 were sent to nine vendors, the San Bernardino Chamber of Commerce, advertised in The Sun newspaper and on the Gty's Web Page. On August 22, 2000, nine vendors responded with the following pricing. '. " Vendor U.S. Armor First Choice u.s. Armor Carmen's Uniforms Carmen's Uniforms Adamson's Industries Greenwoods Uniforms Adamson's Industries Adamson's Industries Aardvark Tactical Long Beach Uniforms Adamson's Industries Adamson's Industries Safariland WFMAE Vest Bid Eagle/USA 2-7 First Choice Millennium Plus V -Zero/PT2-73 Point BlankH17-2 Point Blank H17 -2 GT Safariland Zero-G Reliance Soft series Model ST2-0300 Safariland Zero-G Level II Second Change Tri Flex A26II Safariland (not stated) (Not Stated) XT-2 Second Chance Monarch Second Chance Ultima II No Bid No Bid Unit Cost $305.00 $352.00 $359.00 $389.95 $399.95 $420.00 $435.00 $455.00 $475.00 $507.70 $575.00 $576.00 $763.00 The costs and specifications of the bids were reviewed. The recommended vendor, U.S. Armor, bidding the Eagle/USA 2-7 met or exceeded all items called for in the specifications and had the lowest bid. The Police Department is requesting that the Mayor and Common Council authorize a change order increasing Purchase Order #201978 from $20,000 to $74,941. The initial Purchase Order covers only the $20,000 budgeted for Threat Level III vests. The increase of $54,941 will cover the purchase Threat Level II ballistic vests provided by General Fund and vest grant funding. The amount of the requested change order is based on prior year expenditures and forecasted department needs. Award of the purchase order is based on the vendor's pricing. FINANCIAL IMPACT Account Pm:pose Amount 108-271-5111 $20,000 Threat Level III vests 001-224-5111 Threat Level II vests 45,000 123-526-5111 Threat Level II vests 9,941 Total $74,941 RECOMMENDATION Adopt Resolution. 2 c c c 20 21 22 23 24 25 26 27 28 1 2 3 4 5 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO INCREASE THE EXISTING ANNUAL PURCHASE ORDER TO U.S. ARMOR FROM $20,000 TO $74,941, TO INCLUDE THE BID AWARD AMOUNT ASSOCIATED WITH THREAT LEVEL II BALLISTIC VESTS. 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the 6 _dayof , 2000, by the following vote, to wit: 7 Council Members: AYES NAYS ABSTAIN ABSENT 8 9 10 11 12 13 ESTRADA LIEN MCGINNIS SCHNETZ SUAREZ 14 ANDERSON 15 MCCAMMACK 16 17 18 19 City Clerk 2000. The foregoing resolution is hereby approved this day of Approved as to Form and legal content: JAMES F. PENMAN, :~~,~ N ber 20, 000 Judith Valles, Mayor City of San Bernardino 2 ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): / /- b ~() Vote: Ayes 1-':-; Nays Change to motion to amend original documents: Item # />l 9- Abstain Resolution # .0 - C2D 0 c) - ;:)2-0 Absent . 0 -. Reso. # On Attachments: - Contract term: NullNoid After: Date Sent to Mayor: / / - f .-()CJ Date Returned from Mayor: Date of Clerk's Signature: I/-f(' --0 0 Reso. Log Updated: /I-R-o 0 V Date of Mayor's Sig7: Seal Impressed: 11-1'.-0 () Date Memo Sent to Department for Signature: See Attached: Date Returned: Date Letter Sent to Outside Party for Signature: 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: See Attached: See Attached: See Attached: Date Returned: Note on Resolution of Attachment stored separately: _ Direct City Clerk (circle I): PUBLISH, POST, RECORD W/COUNTY Date: 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): Yes Yes ./ No No .,r No ,/ No V N07 By_ By_ By_ By_ By_ Yes Yes Yes Copies Distributed to: City Attorney V Parks & Rec. Code Compliance Dev. Services Police \./' Public Services Water EDA Finance V MIS Others: 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: V Date:I/-f~C1cP ~