The URL can be used to link to this page

Home My WebLink About22-Police Department , OTY OF SAN BERNARDINO - REQUEST FOR COUNOL ACTION From: Michael A Billdt, Assistant Chief of Police OR\G\NAL Subject: Resolution of the Mayor and Common Council of the Gty of San Bernardino authorizing the Purchasing Manager to issue annual purchase orders to Law Enforcement Medical Services, Inc. for evidence collection, Adamson Industries for ballistic vests and to increase annual purchase order 205388 to Steno Solutions for transcription outsourcing from $24,999 to $50,000. Meeting Date: November 15, 2004 Dept: Police Department Date: November 4, 2004 Synopsis of Previous Council Action Resolution # 2003-303 approved on November 20, 2003 authorizing annual purchase orders to Law Enforcement Medical Services, Sudden Photo Imaging and Long Beach Uniforms. Resolution # 2002-377 approved on December 4,2002 authorizing an annual purchase order to Steno Solutions. Resolution # 2001-377 approved on December 19, 2001 authorizing an annual purchase orderto U.S. Armor. Resolution # 2000-354 approved on December 20, 2000 authorizing an annual purchase order to Law Enforcement Medical Services. Recommended Motion: Adopt Resolution. 0nw4tfhlu- MICHAEL A. BILLDT, ASSISTANT CHIEF OF POLICE Contact person: Captain Steve Klettenberg Phone: 384-5606 Supporting data attached: Yes Staff Report/Resolution Ward: All FUNDING REQUIREMENTS: Amount: $169,300 SOURCE: 001-220-5505 $82,300 Other Prof. Services 001-222-5505 $50,000 Other Prof. Services 001-224-5111 $32,000 Materials & Supplies 123-779-5505 $5,000 Other Prof. Services Council Notes: 12.:E:s,o ~ '2.CP'\ - 3:, a Finance I/lloflJl AgendaltemNo. ~A OTY OF SAN BERNARDINO - REQUEST FOR COUNOL ACTION ST AFF REPORT SUBJECT Resolution of the Mayor and Olmmon Oluncil authorizing the execution of annual purchase orders to Law Enforcement Medical Setvice Inc. for evidence collection, Adamson Industries for ballistic vests and to increase the annual purchase order to Steno Solutions for transcription outsourcing from $24,999 to $50,000. BACKGROUND The Police Department is requesting that the Mayor and Olmmon Oluncil authorize annual purchase orders for evidence collection, transcription outsourcing and ballistic vests. The amounts of the annual purchase orders are based on prior year expenditure levels, forecasted department needs and the vendor's pricing. The annual expenditures for each of these services will exceed $25,000. E vidence Collection Resolution 2003-303 ratified on November 20, 2003 authorized the Purchasing Manager to issue a service agreement to Law Enforcement Medical Services Inc. in an amount not to exceed $73,500 for FY 2003-04. L.E.M.S (Law Enforcement Medical Services, Inc.) currently provides evidence collection for the San Bernardino Olunty Sheriff and all other police agencies in San Bernardino Olunty. LEMS was the sole responder to City of San Bernardino bid F-01-46 and the San Bernardino Olunty bid approved by the Olunty Board of Supervisors on October 19,2004. Because LEMS was the sole responder to these bids and the sole provider of these services, the San Bernardino Police Department has opted to take advantage of an open competitive bid by the San Bernardino Olunty Sheriff Department that selected LEMS for evidence collection. Olmparison of contract prices with respect to historical usage indicates that the expenditures for evidence collection will total approximately $87,250 for FY 2004-05. Projections based on the current volume of service suggest that the expenditures for evidence collection will not exceed $92,500 by FY 2007-08. The Police Department Support Services budget for FY 2004-05 includes $82,300 for evidence collection. Additionally, the Police Department received a $215,424 grant from the State of California Office of Traffic Safety for the "San Bernardino Traffic Enforcement program". A key component of this grant is to conduct 12 D.D.I.ISeat belt checkpoints during FY 2004-05 averaging 12 blood draws per checkpoint for an estimated cost of $5472. The STEP II grant will cover $5000 in expenses for the blood draws associated with these arrests. Due to these circumstances, we recommend that the Mayor and Olmmon Oluncil approve the funding for evidence collection in an amount not to exceed $92,500 and authorize an annual purchase order to Law Enforcement Medical Services, Inc., with three single-year renewal options. Transcription Outsourcing The Police Department maintains a transcription unit for the purpose of transcribing taped Police reports. There are presently two full-time and nine part time positions. The part time employees are limited to only 1000 hours per year, which equates to 19 1h hours per week For the past four years, the Police Department has utilized Steno Solutions of Corona, CA to assist the Transcription Unit during peak workloads or staffing shortages. The Police Department's approved FY 2004-05 budget includes $50,000 for transcription outsourcing in account # 001-222- 5505. On August 27, 2004 the Purchasing Manager issued purchase order 205388 to Steno Solutions for $24,999. Steno Solutions presently transcribes 240 reports per month at a cost of $15.00 per report. Increasing purchase order 205388 from $24,999 to $50,000.00 would encumber adequate funding to meet the projected usage and eliminate the disruption of transcription service. Because of the rapid accumulating backlog and the necessity to reduce it, there was no formal solicitation to the Imitation to Bid process. However, a telephone surveywas conducted on September 28,2004 with three other transcription and court reporting agencies. Steno Solutions (Corona, CA)-$15.00 per report. No charge for pick up and delivery. California Deposition Reporters, Inc. (Stockton, CA) - They do not do Police transcriptions. Jilio & Associates (Costa Mesa) - $4.00 per page with a $25.00 minimum per document. Patrick Audrey Reporting Service (San Bernardino, CA) -- $5.00 per page, plus a $25.00 per hour listening fee and a $40.00 processing/delivery fee. As the most cost effective option, we recommend that the Police Department continue using Steno Solutions for transcription outsourcing and that the Mayor and Common Council approve an increase to the FY 2004-05 purchase order from $24,999 to $50,000. Ballistic Vests Each year the Police Department estimates the number of new and replacement ballistic vests that will be needed for both police officers and reserve officers. The vests have a life span of five years and are replaced as they expire and are no longer under warranty by the manufacturer. Vests containing the material Zylon@ were excluded from the bid process due to documented vest failures jeopardizing officer safety. On April 22, 2004, Notices of Invitation for Bids (F-05-007) were sent to five vendors, the San Bernardino area Chamber of Commerce and advertised on the Gty web site and in the Sun Newspaper. On May 17, 2004 (4) four vendors submitted bid responses; Aardvark Tactical, Adamson Industries, Galls Inc and Greenwoods Uniforms. Each bidder submitted a bid on low, medium and high price vests. On June 16,2004 a panel of knowledgable Police personnel met with each of the vendors to evaluate the vests that were offered on bid F-05-007. The Police Department panel selected the "Second Chance Monarch II" vest from the varieties that were offered. The bids for the Second Chance Monarch II vest are summarized as follows: ADAMSON INDUSTIES AARDVARK TACTICAL GALLS, INC GREENWOODS UNIFORMS $465.00 Did not bid Second Chance Monarch II brand Did not bid Second Chance Monarch II brand $550.00 The Police Department recommends that the Mayor and Common Council authorize an annual purchase order to Adamson Industries of Los Alamitos, CA in an amount not to exceed $32,000 for the 2004-05 fiscal year with three optional renewal years FINANCIAL IMPACf The Police Department's approved General Fund budget and S.T.E.P. grant expenditure plan for FY 2004-05 includes $169,250 in funding for the following materials and services. Evidence Collection TOTAL $82,300 $ 5000 $87,300 001-220-5505 123-779-5505 Transcription Outsourcing $50,000 $32,000 001-222-5505 Ballistic Vests 001-224-5111 RECOMMENDATION Adopt resolution. . . 1 2 3 4 5 6 7 8 9 10 11 R~~~L RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF ANNUAL PURCHASE ORDERS FOR EVIDENCE COLLECTION, BALLISTIC VESTS Al\D TO INCREASE THE ANNUAL PURCHASE ORDER FOR TRANSCRIPTION OUTSOURCING FROM $24,999 TO $50,000 TO BE USED BY THE SAN BERNARDINO POLICE DEPARTMENT. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BER.l\JARDINO AS FOLLOWS: SECTION 1. That the Purchasing Manager is hereby authorized and directed to issue an annual purchase order for FY 2004-05 with three optional renewal years to Law Enforcement Medical Specialists, located in Fontana, CA, for evidence collection in an amount 12 "not to exceed" $92,500. 13 14 SECTION 2. That the Purchasing Manager is hereby authorized and directed to increase annual purchase order 205388 to Steno Solutions located in Corona CA. from $24,999 15 to $50,000 for FY 2004-05 with three single-year renewal options. 16 17 18 19 20 21 SECTION 3. That the Purchasing Manager is hereby authorized and directed to issue an annual purchase order for FY 2004-05 with three optional renewal years to Adamson Industries, located in Los Alamitos, CA, for ballistic vests in an amount "not to exceed" $32,000 per bid F-05-007. 22 I 23 I 24 25 26 ! 27 28 YlD.2/L II//~~P I 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 I 19 20 21 22 23 24 25 26 :! 28 RESOLlJTlON OF THE i\lA YOR AND COMMON COUNCIL OF THE CITY OF SA:\' BERl\ARDINO Al1THORIZI~G THE EXECUTION OF ANl\lTAL PCRCHAS[ ORDERS FOR EVIDENCE COLLECTION, BALLISTIC VESTS Al'iD TO I~CREAS[ THE ANNlTAL PVRCHASE ORDER FOR TRANSCRIPTION OUTSOURCI:\G FROM S24,999 TO S50,OOO. I HEREBY CERTifY that the foregoing Resolution was duly adopted by the lv1ayor and Common Council of the City of San Bernardino at a meeting thereof. held on the day 0 f . 2004. by the following vote. to wit: Councill\lembeb: ABST Ali\ ABSE~T AYES NAYS ESTR.L\DA LOI\GVILLE MCGlNI\IS DERRY KELLEY JOHN S 00J MCCAivl!\1ACK Rachel G. Clark, CIty Clerk The foregoing resolution is hereby approyed this day of ,2004. Judith Valles, Mayor ;lY ()fSan Bernardino Approyed as to Form and legal content: J.\MES F. PENMAN. C it y A tt()rne~ 11 ? Ie il.:~.~ U II