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Home My WebLink About20-Police Department ~ . . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Michael Billdt, Assistant Chief of Police Dept: Police Department Date: October28,2003 ORlGiNAl 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, Sudden Photo Imaging for photographic services and Long Beach Uniforms for Police Department uniforms. Meeting Date: November 17, 2003 Synopsis of Previous Council Action Resolution #2002-375 approved on December 4, 2002 authorizing annual purchase orders to Sudden One Hour Photo, Long Beach Uniforms, Toyota of San Bernardino and Enterprise Rentals. Resolution #2001-309 approved on October 3, 2001 authorizing annual purchase orders to Bio Tox Labs, Dooley Enterprises and Inland Uniforms. Resolution #2000-354 approved on December 20, 2000 authorizing an annual purchase order to Law Enforcement Medical Services. Recommended Motion: Adopt Resolution. MICHAEL BILLDT, ASSISTANT CRIEF OF POLICE Contact person: Captain Robert Curtis Phone: 384-5606 Supporting data attached: Yes Staff Report/Resolution FUNDING REQUIREMENTS: Amount: SOURCE: Council Notes: ~<::..() ~ -u::ac'3 ~ 0Cl 'A, Ward: All $150,180 001-220-5505 $63,500 Other Prof. Services 123-577-5505 $10,000 Other Prof. Services 001-219-5111 $30,000 Materials & Supplies 001-215-5111 $800 Materials & Supplies 001-225-5111 $800 Materials & Supplies 001-224-5111 $40,000 Materials & Supplies 001-217-5112 $2,650 Small Tools & Equip 001-215-5111 $2,430 Materials & Supplies Finance Agenda Item No. ;) 0 11/17/03 '. CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution of the Mayor and Common Council authorizing the execution of annual purchase orders to Law Enforcement Medical Service Inc. for evidence collection, Sudden One Hour Photo for photographic services and Long Beach Uniforms for employee uniforms for the San Bernardino Police Department. BACKGROUND The Police Department is requesting that the Mayor and Common Council authorize annual purchase orders for evidence collection, photographic services and uniforms. 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. Evidence Collection Resolution 2000-354 approved on December 20,2000 authorized the service agreement to Law Enforcement Medical Services Inc. in an amount not to exceed $58,750 annually with three single-year renewal options. L.E.M.5 (Law Enforcement Medical Services, Inc.) was the sole responder to bid F-01-46. The annual purchase order amount for FY 2003-04 reflects a rate increase by L.E.M.S. due to increased costs for liability, malpractice and workers compensation insurance as well as salary increases. L.E.M.S. is currently the sole provider for this service within the San Bernardino County. Price Price Projected Cost Quoted 11/7/00 Effective 4/1/03 Usal;e FY 2004 Blood draw $25 $35 760 $26,600 Blood draw (dry) $10 $25 30 $750 Urine sample $0 $25 19 $475 Sexual exam (victim) $400 $400 100 $40,000 Exam-suspect $105 $200 24 $4,800 Exam dry run (suspect) $50 $50 5 $250 Exam dry run (victim) $50 $50 5 $250 T aser dart removal $0 $75 5 $375 Comparison of the new prices with respect to historical usage indicates that the expenditures for evidence collection will total approximately $73,500 for FY 2003-04. Additionally, the Police Department received a $205,000 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 18 D.U.I./Seat belt checkpoints during FY 2003-04 averaging 12 blood draws per checkpoint for an estimated additional cost of $7,560. The STEP grant will cover expenses for the additional blood draws associated with these arrests. Due to these circumstances, we recommend that the Mayor and Common Council approve the increased funding for evidence collection from $58,750 to $73,500 and authorize an annual purchase order to Law Enforcement Medical Services in the amount of $73,500 for this service. Evidence collection will be open for competitive bid in FY 2004-2005. ,- '. Film Processing Each year the Police Department's Identification Unit, Rental Housing Unit and VicelNarcotics Unit utilize the services of an outside photo developing vendor. These services include developing negatives, reproduction of prints, enlargements and one hour service. Because a majority of the negatives and reproductions are evidence for use in the prosecution of cases, the photo developing staff must successfully pass the Police Department background screening. Additionally, the geographic location and proximity of the vendor to the central police facility are of great importance to maintain rapid service and reduce employee drive time. On July 11, 2003, Notices of Invitation for Bids (F-04-021) were sent out to (6) six vendors, the San Bernardino area Chamber of Commerce and advertised on the City web site and in the Sun Newspaper. The only respondent was the current vendor Sudden Photo Imaging, located on 2nd Street in San Bernardino. Prices quoted (Bid F-04-021) are consistent with previous years. A minimal 10% increase applies to specialized services (digital processing enlargements). We recommend that the Mayor and Common Council authorize an annual purchase order to Sudden Photo Imaging in the amount of $31,600 for this service. 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 Oass "A" and "B" uniforms. Non-sworn positions include Dispatchers, Community Service Officers, I.D/Property Technicians and Police Records Technicians. Specialized assignments for police officers include Motors, Bicycle Mounted Enforcement Team (B-MEl), Multiple Enforcement Team (SWAl), and Narcotics. OnJuly 11, 2003, Notices of Invitation for Bids (F-04-023) were sent to five vendors, the San Bernardino area Chamber of Commerce and advertised on the City web site and in the Sun Newspaper. On July 31,2003 (4) four vendors submitted bid responses; Long Beach Uniforms (DBA Galls and Inland Uniform), Greenwoods Uniforms, Image First and Uniwear. Uniwear of Los Angeles, CA and A.T.C. Uniforms of Long Island City, NY were rejected due to geographic location and incomplete bids. The lowest aggregate bid for the two remaining vendors was calculated as pricing for uniform components varied between vendors. Based on historical purchases, our current vendor, Long Beach Uniforms of Riverside, CA, submitted the lowest aggregate bid for the quantities typically ordered. PERCENT VENDOR LOCATION AGGREGATE ABOVE TOTALS LOW BID Long Bea U'onns 2225 Kansas Ave $33,752 Low Bid Riverside, CA 92507 Greenw 115 So ESueet $36,961 +9.50% San Bernardino, CA 92401 Uniwear 3200 S. G Ave. Rej NA Los Aogeles, CA 90007 A T.e. U . orms 43-58 11 Street Reje NA Long Island at}', NY 11101 , . The Police Department recommends that the Mayor and Common Council authorize an annual purchase order to Long Beach Unifonns of Riverside, CA in an amount not to exceed $50,000. We do not recommend that the purchase order be split between two vendors as this would require our employees to drive to two separate locations to be fitted for and pick up unifonns. Additionally, this would cause an increase in costs of administering the purchase orders (processing invoices, tracking uniform requests, etc.) for both the Police and Finance departments. FINANCIAL IMPACT The Police Department's approved General Fund budget and S.T.E.P. grant expenditure plan for FY 03/04 includes $150,180 in funding for the following materials and services. Evidence Collection $63,500 $10.000 $73,500 TOTAL Photographic Services $30,000 $ 800 $ 800 $31,600 TOTAL Unifonns $40,000 $2650 illiQ $45,080 TOTAL RECOMMENDATION Adopt resolution. 001-220-5505 123-577-5505 001-219-5111 001-215-5111 001-225-5111 001-224-5111 001-217-5112 001-215-5111 ,-------- . , 1 . 2 3 4 5 6 7 8 9 10 I, 11' iI 13 14 15 16 17 18 19 20 21 22 23 24 25 26 . 27 . rFOf5)~ RESOLUT~ ~ r L RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF ANNUAL PURCHASE ORDERS TO LAW ENFORCEMENT MEDICAL SERVICES, INC. FOR EVIDENCE COLLECTION, SUDDEN PHOTO IMAGING FOR PHOTOGRAPHIC SERVICES AND LONG BEACH UNIFORMS FOR EMPLOYEE UNIFORMS TO BE UTILIZED BY THE SAN BERNARDINO POLICE DEPARTMENT. BE IT RESOLVED BY THE MAYOR AND COMMON COlJNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That the Purchasing Manager is hereby authorized and directed to issue , "Hrchase order to Law Enforcement Medical Specialists, located in Fontana, CA, . .lcction in an amount "not to exceed" $73,500 for FY 2003-2004. nON 2. That the Purchasing Manager is hereby authorized and directed to issue an annual purchase order with three single-year renewal options to Sudden Photo Imaging, located in San Bernardino, CA, for photographic services in an amount "not to exceed" $31,600 per bid F-04-02L Future 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 an annual purchase order with three single-year renewal options to Long Beach Uniform. located in Riverside, CA, in an amount not to exceed $50,000 for FY 2003-04 per bid F-04- 023 for the Police Department's uniform needs, Future renewal options shall be contingent upon funds being approved in the City's budget for this service, 28 /Z.{y. ;yf) , , ,. -, ~ . ~ . e e 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF ANNUAL PURCHASE ORDERS TO LAW ENFORCEMENT MEDICAL SERVICES, INC. FOR EVIDENCE COLLECTION, SUDDEN PHOTO IMAGING FOR PHOTOGRAPHIC SERVICES AND LONG BEACH UNIFORMS FOR EMPLOYEE UNIFORMS TO BE UTILIZED BY THE SAN BERNARDINO POLICE DEPARTMENT. I 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 , 2003, by the following vote, to wit: _ day of Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA L1EN-LONGVILLE MCGINNIS DERRY SUAREZ ANDERSON MCCAMMACK Rachel G. Clark, CIty Clerk 21 The foregoing resolution is hereby approved this day of ,2003. 22 23 24 25 26 27 28 Judith Valles, Mayor City of San Bernardino Approved as to Form and legal content: <>,' ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 1 \ - I ')- 03 Item # Vote: Ayes 1-', Nays-er 7JJ Resolution # Abstain 9 LOO s- .:303, Absent ..fa- 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 NulVVoid After: - By: - Date Sent to Mayor: I \r l q -0':>., Date of Mayor's Signature: ,1- zo'03 Date ofClerk/CDC Signature: 1\--lC"C3, Reso. Log Updated: ..-/ Seal Impressed: . ........-- See Attached: See Attached: See Attached: ----------- Date Returned: ,- Date Memo/Letter Sent for Signature: 60 D~der1,etterS"nt on_~~t~ day: 90 Day Reminder Letter Sent on 45th'day:---___ 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 /' No No-L No ,/ No ,/ NoL Yes Yes Yes Yes Copies Distributed to: City Attorney / Parks & Rec. Code Compliance Dev. Services Police / Public Services EDA Finance - MIS Water 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.l Ready to File:_ Date: Revised 01/12/01