REPORT TO COUNCIL
SUBJECT
Title
Authorization to Modify an Existing Contract for Public Safety Uniforms and Related Equipment (F14-65)
Report
BACKGROUND
Approval is requested to modify an existing contract with Summit Uniforms of San Jose to increase the value by $168,000, to a new total of $492,000, in order to outfit existing public safety staff and new recruits with uniforms and related equipment.
The Department of Public Safety provides uniforms and related equipment for Public Safety Officers pursuant to the City's Memorandum of Understanding (MOU) with the Public Safety Officers Association and in compliance with the Department of Public Safety General Orders Manual. Uniforms are also provided to some non-sworn employees working in support functions such as Animal Control, Crime Prevention, Property and Evidence, and Records. Recently, staff in the Division of Fire & Environmental Services have become uniformed, as have the Community Services Officers of the Police Operations Division. In additional to uniforms, items purchased from Summit Uniforms include gun holsters, gun belts, batons, handcuffs, and ballistic vests.
ENVIRONMENTAL REVIEW
N/A
DISCUSSION
The current contract, awarded by Council on July 19, 2011 (RTC 11-153), has a not-to-exceed amount of $324,000 and will expire on July 31, 2014. The contract amount was projected based on historical costs for the ongoing maintenance/replacement of uniforms and related equipment for existing staff and the uniform/equipment needs for ten (10) new recruits anticipated to be hired. However, due to the pace of retirements, nineteen (19) public safety officers have been hired, and six (6) more will begin training in March. Initial contract projections also did not take into account the cost of uniforms for eight (8) Fire & Environmental Services staff and six (6) Community Service Officers, or for changing the Fire Division's uniform shirts from blue to white. As a result, expenditures under the current contract were encumbered by $3,000 more than the current amount approved by Council, and Public Safety staff anticipates additional expenditures of approximately $165,000 by the end of the contract period in July 2014. This would bring the total contract amount to $492,000. Council approval is necessary to effect the recommended increase.
FISCAL IMPACT
Funds are available in the operating budget for Department of Public Safety Program 477, Public Safety Administration, and in various special projects for Recruitment, Selection and Training of Public Safety Officers.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Modify an existing contract with Summit Uniforms, in substantially the same form as the attached revised blanket purchase order, by increasing the not-to-exceed amount from $324,000 to $492,000.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director of Finance
Reviewed by: Frank Grgurina, Chief of Public Safety
Approved by: Robert A. Walker, Interim City Manager
Attachments
ATTACHMENTS
1. Draft Revised Blanket Purchase Order