REPORT TO COUNCIL
SUBJECT
Title
Award of Contracts for Public Safety Uniforms and Equipment (F14-94)
Report
REPORT IN BRIEF
Approval is requested to award two (2) three-year contracts, each with an option to renew for two additional one-year periods, subject to available funding and acceptable pricing and service, for uniforms and equipment required by the Department of Public Safety (DPS).
Staff recommends awarding the three-year contracts to Summit Uniforms of San Jose, as the primary supplier of uniforms, in an amount not- to-exceed $400,000, and LC Action Police Supply of San Jose, as the primary supplier of equipment, in an amount not-to-exceed $200,000. Should the contracts be renewed after the initial three-year term, neither purchase order will exceed the annual budgeted amounts for each renewal period.
ENVIRONMENTAL REVIEW
N/A
BACKGROUND AND DISCUSSION
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, and to staff in the Division of Fire & Environmental Services and Community Services Officers. In addition to uniforms, equipment such as holsters, belts, batons, handcuffs, and ballistic vests are purchased.
The competitive bid conducted for the new contracts (Invitation for Bids No. F14-94) was a cooperative effort of the City of Sunnyvale and the City of Milpitas. The City of Sunnyvale was the lead agency, consolidating information from the participating agencies and coordinating the bidding process. Bid specifications were prepared by Sunnyvale Public Safety and Purchasing staff and Milpitas Police, Fire, and Purchasing staff.
The Invitation for Bids (IFB) was posted on the Onvia DemandStar public procurement network and directly provided to known safety uniform suppliers in the area. Two responsive bids were received, from Summit Uniform and LC Action Police Supply. As can be seen in the Bid Summary in Attachment 1, both firms bid on the equipment items, but only Summit Uniforms bid on the uniforms and tailoring services. LC Action Police Supply was the low bidder on most of the equipment items. Staff recommends awarding contracts to both bidders, based on pricing and availability of bid items. The City of Milpitas will award separate contracts to one or both bidders.
FISCAL IMPACT
Budgeted funds are available in operating program 477 (Public Safety Administrative Services), and in 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
1) Award a three-year contract, in substantially the same form as the Draft Purchase Order presented as Attachment 2 and in an amount not to exceed $400,000 to Summit Uniforms; 2) Award a three-year contract, in substantially the same form as the Draft Purchase Order presented as Attachment 3 and in an amount not to exceed $200,000 to LC Action Police Supply; and 3) Delegate authority to the City Manager to renew the Purchase Orders for two additional one-year periods, not-to-exceed budgeted amounts, if pricing and services are acceptable to the City.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: Frank Grgurina, Chief of Public Safety
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft Purchase Order to Summit Uniforms
3. Draft Purchase Order to LC Action Police Supply