REPORT TO COUNCIL
SUBJECT
Title
Authorization to Modify an Existing Purchase Order for Public Safety Uniforms & Equipment (F17-062)
Report
REPORT IN BRIEF
Approval is requested to modify an existing purchase order with Summit Uniforms of San Jose, increasing the not-to-exceed value by $130,000, from $400,000 to $530,000.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts greater than $100,000 require Council approval.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
The Department of Public Safety provides uniforms and related equipment for Public Safety Officers and Communication Officers pursuant to the City’s Memorandum of Understanding (MOU) with the Public Safety Officers Association and Communication Officers Association, respectively. Uniforms are also provided to 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.
A competitive bid for the current Purchase Order was conducted in 2014 (Invitation for Bids No. F14-94), and 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. Two responsive bids were received, from Summit Uniforms and LC Action Police Supply. However, Summit Uniforms was the only firm to submit a bid for uniforms and tailoring services. Subsequently, Council approved RTC No. 14-0841 awarding a three-year contract, with an option to renew for two additional one-year periods to Summit Uniforms of San Jose in a not-to-exceed amount of $400,000.
The Summit Uniforms purchase order does not expire until 10/31/2017 and has approximately $51,000 (13%) remaining. The Department of Public Safety (DPS) is requesting to increase the blanket purchase order by $130,000. Over the past several years, DPS has increased recruitment efforts due to staffing challenges. In December 2014, RTC No. 14-1003 was presented to Council with the explanation of the recruitment and training needs of DPS. Recruitment funds were approved to accelerate recruiting efforts to fill a high number of sworn vacancies due to a significant number of retirements and other unanticipated separations. DPS currently has three (3) budgeted recruitment projects to support hiring efforts. The FY 2016/17 project has 8 recruit vacancies, and funding for twenty (20) additional recruits in FY 2017/18 is anticipated. This has impacted the purchase order as Summit Uniforms is the department's primary uniform supplier.
FISCAL IMPACT
Budgeted funds are available in the Public Safety Administrative Services program, and in special projects for recruitment, selection and training of Public Safety officers.
Funding Source
General Fund.
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
Authorize the City Manager to amend the existing purchase order with Summit Uniforms for uniforms and related equipment for the Department of Public Safety, adding $130,000 and increasing the not-to-exceed amount from $400,000 to $530,000.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Frank Grgurina, Chief of Public Safety
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Draft Purchase Order