July 27, 2004

SUBJECT: Extension of Contract for the Purchase of Police Uniforms (F0306-87)

Approval is requested to extend an existing blanket purchase order with Summit Uniforms of San Jose for the purchase of Department of Public Safety police uniforms.

During the past three years, the Department of Public Safety has purchased its police uniforms, as required, from Summit Uniforms. Public Safety uniforms are provided as agreed upon in the PSOA MOU, Sections 34 and 35, and in compliance with the Department General Orders Manual. All Public Safety Officers, as recruits, are provided necessary uniforms and equipment for the academies. Upon graduation from the academies, they are provided the necessary uniforms and equipment to continue training in the filed as well as perform all duties as assigned after the training phase has ended. Replacement uniforms and equipment are provided as needed to maintain officer safety and appearance standards. In addition, Public Safety provides uniforms to some non-sworn employees specifically assigned to work in support functions such as Animal Control, Crime Prevention, Property and Evidence, and Records.

Previously, uniforms were purchased from other Bay Area vendors with unsatisfactory results. The required items were not always available, when needed; and there were significant invoicing problems. Other law enforcement agencies in the Bay Area have had similar experience; and at this time, most of these agencies also purchase their police uniforms only from Summit Uniforms. Because alterations are often required, it is important that the uniform provider be located within a reasonable driving distance of Sunnyvale.

On November 1, 2003, a blanket purchase order with a one-year term was issued to Summit Uniforms. At that time, it was anticipated that total annual purchases would be less than the City Manager's contract award authority of $50,000. In May 2004, Purchasing Staff advised Public Safety staff that the Purchase Order was nearing capacity and would need to be increased or an alternate option for uniforms and equipment purchasing would have to be chosen. Staff began the process of preparing the necessary paperwork to request the increase at that time. However, a Recruit Class of ten (10) Public Safety Officers graduated from an academy in May. Thus requiring additional uniforms and equipment to begin the field-training phase followed by patrol or fire assignments, causing purchases that have exceeded the City Manager's contract authority by $13,500.

Staff requests that Council increase the existing Purchase Order by $25,000. This will allow payment of all existing and future invoices for police uniforms and equipment through the end of October 2004. Staff also requests that Council extend the existing blanket purchase order for an additional one-year period and authorize expenditures not to exceed $75,000 during the requested extension. This amount will be used to cover expenses associated with the issuing of, or replacement of equipment to Public Safety staff.

Section 2.08.070 (b) of the Sunnyvale Municipal Code exempts from competitive bidding those situations where the solicitation of bids would for any reason be impractical, unavailing or impossible. In this case, Summit Uniforms is the only local provider of police uniforms with whom the City has had a successful procurement experience. In addition, Summit Uniforms has been very amenable to handling special item requests for large or small orders and has been able to maintain very competitive pricing. Summit maintains a reliable inventory, has on-site tailors for immediate alterations, completes rush orders at no additional cost, and is located within a reasonable distance of Sunnyvale.

Recently, the City of Santa Cruz issued a competitive bid solicitation for police uniforms; and the only responsive bid received was from Summit Uniforms. There is no reason to believe that Sunnyvale would fare any differently should an Invitation for Bids be issued.

Total cost to the City for police uniforms over a two-year period (November 1, 2003, through October 31, 2005) is not expected to exceed $150,000. Funds are budgeted in Department of Public Safety Service Delivery Plan 432200 (FY 03-04) and restructured Service Delivery Plan 487820 (FY 04-05)- Administration and Support Activities

It is recommended that Council authorize a $25,000 increase in expenditures under an existing blanket purchase order with Summit Uniforms for police uniforms, making a original contract total of $75,000, and authorize a one-year extension in an amount not to exceed $75,000, making a two-year total of $150,000.

Prepared by:

Heather Tannehill
Interim Manager, Bureau of Technical Services-Public Safety

Reviewed by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary J. Bradley
Director, Finance

Reviewed by:

Robert Bradshaw
Acting Director, Public Safety

Approved by:

Amy Chan
City Manager

Attachments

1. Draft Purchase Order Change Order (pdf format)
2. Blanket Purchase Order No. 26778-B (pdf format)