SunnyvaleRTC

May 30, 2006

SUJBECT: Authorization to Modify an Existing Contract for Public Safety Uniforms and Equipment (#F0505-87)

REPORT IN BRIEF

Approval is requested to modify an existing blanket purchase order with Summit Uniforms of San Jose for the purchase of Department of Public Safety police uniforms and equipment. The requested modification includes extending the contract term for an additional year to cover ongoing uniform replacement needs for existing staff. The modification also provides for uniforms and equipment for up to twenty-seven new recruits.

BACKGROUND

During the past three years, the Department of Public Safety has purchased its police uniforms and associated equipment from Summit Uniforms on an as needed basis. Uniforms and equipment are provided for Public Safety Officers pursuant to the City’s Memorandum of Understanding with the Public Safety Officers Association and in compliance with the Department of Public Safety General Orders Manual. In addition to uniforms, examples of what is provided under the MOU and purchased from Summit include gun holsters, gun belts, batons, handcuffs, and ballistic vests. Fire turnout pants and jackets, firearms, and ammunition are also provided but under separate purchase orders with a different company.

In addition, all Public Safety recruits are provided uniforms and equipment for use during their time at the academies; and upon graduation, they are provided any additional uniforms and equipment they need to continue training in the field as well as perform all duties assigned after the training phase has ended. The total cost to uniform and equip a new Public Safety Officer from police academy through fire and EMS academies to full time Public Safety Officer is approximately $7,500. This includes all uniforms and equipment required for police, fire, and emergency medical training. The proposed modification to this purchase order covers approximately $5,500 of the $7,500 cost per recruit, excluding fire turnouts and firearms provided under separate purchase orders.

Examples of what is provided include an academy uniform, handcuffs, baton, belt, holster, and flashlight. Uniforms and equipment are provided as cadets pass each stage of training. For example, a Public Safety Officer-in-Training does not receive equipment for the fire academy until completion of the police academy and police field training. Uniforms are also provided to some non-sworn employees working in support functions, such as Animal Control, Crime Prevention, Property and Evidence and Records.

In the past, uniforms and equipment were purchased from a variety of Bay Area vendors with unsatisfactory results. Products were not always available when required and there were significant invoicing problems. Since uniform alterations are often needed, it is also necessary to contract with a firm, such as Summit, within a reasonable driving distance of Sunnyvale. Other law enforcement agencies in the Bay Area have experienced similar issues; and at this time, most of these agencies also purchase from Summit Uniforms.

DISCUSSION

On November 1, 2005, a blanket purchase order was issued to Summit Uniforms under the City Manager’s contract award authority of $50,000. This eight-month purchase order, which will expire on June 30, 2006, was issued as an intermediary measure until the Department of Public Safety could conduct a comprehensive analysis of its uniform needs in the near future. That analysis has been completed; and Public Safety has determined that, in addition to maintaining and replacing uniforms for existing staff, additional uniforms and equipment at a projected cost of $150,000 (does not include fire turnouts or firearms as detailed in the background section of this report) will be needed to support the recruitment, selection and training of new recruits over the next fourteen months. Although the exact number of recruits is unknown at this time, it is anticipated that this projected cost will outfit up to twenty-seven new recruits.

Staff, therefore, requests that Council amend the existing purchase order to extend its term through June 30, 2007, and increase authorized expenditures from $50,000 to $270,000 ($50,000 already expended under the existing purchase order, $70,000 to maintain and replace existing uniforms through the end of June 2007, and $150,000 to provide uniforms and equipment for up to twenty-seven new recruits).

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.

In 2004, 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.

FISCAL IMPACT

The proposed amendment to the contract with Summit Uniforms addresses two distinct issues: ongoing uniform and equipment needs ($70,000) and uniforms and equipment for new recruits ($150,000). Department of Public Safety Program 487 – Public Safety Administration has approximately $111,000 remaining in its FY 2005/2006 budget and approximately $150,000 requested in the FY 2006/2007 recommended budget for uniforms. Therefore, the $70,000 requested for ongoing needs is within the resources currently appropriated to and planned for the department.

The budget for uniforms and equipment required for the recruitment of new officers is addressed differently. As part of the FY 2006/2007 Recommended Budget and Resource Allocation Plan, staff has proposed Budget Supplement No. 10: Funding for the Recruitment, Selection and Training of Public Safety Officers. This supplement proposes funding the majority of the costs for the recruitment, selection, and training of new Public Safety Officers in a series of special projects. It is within these proposed projects that the funding is planned for the uniforms and equipment required by Public Safety recruits.

Staff is recommending two change orders to amend the contract term and amount with Summit Uniforms. The first is to increase the not-to-exceed amount by $70,000, from $50,000 to $120,000. This will meet the first and most pressing needs of replacing uniforms and equipment for current Public Safety personnel. The second is to increase the not-to-exceed amount by an additional $150,000 to cover the needs for new recruits. This second change order is contingent upon Council approval of Budget Supplement No. 10 or the appropriation of some other form of funding for this purpose.

Under both change orders, the total cost to the City for Public Safety uniforms throughout the amended contract term (November 1, 2005, through June 30, 2007) will not exceed $270,000.

RECOMMENDATION

It is recommended that Council amend an existing blanket purchase order with Summit Uniforms for the purchase of Public Safety uniforms, in substantially the same form as the two attached Change Orders which extend the contract term through June 30, 2007, and increase authorized expenditures to $270,000.

Prepared by:

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

Don Johnson

Director, Public Safety

Approved by:

Amy Chan

City Manager