sr-061212-3vCity Council Meeting: June 12, 2012
Agenda Item: I
To: Mayor and City Council
From: Jacqueline Seabrooks, Chief of Police
Subject: Modification to Purchase Order for Police Department Uniforms
Recommended Action
Staff recommends that the City Council approve a modification to purchase order #
19375 -OF issued to Galls, a Kentucky -based company, in the amount of $93,500 to
provide MOU required uniforms for Police personnel for the remainder of FY2011 -12 for
a new purchase order total of $185,538.
Executive Summary
The Police Department currently has a blanket purchase order with a public safety
equipment and apparel company to provide required uniforms, safety equipment and
protective ballistic vests. Staff is requesting an increase to the existing blanket
purchase order with Galls resulting in a new purchase order total of $185,538 for
FY2011 -2012.
Background
On July 1, 2011, Blanket Purchase Order (BPO) number 19735 -OF was awarded to
Galls for up to $92,038. Since July 1, 2011 a number of the sworn personnel's ballistic
vests (life span of five years) and MOU required jackets (every three years) needed to
be replaced. Additionally unanticipated rain gear was purchased. The original amount
of BPO 19375 -OF did not include the rain gear or replacement of the vests and jackets.
Discussion
As of the date of this staff report, BPO number 19375 -OF is nearly exhausted. The
FY2011 -2012 total is $91,899. Any outstanding invoices from Galls or request for
uniforms would result in exceeding the available FY2011 -2012 BPO. Any increase
above $100,000 requires Council action.
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In the recent years, the City has not completed a competitive bid for the purchase of
MOU required uniforms for Police. The purchases were made under SMMC
2.24.080(b) that provides a waiver of competitive process when the service was already
bid by another agency.
To ensure the City receives the best pricing and service for this purchase, the city will
be conducting its own formal bid in July 2012 for purchases to be made from
FY 2012113 — FY 2014/15. These results will be compared with those available for the
City to utilize through other agencies, in compliance with SMMC 2.24.080(b) and staff
will recommend the best bidder received whether through our process or those
available for the City to utilize from other agencies.
Financial Impacts & Budget Actions
The modification to the purchase order with Galls is in an amount not to exceed
$93,500, for a new purchase order total of $185,538. Funds are included in the
FY2011 -2012 budget at the following accounts:
21304.544390 $84,000
01304.544170 $ 6,500
01305.544170 3,000
TOTAL $93,500
Budget authority in subsequent years will be requested in each budget cycle for Council
approval.
Prepared by: Neela Patel, Senior Administrative Analyst
Approved:
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Forwarded to Council:
Rod Gould
City Manager