SR 02-23-2021 3E
City Council Report
City Council Meeting: February 23, 2021
Agenda Item: 3.E
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To: Mayor and City Council
From: Jacqueline Seabrooks, Police Chief, Police Department
Subject: Award Bid No. 4402 to Uniform Warehouse Inc. for the Purchase of Uniforms
and Protective Gear
Recommended Action
Staff recommends that City Council:
1. Award Bid #4402 to Uniform Warehouse Inc. for the purchase and delivery of
Police Department uniforms and protective gear.
2. Authorize the Procurement Manager to issue a purchase order with Uniform
Warehouse Inc. for the purchase and delivery of Police Department uniforms and
protective gear in the amount of $106,500 for one year, with four additional one-
year renewal options to extend on the same terms and conditions for a total
contract amount not to exceed $545,376 (includes 3% increase in Year 3 and
Year 5), with future year funding contingent on Council budget approval.
Summary
The Police Department currently supplies public safety employees with approved
uniforms, safety equipment, and other protective gear required to perform their job
duties, based on the city’s negotiated bargaining unit’s Memorandum of Understanding
(MOU). Following a formal bid process, Uniform Warehouse is recommended to
provide and deliver the uniforms and safety equipment. The total annual expenditure is
$106,500 for the first year and a total five-year contract amount not to exceed $545,376
(includes 3% increase in Year 3 and Year 5).
Discussion
The Police Department (SMPD) purchases a variety of public safety equipment and
apparel for public safety employees. Supplies and equipment purchased include items
such as uniforms, identifying SMPD personnel as required by the department; and
safety equipment, such as gloves and eye wear. Uniform Warehouse is the current
provider for the department, and the increase in cost is approximately 1.7% compared
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to the current prices charged by Uniform Warehouse. During the 2016 bid process, four
companies competed in the bid; however, two companies were unable to provide many
of the items requested or provide substitute items thereby leaving two companies
eligible. The same two companies completed the bid process for 2021.
Vendor Selection
Bidder Recommendation
Best Qualified
Person or Firm Uniform Warehouse Inc.
Evaluation Criteria
Price; the quality of material and services offered, the ability,
capability and skill of the bidder to perform and provide the
materials and services; the capacity of the bidder to provide the
service promptly, the character, integrity, reputation, judgment,
training, experience and efficiency of the bidder.
Municipal Code SMMC 2.24.180
Submittals Received
Uniform Warehouse Inc $50,049
Galls, LLC $41,920
Bid Data
Date
Posted Posted On Advertise In
(City Charter & SMMC) Vendors
Downloaded
Date
Publicly
Opened
11/11/20 City's Online Bidding Site Santa Monica Daily
Press
2 12/2/2020
Best Bidder Justification
Two bids were received and unsealed on December 2, 2020. Bids were evaluated
based on the criteria in SMMC 2.24.072, including price, uniform availability, and
compliance with City specifications. Based on these criteria, Uniform Warehouse
Inc., is recommended as the best bidder to provide the uniforms and protective gear
in accordance with the City specifications. Uniform Warehouse is the current provider
for the department and the increase in cost is approximately 1.7% compared to
current pricing. The recommendation is not based on the lowest bid, but rather on
the completed bid. Galls, LLC neglected to bid on certain required items.
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Past Council Actions
Meeting Date Description
02/23/16 (attachment A) Purchase of Uniform and Protective Gear for Public
Safety Employees
12/11/12 (attachment B) Purchase of Uniform and Protective Gear
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award a purchase
order with Uniform Warehouse Inc. for public safety equipment and apparel. Future year
funding is contingent on Council budget approval.
Purchase Order Request
FY 2020-2021
Budget
Request Amount
Police Department Account # Total Purchase Order
Amount
$106,500 Various $545,376
Prepared By: Neela Patel, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Oaks Form - Uniform Warehouse, Inc
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3.E.a
Packet Pg. 84 Attachment: Oaks Form - Uniform Warehouse, Inc (4417 : Purchase of Uniforms and Protective Gear)
3.E.a
Packet Pg. 85 Attachment: Oaks Form - Uniform Warehouse, Inc (4417 : Purchase of Uniforms and Protective Gear)