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HomeMy WebLinkAboutFY20-21 - Updated Vendor List - Public SafetySTAFF REPORT CITY OF PALM DESERT ADMINISTRATIVE SERVICES DEPARTMENT MEETINGDATE: October 29, 2020 PREPARED BY: Stephen Y. Aryan, Risk Manager REQUEST: Approve an updated public safety vendors list for equipment repairs, equipment purchases, and specialty services utilized by the Palm Desert Police and Fire Departments in FY 2020121. Recommendation By Minute Motion, 1. Approve and authorize staff to use the updated vendors on the Palm Desert Public Safety Vendors List appended to this report; and 2. Approve an exception to purchasing requirements as provided by Section 3.30,160(C)(D)(H)(K) of the Palm Desert Municipal Code for Fiscal Year 2020/21. Commission Action The Palm Desert Public Safety Commission reviewed this matter on October 14, 2020, and recommend the City Council approve this matter as recommended. Strategic Plan Obiective This item relates to the Public Safety and Emergency Services section of the Palm Desert Strategic Plan, specifically under Priority 1: Enhance the delivery of,vublic safety services. The priority's strategy is to expand the existing superlative services provided by the fire and police departments to address future growth and safety concerns, By providing access to the needed vendors and services indicated within this report, the Police and Fire Departments can effectively carry out their missions. Backaround The Palm Desert Municipal Code allows staff to expedite purchases by preparing a list of authorized vendors for specialty equipment and services. Many of the purchases are for repairs of equipment and specialty services critical for providing life/safety operations where obtaining price quotes is unfeasible (e.g. trauma scene clean-up/restoration, blood draws, sexual assault examinations, chemical laboratory testing services, and Traffic Team equipment calibration). Staff Report: FY 2020/21 Authorized Revised Public Safety Vendors October 29, 2020 Page 2 of 3 A list of pre -approved vendors expedites provision of these services and the City Council previously approved this list on July 9, 2020. However, since this time, additional vendors need to be included and others removed. Staff respectfully requests this updated list be approved along with an exception to the standard purchasing procedures as outlined in the Palm Desert Municipal Code Section 3.30.160(C)(D)(H)(K). The specific modifications to the list are outlined in the table below. .. Adlerhorst International K-9 training Remove from the vendor list, as City 3951 Vernon Ave no longer has a dedicated K-9 Team. Jurupa Valley, CA Desert Veterinary Specialist Veterinary services for Remove from the vendor list, as City 42065 Washington St., #❑ the City's Police K-9 no longer has a dedicated K-9 Team. Palm Desert, CA Rio Animal Medical Center Veterinary emergency Remove from the vendor list, as City 1230 S. State St. services for the City's no longer has a dedicated K-9 Team. San Jacinto, CA Police K-9 Rio (close to Rio's residence) Cherry Valley Feed & Pet Provides food for K-9 Remove from the vendor list, as City Supply Rio no longer has a dedicated K-9 Team. 39245 Vineland St. Cherry Valley, CA HondaNamaha of Redlands Maintenance of Honda 215 E. Redlands Blvd. Motorcycles Redlands, CA BMW Motorcycles of Riverside 7740 Indiana Avenue Riverside, CA 92504 Enterprise Rent-A-Car 199 N. Sunrise Avenue Roseville, CA 95661 Note -Vehicles rented locally. Provides preventative maintenance and repair for the Traffic Enforcement Team Motorcycles The Police Department rents many vehicles for their undercover operations Remove from the vendor list should the City Council concur with Staff's recommendation to surplus several motors. The surplus request is a separate item for consideration concurrently. Add to the vendor list. Staff previously would take this funding request to the City Council, as maintenance was over $50,000. With the reduction of the Traffic Enforcement Team and recommend new motor purchases, Staff anticipates lower maintenance costs. Add to the vendor list as inadvertently excluded. Staff requested State Preferred Rate Program from Enterprise and historically followed such pricing. Staff Report: FY 2020/21 Authorized Revised Public Safety Vendors October 29, 2020 Page 3 of 3 Fiscal Anaivsis Approval of staff's recommendation permits the Palm Desert Police and Fire Department to service their related equipment owned by the City, as well as purchasing certain specialty equipment and services as needed. No additional funds are requested, as these items are included in the FY 2020/21 budget. LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW ASSISTANT CITY MANAGER NIA Lar& Camey . Ineflt" Robert W. Hargreaves Lori Carney Janet M. Moore City Attorney Director of Director of Finance Administrative Services Interim City Manager Randy Bynder: Randy Bynd 4, -ArtdY Firestine Andy Firestine Assistant City Manager Attachment: 1. Revised Palm Desert Public Safety Vendor List (October 7, 2020) 2, Palm Desert Municipal Code Section 3.30.160 PALM DESERT PUBLIC SAFETY VENDORS LIST POLICE DEPARTMENT VENDORS 7nR SFRVICE PROVIDED JUSTIFICATIC Riverside County information Technology Riverside County internal department that Internal County Department 6147 Rivercrest Dr., #A provides services for the police motor radios Riverside, CA _ Top of the Line Signs Decals/stickers for police motors County vendor' 75178 Gerald Ford Dr., #4 Banners for Coffee with a Cop Palm Desert, CA VieVu Provides body worn audio/video cameras County vendor' 105 W. John St Seattle, WA MSA Systems 1340 S. De Anza Blvd., #103 San Jose, CA Crossroads Software 210 W. Birch St., #201 Brea, CA Benlo RV If 84420 Cabazon Rd. Indio, CA ABC Surveying Instruments 1110 S. Glendale Ave., #B Glendale, CA County of Los Angeles Weights & Measures 11012 S. Garfield Rd. South Gate, CA Bin-Soca I 3500 Tachevah ❑r., #❑ Palm Springs, CA Crime Scene Steri-Clean 9785 Crescent Center Dr., #302 Rancho Cucamonga, CA Department of Justice 7425 Mission Blvd. Riverside, CA Bio-Tax Laboratories 1965 Chicago Ave., #C Riverside, CA I ntoximeters 2081 Craig Rd. Saint Louis, M_ ❑ Blankenship Police Supply Post Office Box 868 Mentone, CA 92359 Revised October 7, 2020 Provides electronic ticket writers for police motors Provides computer software for traffic collection data Maintenance and parts for DUI trailer Provides Sokkia Total Station for traffic scene reconstruction Provides commercial vehicle scales and calibration Cleans up biohazard scenes Cleans up biohazard scene & are called when Miller's is unavailable County vendor' County vendor' County vendor' County vendor' Sole Source County vendor' & is located within the Coachella Valley County vendor' Provides analysis for DNA, firearms, sexual Sole source assault kits, trace evidence, etc. Provides blood and urine analysis for DUI and County vendor' drug arrests Provides analysis equipment for breath testing County vendor` Purchase of RAID and tactical vests for the County vendor' special teams (i.e. Special Enforcement Team, Business District Team, etc.) POLICE DEPARTMENT VENDORS (continued) American Forensic Nurses Provides blood draws for DUI and drug (under the County vendor' 2SS El Cielo Rd., #140-195 influence) cases Palm Springs, CA GA =—Mod+ �fi:1 County Kustom Signals Provides radar and Lid ar units for police motors County vendor' 1010 W. Chestnut Chanute, KS The Radar Shop Calibrates radar and Lidar units for police motors Sole source & only authorized 1601 S. Grove vendor Kustom Signals allows Wichita, KS Eisenhower Medical Center Provides sexual assault examination. Sole source vendor as closest 39000 Bob Hope Drive medical facility to provide such Rancho Mirage, CA 92270 examination when needed. Palm Desert Cyclery Police bicycle maintenance and supplies Bicycle purchases will still be 77750 Country Club Drive done through bidding process,. Palm Desert, CA 92211 for maintenance and supplies only. Tri-A-Bike Police Bicycle maintenance and supplies Bicycle purchases will still be 44841 San Pablo Avenue done through bidding process, Palm Desert, CA 92260 for maintenance and supplies only. PVP Communications _ Provides communication gear (spea kers/BIuetooth) far County vendor' 2310 205" St, police motors Torrance, CA f Motoport USA Sole source for custom Police Traffic Team Motorcycle County vendor' 340 Rancheros Drive #184 gear (e.g. jackets, trousers, shirts, boots etc.). San Marcos, CA 92069 BMW Motorcycles of Riverside Provides preventative maintenance and repair for the Closest authorized BMW Dealer 7740 Indiana Avenue Traffic Enforcement Team Motorcycles. that provides maintenance. Riverside, CA 92504 Enterprise Rent-A-Car The Police Department rents many vehicles for their City requests State Preferred 199 N. Sunrise Avenue undercover operations. Rate Program. Roseville, CA 95661 Note -Vehicles rented locally. ICounty Vendor: Indicates a County Vendor as authorized by County of Riverside's purchasing policy Revised October 7, 2020 FIRE DEPARTMENT VENDORS TEADOR SERTICEi► 1 1 1 i, i' Stryker EMS' Provides hydraulic gurneys on all City ambulances. A sole source vendor as 3800 East Centre Avenue Stryker is the standardized Portage, MI - — - - - ---- -- gurney provider on all City ambulances. Frazer, LTD' Builds and/or refurbishes all City ambulances. However, The City Council has Post Office Box 5000 inclusion on this list is only for maintenance and/or repair previously approved them as Bellaire, Tx related items. Any ambulance retrofit or purchase will be a sole source vendor. brought to the City Council for consideration. Fire, Etc. Provides miscellaneous fire and safety equipment Have been through the 2190 Main Street Riverside County bidding San Diego, CA process per the Fire Department. toil Medical Corporation Provides miscellaneous fire and safety equipment Have been through the 269 Mill Road automated external defibrillator (AED) supplier Riverside County bidding Chelmsford, MA 01824 process per the Fire Department. Life -Assist Automated external defibrillator (AED) parts supplier, Have been through the 11277 Sunrise Park Drive including emergency medical supplies. Riverside County bidding Rancho Cordova, CA process per the Fire Department. 'Any high value purchase over $25,000 wilt follow the process within the City's purchasing policy. Revised October 7, 2020 1Oil 612020 3.30.160 Exceptions to procurement methods. 3.30.160 Exceptions to procurement methods. A. Minimum Procurement Levels. When the city manager establishes a minimum dollar threshold where the procurement of public projects, contractual services, professional services, and materials, supplies, and equipment are not subject to any of the required procurement methods in this chapter. The city shall work to procure these items in the best interest of the city. B. Disaster Relief. When in the case of a disaster. as further explained in Chapter 2.48, the requirements of this chapter do not apply. C. Emergency. While the need for occasional emergency purchases is recognized, the practice must be curtailed as much as possible by anticipating needs so that normal purchasing procedures may be used. I . "Emergency" means a sudden, unexpected occurrence that poses a clear, eminent danger requiring immediate action to protect the health and safety of the public, including to prevent or mitigate the loss or impairment of life. health. property or public services. 2. In the case of an emergency which requires t11e immediate procurement of public projects, contractual services, professional services or materials, supplies, and equipment, the city manager may authorize the purchasing officer to procure these items without regard to the provisions of this chapter, provided that a written public record shall be kept showing the nature of the emergency and the city manager's authorization to proceed under the provisions of this section. The city manager shall terminate the emergency action at the earliest possible date that conditions warrant. D. No Competitive Market. When the city council determines that a competitive market does not exist or that the city will not gain a competitive advantage by using the fonnal bidding procedure, the city may use any other procurement method. E. Competitive Bidding Already Completed. When the purchasing officer, with the approval of the city manager. determines that: (1) a competitive bid procedure has been conducted by another public agency, including, but not limited to. another local agency, the state through the California Multiple Award Schedule (CMAS), the federal government through the General Services Administration (GSA), or a joint powers agency, authority or alliance that procures competitive contracts; and (2) the price to the city is equal to or better than the price to that public agency. F. State Purchase. When the purchase is made on behalf of the city by the State Department of General Services. G. Mandated Expenditures. When expenditures are mandated by law or regulation, such as county booking fees, utilities, postage (for delivery charges through the U.S. Postal Service), waste disposal fees or other non-negotiable permit, use or application fees. H. Shared Services. When the city council or city manager authorizes the award and execution of contracts for services, subject to the dollar limits consistent with this chapter, that are provided by another government, public entity, joint powers authority, quasi -governmental entity, special district or nonprofit entity that will maximize efficiency. increase cost efTectiveness, increase range of services, minimize duplication, provide training or education encourage collaboration or standardize efforts, or leverage government resources. I. Best Interest of City. When the city council or city manager authorizes the award and execution of contracts, subject to the dollar limits consistent witli this chapter, without competitive bidding provided that the city council or city manager finds that such award is in the best interest of the city, or of the public health, safety, and welfare. J. Sole Source. When the city manager determines that there is only one source that provides the needed public project, contractual service, professional service or materials, supplies, and equipment or a product to ensure compatibility with other city products and equipment, the city shall work to procure these items in the best interest of the city. K. Authorized Vendor List. The city or any of its departments may create an open vendor list for the purposes of providing recurring and routine contractual services, professional services, and materials, supplies, and equipment for the gcode .uslcodeslpalmdesert1?view=desktop 112 10/16/2020 3.30.160 Exceptions to procurement methods. fiscal year. Prices from each vendor shall be obtained in a manner to ensure competitive pricing, in the best interest of the city. The threshold for each vendor may be determined by the city council, at the recommendation of the city manager. A vendor list may be approved by the city council as often as necessary but not less than once every twenty-four months. L. Purchase for Recurring Charges. By adopting a procedure approved by the city manager, subject to the dollar limits consistent with this chapter, an agent, one who has authority from the city to act on its behalf, contracted by the city may purchase contractual services, professional services, and materials, supplies, and equipment for ongoing cleanup, maintenance and different routine items that are of a continuing nature provided the agent's contract allows For such purchases. M. Otherwise Authorized. When otherwise authorized by this chapter or applicable law. (Ord. 1335 § 1, 2018) View the mobile version. gcode uslcodeslpalmdeserU?view=desktop 212