DISCUSSION:
On September 20, 2022, the City Manager approved City staff to solicit the procurement for the Patch Management Software solution. On November 3, 2022, the Purchasing Division issued Invitation for Bids (IFB) 2223-10 for the furnishing of Ivanti Patch Management Solution equipment, materials, supplies and/or related services. Twenty (20) companies downloaded the IFB document. On December 6, 2022, bids were formally opened in the City Clerk’s office and broadcast via Microsoft Teams Livestream. Two (2) vendors chose to respond, there was one (1) local bid received. Based on providing the lowest responsive and responsible bid, City staff recommended to award the furnishing of Ivanti Patch Management Solution equipment, materials, supplies and/or related services to Telcion Communications Group, Modesto, CA for the total amount not to exceed $109,413.
Modesto Municipal Section 8-3.203 requires all purchases, which meet or exceed $50,000 for material, equipment or contractual services to be formally bid. Based on providing the lowest responsive and responsible bid which conforms to the Modesto Municipal Code, 8-3.203 City staff recommends the award of bid for the furnishing of Ivanti Patch Management Solution equipment, materials, supplies and/or related services to Telcion Communications Group, Modesto, CA.
FISCAL IMPACT:
The purchase of the Ivanti Patch Management Solution would be funded entirely by American Rescue Plan Act (ARPA) funds as designated in the Modesto Forward Strategy under Cybersecurity Mitigation.
RECOMMENDED COMMITTEE ACTION:
Staff Recommendations:
Motion approving the purchase of a Cybersecurity Patch Management System with Telcion Communications Group, Modesto, CA in the amount not to exceed $109,413 and forwarding to Council for approval.
Approved by:
DeAnna Christensen, Director of Finance
Joseph P. Lopez, City Manager
Attachments:
1. IFB – Telcion Communications Group
2. Cost Abstract
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ITEM # STOCK # ITEM/DESCRIPTION QTY UNIT OF
ISSUE UN PRC EXTENSION UN PRC EXTENSION
1 ISEC-PWS-F-L-03 Ivanti Security Controls Patch for Workstation - License 1500 EA $37.53 $56,295.00 $34.84 $52,260.00 2 ISEC-PWS-F-M1-
01 Ivanti Security Controls Patch for Workstation - Maintenance 1500 EA $10.01 $15,015.00 $9.29 $13,935.00
3 ISEC-P-SVF-L-01 Ivanti Security Controls Patch for Server - License 200 EA $81.31 $16,262.00 $75.51 $15,102.00 4 ISEC-P-SVF-M1-01 Ivanti Security Controls Patch for Server - Maintenance 200 EA $20.01 $4,002.00 $18.58 $3,716.00 5 SVCSSECCTRL
S-2
IVANTI SECURITY CONTROLS PROFESSIONAL SERVICES 1 EA
$16,210.53 $16,210.53 $15,400.00 $15,400.00
6 TRNG-ALUEM-S IVANTI ADV LEARN UEM SUBSCRIPTION 3 EA $3,157.89 $9,473.67 *** $3,000.00 $9,000.00 7 TOTAL $117,258.20 $109,413.00
8 ***Due to a mathematical calculation error, line item #6 is incorrect on the pricing structure. It should have been 3 X 3157.89 = $9,473.67
Modesto, CA
Telcion Communications Group
CITY OF MODESTO
PO BOX 642 MODESTO CA 95353
IFB NO. 2223-10 PATCH MANAGEMENT SOLUTION
Herndon, VA
Eplus Technology, Inc.
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CITY OF MODESTO
COMMITTEE AGENDA REPORT
DATE OF MEETING:
January 23, 2023
Date: December 23, 2022
TO: Finance Committee
David Wright, Chair
Rosa Escutia-Braaton, Vice-Chair
Nick Bavaro, Member
THROUGH: Joseph P. Lopez, City Manager
FROM: Bill Sandhu, Public Works Director
SUBJECT: Authorize Staff to Apply for the Department of Transportation Clean California Local Grant Program
CONTACT: Rosene Salmo, Integrated Waste Program Manager, [email protected], 209-577-5453
DESCRIPTION:
Consider authorizing the submittal of application(s) to the Department of Transportation Clean California Local Grant Program and forwarding to Council for approval. (Funding Source: Not Applicable)
STRATEGIC PLAN ELEMENT:
The recommended action supports the City’s Strategic Plan Area of Focus: Quality of Life, “Engage partners across the community to ensure the safety, resilience, and attractiveness of Modesto”, Goal A: “Improve community safety and quality of life through a combination of prevention and intervention efforts that address safety and its underlying issues”, Strategy 6:
Motivate and encourage staff and community members to identify and mitigate blight issues; and Goal B: “Increase pride in Modesto’s diverse neighborhoods and business districts through beautification efforts and by investing in community assets and amenities”, Strategy 3: Evaluate current waste removal and city beautification policies and procedures.
BACKGROUND:
In 2019, the City of Modesto conducted citywide community surveys, which identified blight as one of the most pressing issues for residents. In the same year, the City adopted the 2020-2025 Blight Abatement Strategy, developed through collaboration with community members, local partnerships, other agencies, and internal City departments.1 The strategy outlines initiatives for 1 https://www.modestogov.com/DocumentCenter/View/18350/Blight-Abatement-Strategy-Printable-PDF #5..
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Finance Committee, January 23, 2023
Authorize Staff to Apply for the Department of Transportation Clean California Local Grant Program
blight abatement on public and private property, encourages public and private partnerships, and further action to minimize and mitigate blight.
The Department of Transportation (CalTrans) Clean California Local Grant Program (CCLGP) is a competitive statewide fund created to enhance communities and improve spaces for public use, including beautification and cleaning of local streets, roads, tribal lands, parks, pathways, transit centers, and other public spaces. The program is part of the nearly $1.1 billion Clean California initiative and approximately $100 million is allocated for local communities as part of CCLGP Cycle 2.2
CCLGP aims to achieve the following goals:
Reduce the amount of waste and debris within public rights-of-way, pathways, parks, transit centers, and other public spaces;
Enhance, rehabilitate, restore, or install measures to beautify and improve public spaces and mitigate the urban heat island effect;
Enhance public health, cultural connections, and community placemaking by improving public spaces for walking and recreation; and
Advance equity for underserved communities.3
DISCUSSION:
The City of Modesto proposes applying for the CCLGP with a project that addresses blight concerns in disadvantaged and underserved communities. This includes converting vacant lots to usable public space that discourages dumping, improvement and beautification projects that encourage civic pride, and litter or blight abatement efforts. Projects must serve populations where at least 75% of census tracts are considered disadvantaged based on the CCLGP “Severity of Disadvantage” measure, which includes income, CalEnviroScreen score, or Healthy Places Index score.
Local match is not required if projects meet Severity of Disadvantage measures exceeding minimums set by the CCLGP.4 City staff are identifying eligible projects and locations and will make every effort to propose projects with no local match requirement. 2 https://cleancalifornia.dot.ca.gov/local-grants/local-grant-program 3 https://cleancalifornia.dot.ca.gov/-/media/cleancalifornia-media/documents/local-grantprogram/guidelines/program-guidelines-cycle2-20221102-a11y.pdf 4
determine match requirement.
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Finance Committee, January 23, 2023
Authorize Staff to Apply for the Department of Transportation Clean California Local Grant Program
FISCAL IMPACT:
Applying for this CalTrans grant does not commit the City to a financial obligation or to accept the grant. If awarded, staff will return to Council with a request to accept the grant and to receive funds. This item is administrative in nature and has no fiscal impact.
STAFF RECOMMENDATION:
Motion authorizing the submittal of application(s) to the Department of Transportation Clean California Local Grant Program, and forwarding to Council for approval.
Approved by:
Bill Sandhu, Public Works Director
Joseph P. Lopez, City Manager
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CITY OF MODESTO
COMMITTEE AGENDA REPORT
DATE OF MEETING:
January 23, 2023
Date: January 16, 2023
TO: Finance Committee
David Wright, Chair
Rosa Escutia-Braaton, Vice-Chair
Nick Bavaro, Member
THROUGH: Joseph P. Lopez, City Manager
FROM: Steve Christensen, Budget Manager
SUBJECT: Initial Spending Plan Related to Measure H
CONTACT: Steve Christensen, Budget Manager, [email protected] 209-577-5390
DESCRIPTION:
Consider approving an initial spending plan related to Measure H for Fiscal Year 2022-23 to address quality of life issues in the community. (Funding Source: General Fund) STRATEGIC PLAN ELEMENT:
This item supports the City of Modesto 2020-2025 Strategic Plan focus on Governance and Service Delivery under Goal H: Achieve Financial Sustainability.
BACKGROUND:
The City of Modesto faced years of deficits in its budget since the Great Recession in 2008.
This structural deficit was systemic and ongoing. Despite the increase in service demands over the years, significant cuts have been made to every portion of the City’s budget, impacting public safety, parks, road conditions and traffic safety, and our ability to combat blight and homelessness.
Ultimately, this resulted in staffing reductions by 27% (224 FTEs) in the General Fund departments. This includes 77 sworn police positions, 56 fire personnel, and 92 other positions in General Fund departments. Over time, these tiered reductions in staffing levels adversely affected the City’s ability to deliver a high level of service to the community and achieve the Council’s goals.
On November 8, 2022, the Modesto voters approved Measure H, a one-cent sales tax for general City services, and on November 29, 2022, by Resolution No. 2022-453 the Modesto City Council certified the election results. Measure H is expected to provide the City with approximately $39 million annually in additional sales tax revenue into its General Fund. #6..
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Finance Committee, January 23, 2023
Initial Spending Plan related to Measure H
The City expects the State of California to begin collecting the additional sales tax revenue starting April 1, 2023, with the first remittance expected in June 2023. This additional revenue will represent one-quarter of a fiscal year and is anticipated at approximately $10 million.
Because the revenue was not anticipated when the Fiscal Year 2022-23 budget was adopted in June of 2022, this additional funding is currently unallocated and therefore available for any general purpose.
DISCUSSION:
With the passage of Measure H, the citizens of Modesto made it clear, that they desire an increased level of service, specifically addressing the most pressing needs in the community.
The measure identified examples of expenditures that allow the City to proactively develop a plan to improve City services and the quality of life for the citizens of Modesto including:
Funding to address police patrols, gang, drug and crime prevention. Funding to address fire protection, paramedic, and 911 emergency response. Funding to address homelessness.
Funding for cleaning up trash and illegal dumping.
Funding for keeping streets, parks, sidewalks, landscapes and infrastructure safe, clean and well-maintained.
Staff analyzed various aspects of their departments to identify where they can immediately have the greatest impact on the community within the scope of the measure. Accordingly, staff developed an initial plan to address these needs and to begin delivering and increased level of service as soon as possible. The following is a proposed plan to begin addressing these needs by Department:
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Finance Committee, January 23, 2023
Initial Spending Plan related to Measure H
Priority Cost Add Staffing for Park Ranger Program Adding 4 additional Park Rangers would enable the department to deploy dedicated resources to monitor Tuolumne River Regional Park (TRRP) for homelessness, blight and Modesto Municipal Code (MMC) violation issues while also providing coverage to the smaller parks throughout the City.
Citywide Blight/ Homelessness $ 282,083 Addition of 1 Maintenance Worker II Adding a second full time Maintenance Worker II will enable the Police Department to double it's efforts related to blight abatement. One team would be dedicated to homeless encampments and the second (new) team would be dedicated to blight (garbage, tagging, etc.) in general throughout the City.
Citywide Blight $ 89,246
Addition of 3 Part-Time Maintenance Workers The part time Maintenance Worker positions are needed to provide the labor for the second blight abatement team. The benefits are noted in the row above. Citywide Blight $ 60,000 Addition of 2 Civilian Investigators Additional positions will help with staffing in the Special Victims and Traffic units. In the Traffic Unit, positions will be assigned investigations that will keep traffic officers out on the street more. In the Special Victims Unit, positions will assist with the extremely short-staffing and make it so officers will be pulled off of patrol less frequently.
Citywide Public Safety $ 165,600
Park Ranger Trucks w/Mobile Data Computers Three additional vehicles would be needed so the new Park Rangers can properly staff the entirety of the City without doubling up in a truck. This will allow for maximum impact in City parks. Citywide Blight/ Homelessness $ 195,000 Blight Abatement Truck and Trailer One additional truck and trailer is needed for the second abatement team to be able to respond to and clean up blight throughout the City. Citywide Blight $ 150,000 Portable Radios for the Additional Staffing Thirteen portable radios are needed for all of the full-time positions noted above - Park Ranger, Maintenance Worker II, Civilian Investigator and for the additional Community Health and Assistance Team positions (added through Community Corrections Partnership (CCP) funding). These portable radios are needed for communication while in the field on calls for service/investigations.
Citywide Blight/ Homelessness $ 45,500
Body Cameras for the Additional Staffing Twelve body cameras are needed for the Park Ranger, Civilian Investigator for the additional Community Health and Assistance Team positions (added through Community Corrections Partnership (CCP) funding) positions. Body cameras are required uniform equipment for these positions as they work in the field on calls for service/investigations.
Citywide Blight/ Homelessness $ 12,000
Cell Phones for the Additional Staffing Fourteen cell phones are needed for all of the full-time positions noted above - Park Ranger, Maintenance Worker II, Civilian Investigator and for the additional Community Health and Assistance Team positions (added through Community Corrections Partnership (CCP) funding). Cell phones enable staff to communicate on a secure line while in the field as well as document photo evidence as needed on calls for service/investigations.
Citywide Blight/ Homelessness $ 8,400
Total Proposed Improvement Funding $ 1,007,829 Department: Modesto Fire Department Proposed Improvement Description Location Measure H Priority Cost Community Risk Assessment and
Standards of Cover Funding for a standards of cover assessment from a third-party consultant toevaluate the number of staffed companies needed and the best locations for an efficient operation throughout the City. Citywide 911
Emergency Response $ 90,000 Growth of ALS Service in Modesto Utilize one-time funds to purchase remaining EMS equipment to outfit every fire apparatus in Modesto with the necessary gear to be ALS. Ability to highlight whenever a paramedic is working throughout the city on apparatus or areas where normally there wouldn’t be a paramedic.
Citywide Paramedics $ 350,000
Total Proposed Improvement Funding $ 440,000
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Finance Committee, January 23, 2023
Initial Spending Plan related to Measure H
Priority Cost Additional Tree Trimming at Various Parks throughout the City Additional Tree Trimming at parks the following parks: Enslen, John Muir, Sherwood, and Ralston Tower. Various Parks Parks Maintenance $ 60,000 Purchase Playground Replacement Parts for Various Parks Funding for playground equipment replacement parts at various parks throughout the City. Funding would be used to replace worn out decks, side barriers/panels, play panels, and entrance surfacing tiles for American Disability Act (ADA). Parks targeted would include, but not be limited to, Creekwood Park, Sylvan Park, Aqueduct Park, Marshall Park, and Sharp Park.
Various Parks Maintenance $ 72,000
One-Time Spring Cleanup (Briggsmore Avenue) Funding to allow for clean-up work on Briggsmore from Sisk to Lakewood. Includes pick up of trash and debris and disposal off-site as well as remedial maintenance on existing vegetation. Briggsmore Avenue Blight $ 75,000 One-Time Spring Cleanup (Pelandale Avenue) Funding to allow for clean-up work on Pelandale from Dale to Oakdale. Includes pick up of trash and debris and disposal off-site as well as remedial maintenance on existing vegetation. Pelandale Avenue Blight $ 60,000 One-Time Spring Cleanup (Sisk Road) Funding to allow for clean-up work on Sisk from Brenner to Whitcomb Way. Includes pick up of trash and debris and disposal off-site as well as remedial maintenance on existing vegetation. Sisk Road Blight $ 16,000 Additional Park Maintenance Crew Add 9 positions to increase the Park Maintenance staff. Staffing increase will consist of adding 1 Supervisor, 2 Mechanics, and 6 Maintenance Workers. Various Blight $ 784,214 Playground Repairs Add new elements to playground at Martone Tot Lot. Martone Tot Lot Parks Maintenance $ 15,000
Tennis Courts Lighting Repairs Funding for the lighting repair of 16 fixtures/timers at the tennis courts. Davis Park Parks Maintenance $ 25,000 Tree Trimming Funding for additional tree trimming and safety pruning at Cesar Chavez Park. Cesar Chavez Park Parks Maintenance $ 10,000 Playground Area Wood Chips Add wood chips to half the playgrounds by hiring installer to blow in chips. Various Parks Maintenance $ 38,000 Total Proposed Improvement Funding $ 1,155,214 Department: Public Works Department Proposed Improvement Description Location Measure H Priority Cost Two Drive Up and Drop Off Events Proposed funding would allow for two drive up drop off events. Last year the city in coordination with CalTrans held one event at John Thurman Field, this event was highly successful in reducing illegal dumping. This funding would allow the City to hold two additional events at the cost of approximately $55,000 per event.
Citywide Blight/Illegal Dumping $ 110,000
Extension of Grover Landscape
Services Agreement for Forestry Services Proposed Funding for an extension with Grover Landscape Services contract for Forestry needs. This will help reduce the backlog for current GoModesto Service Requests, Inspections, Tree Planting and Assisting in Grid Pruning. Citywide Landscape Maintenance $ 755,000 Upgrade Lighted Crosswalks Upgrade partially operating, outdated lighted crosswalks. Citywide Infrastructure Maintenance $ 75,000 Total Proposed Improvement Funding $ 940,000
With the initial spending plan outlined above, the funding will provide immediate positive impacts to the following high-level areas of public safety, blight, homelessness, and citywide deferred maintenance. The funding for various priorities identified in Measure H are shown, in detail, in the following proposed initial spending plan:
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Finance Committee, January 23, 2023
Initial Spending Plan related to Measure H
Measure H Priority
Initial Spending Plan
Amount
Portion of Costs that
are One-Time
Parks Maintenance $ 1,004,214 $ 220,000
Landscape Maintenance $ 755,000 $ 755,000
Blight $ 450,246 $ 301,000
Blight/Homelessness $ 542,983 $ 260,900
Paramedics $ 350,000 $ 350,000
Public Safety $ 165,600 $ - Blight/Illegal Dumping $ 110,000 $ 110,000 911 Emergency Response $ 90,000 $ 90,000
Infrastructure Maintenance $ 75,000 $ 75,000
Total Proposed Improvement Funding $ 3,543,043 $ 2,161,900 One additional component of this plan is related to the Community Health and Assistance Team (CHAT). Additional funding is being provided to the City for the CHAT program via the Community Corrections Partnership Plan (CCP) for Fiscal Year 2022-23. Each county is given an allocation of CCP funding to manage AB109 population. AB109 realigned custodial and community supervision responsibilities for non-serious, non-violent, and non-sex offenders from the state level to the local level. It was primarily enacted to relieve overcrowding in the State Prison system and reinvest resources to support evidence-based practices and programs. The funding received can be used for salary and benefit expenditures for positions.
With the additional funding received from the CCP, the City will be able to make the following improvements to the CHAT program:
CHAT Improvements (Funded by Community Corrections Partnership Plan (CCP) Funding) Proposed Improvement Description Location Cost Addition of Outreach Specialist Positions (CHAT) Adding 4 Outreach Specialists will expand the City's existing Community Health and Assistance Team (CHAT) Program to respond to qualifying 9-1-1 calls for mental health and quality of life issues as well as self-initiated activities. Citywide $ 331,576 Addition of Senior Outreach Specialist Positions (CHAT) With an expansion of Outreach Specialists and knowing the workload and follow-up needed for many of the contacts made by the team, two "lead" or Senior Outreach Specialists are needed to help manage workflow, case oversight and to provide day- to-day functional direction to the team to maximize efficiencies. Citywide $ 198,600 Addition of Crime Analyst Position
(CHAT)
In order to assess and tout the value and trends of the CHAT team and the work they perform, a Crime Analyst is needed to embed with this team. In addition to providing performance reporting on the back end, the Crime Analyst will also be able to assist the team with spotting trends or other in-field information that will maximize their impact. Citywide $ 91,883
Total CCP Funded Improvements $ 622,059
The total amount of $622,059 will not be funded with Measure H funding, as noted above, but is included in this item as the position allocations that will be required to carryout the CHAT program improvements will require Council approval. While the amounts shown above are not funded through Measure H funding, it should be noted that a small portion of the one-time expenditures under the Police Department improvements for portable radios, body cameras, and cell phone equipment would be attributed to the new CHAT positions described above. #6..
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Finance Committee, January 23, 2023
Initial Spending Plan related to Measure H
FISCAL IMPACT:
The sales tax receipts from Measure H start being collected on April 1, 2023. Collections from the time period of April to June of Fiscal Year 2022-23 are estimated at approximately $10 million. As noted above, these funds have not been budgeted in the Fiscal Year 2022-23 Operating Budget.
The primary goal contained within the proposed initial spending plan is to begin making immediate investments in the community as outlined in the department submittals above. The total initial spending plan for Measure H funding is requested at $3.54 million. This will leave approximately $6.46 million in remaining initial Measure H funds that will be brought for consideration to Council Committee and then the full Council for approval for spending at a later date. Outside of this initial spending plan, staff, in coordination with the City Council, will develop a full spending plan for the future anticipated revenues for Fiscal Year 2023-24 and beyond that will be developed through a Council workshop and the City’s annual budget process.
Additional positions will be requested related to the CHAT program. The additional requested positions of four Outreach Specialists, two Senior Outreach Specialists, and one Crime Analyst will be funded by the Community Corrections Partnership Plan (CCP) funding in the amount of $622,059. The CHAT improvement will require a portion of Measure H funding for one-time equipment purchases related to the new CHAT positions in the amount of $28,000. The positions requested are included as part of this item as an amendment to the position allocation for Fiscal Year 2022-23 will require Council approval.
RECOMMENDED COMMITTEE ACTION:
Staff Recommendation:
Motion approving the initial spending plan related to Measure H for Fiscal Year 2022-23 to address quality of life issues in the community and forwarding to Council for approval.
Approved by:
Joseph P. Lopez, City Manager
Attachments:
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CITY OF MODESTO
COMMITTEE AGENDA REPORT
DATE OF MEETING:
January 23, 2023
Date: December 20, 2022
TO: Finance Committee
David Wright, Chair
Rosa Escutia-Braaton, Vice Chair
Nick Bavaro, Member
THROUGH: Joseph P. Lopez, City Manager
FROM: DeAnna Christensen, Director of Finance
SUBJECT: Third Amendment for Online Marketplace Purchasing Agreement CONTACT: Dianne Love, Senior Buyer, [email protected], 209-571-5164 DESCRIPTION:
Consider approving a Third amendment to the Purchasing Agreement with Amazon Business for an Online Marketplace for Products to increase the annual estimated amount by $205,000, for a revised annual estimated cost of $380,000, for a total amount not to exceed $2,417,581 over eight years, and forwarding to Council for approval. (Funding Source: Various Funds) STRATEGIC PLAN ELEMENT:
These items support the City of Modesto 2020-2025 Strategic Plan Focus of Governance and Service Delivery under goal H: Achieve Financial Sustainability.
BACKGROUND:
City employees have utilized Amazon Business for the purchase of products based on the significant competitive pricing it affords since 2011. The convenience of online ordering, price savings and fast shipping has made Amazon Business a popular marketplace for City employees.
On November 26, 2019 under Resolution 2019-518, Council approved a purchasing agreement with Amazon Business, by utilizing the competitively solicited and awarded contract in the OMNIA Partners portfolio for a two-year term with three two-year extension options, for an annual estimated cost not to exceed $75,000, and a total amount not to exceed $600,000 over eight years.
On October 27, 2020, under Resolution 2020-439, Council approved a First amendment to the purchasing agreement with Amazon Business through the OMNIA Partners Public Sector cooperative purchasing organization (formerly known as US Communities and National IPA) for an online marketplace for products by $50,000 annually, for a two-year agreement with three two- #7..
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Finance Committee, January 23, 2023
Third Amendment for Online Marketplace Purchasing Agreement
year extension options, for a revised annual estimated cost of $125,000, and a total revised amount not to exceed $1,000,000 over eight years
On July 13, 2021, under Resolution 2021-279, Council approved a Second amendment to the purchasing agreement with Amazon Business through the OMNIA Partners Public Sector cooperative purchasing organization (formerly known as US Communities and National IPA) for an online marketplace for products to increase the annual estimated amount by $50,000, for a revised annual estimated amount from $125,000 to $175,000, and a total revised amount not to exceed from $1,000,000 to $1,300,000 over eight years and authorizing the Purchasing Manager or her designee to execute the amendment
All City departments continue to comply with Administrative Directive 7.28 to standardize the purchase of office supplies, and the purchase practices across the organization for office supplies and furniture. With the use of this agreement and policy, all City departments are required to compare pricing to ensure we are utilizing the lowest cost supplier when purchasing office supplies and furniture.
DISCUSSION:
The Finance Department Purchasing Division monitors the monthly spending activity for Amazon Business, in addition to the three other office supplier and furniture vendors, Office Depot, Staples and Wardens. Part of this review includes projecting the anticipated annual spend to ensure the amount is within the Council authorized spending limit. One area that was not anticipated over the last two amendments was the drastic increase in inflation ranging from 7-25% over the last couple of years. City departments continue to have challenges with supply chain delays and not having these operational parts for several months. City departments actively compare pricing with other vendors and Amazon Business has increasingly been identified as the lowest competitive pricing and fastest turnaround on delivery of these goods compared to the other supply vendors.
The Purchasing Division has recently implemented several tools available through Amazon Business to manage spending controls within each City department and identify goods that should not be purchased through Amazon Business based on contractual agreements we already have in place with other vendors. These controls will manage spending levels based on what is authorized by City Council. Once the department reaches their allocated spending levels, they will be blocked from using Amazon Business.
With the use of Amazon Business, about one-third of the City’s Blanket Purchase Order (PO) agreements have declined in spending since the establishment of the Amazon Business due to Amazon Business having better pricing for City parts including a quick turnaround on delivery.
The spending for these Blanket POs has declined by over $200,000 annually. In addition, the City has entered into several contract service agreements such as for the fire contract services and fleet services for Stanislaus Regional Transit Agency (StanRTA) which has increased the volume of parts needed to support these service agreements.
FISCAL IMPACT:
Sufficient funds will be budgeted in all City department’s annual operating budgets to cover the annual increases through the term of the agreements. Below is a summary of the current annual spending:
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Finance Committee, January 23, 2023
Third Amendment for Online Marketplace Purchasing Agreement
Online Marketplace Supplier:
Term Period Amazon
Year 1 (go-live Jan 2020) $ 162,246
Year 2 $ 199,898
Year 3 $ 156,356
TOTAL $ 518,500
This Third amendment will include a 10% inflator for the subsequent years of the remaining term of this agreement. Below are the annual spending limits defined as part of this increase.
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Total $ 175,000 $ 175,000 $ 175,000 $ 310,000 $ 341,000 $375,100 $412,610 $453,871 $2,417,581 RECOMMENDED COMMITTEE ACTION:
Staff Recommendations:
Motion approving a Third Amendment to the Purchasing Agreement with Amazon Business for an Online Marketplace for Products to increase the annual estimated amount by $205,000, for a revised annual estimated cost from $175,000 to $380,000, for a total amount not to exceed $2,417,581 over eight years, and forwarding to Council for approval.
Approved by:
DeAnna Christensen, Director of Finance
Joseph P. Lopez, City Manager
Attachments:
1. Administrative Directive 7.28
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CITY OF MODESTO
ADMINISTRATIVE
DIRECTIVE
Original Effective Date: 07/01/2019
Latest Revision Date: 05/11/2022
Policy Number: 7.28
Approved By: Joseph Lopez
City Manager
Subject: STANDARDIZATION OF OFFICE SUPPLIES FOR CITY-USE BY
UTILIZING THE LOWEST COST SUPPLIER
POLICY:
To establish a policy that provides the guidelines for standardization of office supplies for City business purchases by utilizing the lowest cost online marketplace supplier.
PURPOSE AND SCOPE:
Section 1
Amazon Business, Staples Advantage and Office Depot are online marketplaces that staff may utilize to purchase office supplies and breakroom/kitchen supplies.
Staff has the opportunity to determine which online marketplace to purchase necessary items from based on the lowest cost.
Section 1.2 - Approved categories of office supplies:
• Paper/Stationary (refer to City’s Administrative Directive 1.8 – Recycled Paper Products) o Copy Paper
o Color Printing Paper
o Notebooks/Notepads
o Cardstock
o Post-It’s/Sticky Notes
o Envelopes
• Toner & Ink
• Writing Supplies
o Pens
o Pencils
o Erasers & Correction
o Highlighters
• Folders & Filing
o File Folders
o Hanging File Folders
o File Storage
• Office Basics
o Clips, Fasteners & Rubber bands
o Staplers/Tape Dispenser/Scissors
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POLICY NO. 7.28
STANDARDIZATION OF OFFICE SUPPLIES FOR CITY-USE BY UTILIZING THE LOWEST COST
SUPPLIER
o White-out & Correction Tape
o Binders
o Calculators
• Storage & Organization Supplies
• Boards/Easels
• Desktop Organizers
Section 1.3 - Paper products purchased must follow the 30% Recycled Paper Products requirement under Administrative Directive 1.8.
Section 2
Items prohibited for purchase from the Staples online marketplace include:
• Cleaning Supplies
• Paper products, facial tissue, soap, deodorizers, hand sanitizers, batteries • Office chairs/furniture
• Bottled Water
• Safety Vests/Goggles
Staff should utilize current agreements with Central Sanitary, Fastenal, and DS Services of America Inc. for items that have been through a bidding process and have contracted pricing.
Section 2.1 - Central Sanitary Oracle Agreement # 221423 -– Effective April 1, 2022 through August 7, 2022 and is now a non-catalog agreement with updated pricing. Original agreement #147851 was effective August 8, 2018 – March 31, 2021 (Two-year agreement with three 1-year extension options; have two available extension options). Original term of agreement remains the same.
The items that should be purchased from Central Sanitary include:
• Disinfectant Sprays
• Disinfectant Wipes
• Bleach
• Dish Soap
• Cleaners
• Deodorizers
• Brooms
• Facial Tissue
• Paper Towels
• Cups (hot & cold)
• Air Fresheners
• Hand Sanitizer
• Hand Cleaner
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POLICY NO. 7.28
STANDARDIZATION OF OFFICE SUPPLIES FOR CITY-USE BY UTILIZING THE LOWEST COST
SUPPLIER
• Insect Spray
• Toilet Paper
Section 2.2 - Fastenal Vending Agreement #182558 - Effective October 1, 2018 – September 30, 2022 (Two-year agreement with three 1-year extension options; have two available extension options)
The items that should be purchased from Fastenal include:
NOTE: Purchases may be made without having a vending machine on site. • All Batteries (A, AA, AAA, C, D, 9 Volt)
• Hand wipes
• WD-40
• Clorox
• Glass Cleaner
• Air Fresheners
• Hand Sanitizer
• Gloves
• Safety Vests
• Safety Goggles
• Cleaners
• Tape Measure
Section 2.3 - DS Services of America Inc. Agreement #157381 - Effective April 23, 2019 – April 22, 2023 (Two-year agreement with three 1-year extension options; have two available extension options)
The items that should be purchased from DS Services America Inc. include:
• Bottled Water, 16.9 fl. oz. Case of 24
• Bottled Water, 16.0 fl. oz. Pallet/84 Cases
• Bottled Water, 5 Gallon Jugs
• Top Loading Water Cooler Hot/Cold for Rental
• Bottom Loading Water Cooler Hot/Cold for Rental
Nestle Waters North America Agreement #157054 – Effective April 23, 2019 – April 22, 2021 has been terminated.
Section 2.4 - Warden’s Agreement #160182 – Office chairs and furniture should be purchased from Warden’s Modesto, CA, when they have provided the lowest price. Purchases exceeding the $3,500 #7..
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POLICY NO. 7.28
STANDARDIZATION OF OFFICE SUPPLIES FOR CITY-USE BY UTILIZING THE LOWEST COST
SUPPLIER
threshold will need to follow the purchasing process. Please coordinate with your department buyer to facilitate any purchases over $3,500.
Section 3
Shipping Charges:
• Amazon Business offers free 2-day shipping
• Staples Advantage offers free shipping for orders over $35 (pre-tax). Orders under $35 are charged $5 per shipping.
• Office Depot offers free shipping
Section 4
Payment:
• Amazon Business – Paid via P-Card, NO requisition required • Staples Advantage – Paid via AP against invoice (monthly), NO requisition required • Office Depot – Paid via AP against invoice (monthly), NO requisition required • Wardens Furniture Agreement – Paid via agreement, requisition required • Central Sanitary Supply – Paid via agreement, requisition required • Fastenal Vending Agreement – Paid via agreement, requisition required • DS Services Bottled Water Agreement – Paid via agreement, requisition required #7..
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CITY OF MODESTO
COMMITTEE AGENDA REPORT
DATE OF MEETING:
January 23, 2023
Date: December 15, 2022
TO: Finance Committee
David Wright, Chair
Rosa Escutia-Braaton, Vice-Chair
Nick Bavaro, Member
THROUGH: Joseph P. Lopez, City Manager
FROM: Brandon Gillespie, Chief of Police
SUBJECT: Modesto Police Hiring and Recruitment Incentive Program CONTACT: Chris Adams, Lieutenant, [email protected], 209-572-9500 DESCRIPTION:
Consider approving the revisions and additions to the Modesto Police Department’s Hiring and Recruiting Incentives Program, increasing the estimated annual allocated amount by $365,000 to a new estimated annual total of $415,000, and forwarding to Council for approval. (Funding Source: General Fund)
STRATEGIC PLAN ELEMENT:
The recommended action supports the City’s 2020-2025 Strategic Plan Initiative: Build a HighPerforming Organization by Attracting and Retaining High-Performing Employees.
BACKGROUND:
The Modesto Police Department (MPD) continues to face recruitment challenges for several employment position allocations, including Lateral Police Officers, Academy Recruits, and several non-sworn professional staff entry level positions. Agencies in the region and state are also experiencing these same challenges, and the Modesto Police Department has explored methods of remaining competitive in this declining market. Although increased internal hiring efficiencies and stronger recruitment efforts are underway, additional recruitment incentives are still needed to meet the critical need to urgently fill vacant positions.
Unfortunately, many law enforcement agencies have seen a sharp decline in applicants interested in becoming sworn police officers. The Modesto Police Department processed 2,200 applicants for sworn positions in 2015. Each year following, however, that number has steadily declined, ending with 571 applicants in 2021 and 522 applicants in 2022 year-to-date. #8..
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Finance Committee, January 23, 2023
Modesto Police Hiring and Recruitment Incentive Program
MPD currently has 25 vacant police officer positions, with an additional 8 frozen police officer positions, which has created critical staffing issues in both the Field Operations and Investigative Services Divisions. Additionally, professional staff positions continue to be a challenge for which to recruit and hire. Moreover, MPD has 12.5 vacant positions in the professional staff ranks, including Crime Analysts, Community Service Officers, and Police Support Specialists. In the last two years, MPD has conducted multiple recruitments, including continuous recruitments for the position of Support Specialist and have only been able to hire six new employees, while the department continues to hold five vacancies. Police Support Specialists staff the MPD’s Records Unit which is a 24-hour, 7-day per week, operation and these vacancies have created critical staffing levels and an increased demand for overtime.
In November of 2014, Council approved a Hiring and Recruitment incentive program by Resolution No. 2014-467 to include $5,500 to be paid to a Lateral Police Officer, a $2,000 incentive to be paid to any Police Officer Recruit or Trainee (entry level), and a $1,500 incentive to any full time MPD Employee who is able to successfully recruit and mentor a sworn officer candidate. A total of $90,000 was approved to be allocated to this Hiring and Recruitment Inventive program. In September of 2016, by Resolution No. 2016-378, Council approved the increase of the Lateral Police Officer Incentive to $15,000. In recent years, the department has not provided the $2,000 incentive to Police Officer Recruit or Trainee (entry level), but has continued both the Lateral Incentive and the $1,500 incentive paid to any employee who recruits and mentors a sworn officer position. The department currently budgets $50,000 per year to support the incentive program.
DISCUSSION:
In the Summer of 2022, MPD formed a committee that included both sworn and professional staff to examine our current Hiring and Recruitment incentives, research other programs in the State of California, and to make recommendations to Executive Staff regarding any changes or additions that could increase department recruitment and retention efforts. The committee’s efforts focused primarily on making Modesto competitive in the law enforcement job market based on surrounding agency models, as well as determining what is most important to employees as they seek employment at any organization. The Modesto Police Department has identified enhancements and additions to the program based on the committee’s work and input from Executive Staff.
Staff recommends the modifications and additions to the Hiring and Recruitment Inventive Program as outlined below. It is important to note that each set milestone in each category must be met before the cash is dispersed. For all cash incentives, employees who voluntarily leave the City of Modesto would have a pro-rated repayment agreement over the course of five (5) years, which is a safeguard currently in place for existing incentives. The Support Division Assistant Division Commander and the Recruitment Sergeant are responsible for monitoring both the milestone payments as well as the repayment schedules in the event an employee voluntarily separates.
Lateral Incentive –Currently, the Lateral Police Officer (PO) Incentive is $15,000; paid $10,000 at date of hire and $5,000 on the officer’s five-year anniversary. MPD is proposing to increase the Lateral Officer Hiring Incentive to $20,000. The payment schedule would be modified so that the Lateral Police Officer (PO) would be paid $5,000 at hire, $5,000 when they complete the field training program, $5,000 at the end of their probationary period, and $5,000 upon #8..
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Finance Committee, January 23, 2023
Modesto Police Hiring and Recruitment Incentive Program
completion of their two-year anniversary. The repayment schedule for this incentive, should the employee leave prior to the end of the 5th year is outlined as follows:
TIMEFRAME AMOUNT OWED
Hire to < 6 months $5,000.00
6 months to < 1 year $10,000.00
1 year to < 18 months $12,500.00
18 months to < 2 years $15,000.00
2 years to < 2.5 years $12,500.00
2.5 years to < 3 years $10,000.00
3 years to < 3.5 years $7,500.00
3.5 years to < 4 years $5,000.00
4 years to < 4.5 years $2,500.00
4.5 years to < 5 years $1,000.00
Recruitment Incentive – Any current full-time City of Modesto employee who is able to successfully recruit a Police Officer Recruit (POR), Police Officer Trainee (POT), or Lateral Police Officer (PO) to Modesto Police Department will receive their choice of a one-time payment of $3,000 or 40 hours of leave in a special leave time bank (the hours would not be cashable at any time). The employee would receive $1,000 on the candidate’s hire date and $2,000 when the candidate completes the Field Training Program. If the employee chooses the 40 hours of leave, they will receive 20 hours on the date of hire and 20 hours when the candidate completes the Field Training Program. This modifies the current recruitment incentive, which is solely for Police Department employees who are paid $1,500 if they successfully recruit a Police Officer Recruit (POR), Police Officer Trainee (POT), or Police Officer (PO); $750 on the date of hire and $750 when the candidate completes their probationary period. There is no repayment schedule for this incentive. If an employee leaves City service prior to the second payout, they would not receive the second installment. If the employee elected the special leave time bank in lieu of the cash incentive, those hours are not cashable at any time and would therefore be forfeited upon separation if not used.
Sick/Vacation Front Loading for Laterals – All Lateral Police Officers (PO) will have 40 hours of sick leave and 40 hours of vacation time placed in their leave balances upon date of hire.
However, the employee would not accrue additional time until their time at the department equaled the accrual of 40 hours of each, based on their accrual rate. The sick leave hours are not cashable at any point and the vacation hours would not be cashable until such a time as the employee would have accrued the time. There are no expiration dates on either leave type.
There is no repayment schedule for this incentive.
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Finance Committee, January 23, 2023
Modesto Police Hiring and Recruitment Incentive Program
Sick/Vacation Front Loading for FTE’s – All full-time employees (other than the abovementioned Lateral Police Officer) will begin employment with 20 hours of sick leave and 20 hours of vacation time placed in their leave balances upon date of hire. The employee would not accrue additional time until their time at the department equaled the accrual of 20 hours of each based on their accrual rate. The sick leave hours are not cashable at any point and the vacation hours would not be cashable until such a time as the employee would have accrued the time.
There are no expiration dates on either leave type. There is no repayment schedule for this incentive.
Police Support Specialist, Community Service Officer, and Animal Control Officer Hiring Inventive – All employees hired as a Police Support Specialist (PSS), Community Service Officer (CSO), or Animal Control Officer (ACO) would receive a $2,500 hiring inventive. $1,000 would be paid at date of hire and $1,500 upon completion of the Field Training Program. The repayment schedule for this incentive, should the employee leave prior to the end of the 5th year is outlined as follows:
TIMEFRAME AMOUNT OWED
Hire to < 6 months $1,000.00
6 months to < 1 year $2,200.00
1 year to < 18 months $1,900.00
18 months to < 2 years $1,700.00
2 years to < 2.5 years $1,500.00
2.5 years to < 3 years $1,300.00
3 years to < 3.5 years $1,100.00
3.5 years to < 4 years $900.00
4 years to < 4.5 years $700.00
4.5 years to < 5 years $500.00
Sworn Hiring Incentive – All employees hired as a Police Officer Recruit (POR) or Police Officer Trainee (POT) would receive a $5,000 hiring incentive. For POR, $2,500 would be paid upon successful completion of the police academy, and $2,500 would be paid upon completion of the Field Training Program. For POT, $2,500 would be paid upon their date of hire and $2,500 would be paid upon completion of the Field Training Program. The repayment schedule for this incentive, should the employee leave prior to the end of the 5th year is outlined as follows:
TIMEFRAME AMOUNT OWED
Academy Graduation < 6
months $2,500.00
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Finance Committee, January 23, 2023
Modesto Police Hiring and Recruitment Incentive Program
6 months to < 1 year $4,500.00
1 year to < 18 months $4,000.00
18 months to < 2 years $3,500.00
2 years to < 2.5 years $3,000.00
2.5 years to < 3 years $2,500.00
3 years to < 3.5 years $2,000.00
3.5 years to < 4 years $1,500.00
4 years to < 4.5 years $1,000.00
4.5 years to < 5 years $500.00
Lateral Service Credit – Any lateral hire to any position assigned to the Police Department (sworn or non-sworn/professional) will accrue leave balances based on their years of experience in a prior public safety position. For example, a police officer or CSO who laterals to the City of Modesto and has 10 years of experience in the same classification at another agency, will accrue leave at the rate of a 10-year tenured employee with the City of Modesto based on their appropriate bargaining group’s Memorandum of Understanding. There is no repayment schedule for this incentive.
Sworn Military Hiring Incentive – All employees hired as a Police Officer Recruit (POR), Police Officer Trainee (POT), or Police Officer Lateral (PO) who have served in any branch of the United States Military and received an Honorable or General Discharge as denoted on the DD214, would receive a $5,000 hiring incentive. For POR, $2,500 would be paid after successful completion of the academy and $2,500 would be paid after completion of the Probationary Period. For POT, $2,500 would be paid upon hire and $2,500 would be paid after completion of the Probationary Period. For PO, $2,500 would be paid upon hire and $2,500 would be paid after completion of the Probationary Period. The repayment schedule for this incentive, should the employee leave prior to the end of the 5th year is outlined as follows by position type:
For Police Officer Recruit or Trainee:
TIMEFRAME AMOUNT OWED
Academy Graduation < 6
months $2,500.00
6 months to < 1 year $2,000.00
1 year to < 18 months $1,500.00
18 months to < 2 years $3,500.00
2 years to < 2.5 years $3,000.00
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Finance Committee, January 23, 2023
Modesto Police Hiring and Recruitment Incentive Program
2.5 years to < 3 years $2,500.00
3 years to < 3.5 years $2,000.00
3.5 years to < 4 years $1,500.00
4 years to < 4.5 years $1,000.00
4.5 years to < 5 years $500.00
For Lateral Police Officer:
TIMEFRAME AMOUNT OWED
Date of Hire < 6 months $2,500.00
6 months to < 1 year $2,000.00
1 year to < 18 months $4,000.00
18 months to < 2 years $3,500.00
2 years to < 2.5 years $3,000.00
2.5 years to < 3 years $2,500.00
3 years to < 3.5 years $2,000.00
3.5 years to < 4 years $1,500.00
4 years to < 4.5 years $1,000.00
4.5 years to < 5 years $500.00
Non-Sworn Military Hiring Incentive – All employees hired as a Police Support Specialist (PSS), Community Service Officer (CSO), or Animal Control Officer (ACO) who have served in any branch of the United States Military and received an Honorable or General Discharge as denoted on the DD214, would receive a $2,000 military hiring incentive. $1,000 would be paid at time of hire and $1,000 after completion of the Probationary Period. The repayment schedule for this incentive, should the employee leave prior to the end of the 5th year is outlined as follows:
TIMEFRAME AMOUNT OWED
Hire to < 6 months $1,000.00
6 months to < 1 year $900.00
1 year to < 18 months $800.00
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Finance Committee, January 23, 2023
Modesto Police Hiring and Recruitment Incentive Program
18 months to < 2 years $1,700.00
2 years to < 2.5 years $1,500.00
2.5 years to < 3 years $1,300.00
3 years to < 3.5 years $1,100.00
3.5 years to < 4 years $900.00
4 years to < 4.5 years $700.00
4.5 years to < 5 years $500.00
Additionally, staff recommends rescinding Resolution Numbers 2014-467 and 2016-378 in order to provide a comprehensive single resolution that outlines the updated and enhanced Hiring and Recruiting Incentives Program as outlined above.
FISCAL IMPACT:
Below is a general breakdown of the fiscal projection for the proposed programs. It should be noted, however, that not all payouts will occur in the same fiscal year, inevitably lowering the actual amounts paid versus the maximum amount allotted. How the program is utilized in a given fiscal year will depend upon the positions available for hiring and the candidates interested. As such, the department will work within the annual allowable spending total to best facilitate recruitment and hiring within the defined categories as listed below.
Incentive Type Position Amount
Lateral Incentive (Sworn) Police Officer $20,000
Recruitment Incentive
(for POR, POT and PO positions)
All City FTE’s $3,000 or 40 hours of Specialized
Time Bank
Sick/Vacation Front Loading Lateral Police Officers 40 Hours Sick/40 Hours Vacation Sick/Vacation Front Loading All FTE’s
(Except Lateral Police Officer)
20 Hours Sick/20 Hours Vacation
Hiring Incentive (Non-sworn) PSS $2,500
Hiring Incentive (Non-sworn) CSO $2,500
Hiring Incentive (Non-sworn) ACO $2,500
Hiring Incentive (Sworn) POR/POT $5,000
Lateral Service Credit
(Sworn and Non-Sworn)
All Public Safety FTE’s
(Sworn and Non-Sworn)
Equal to Service Credit
Military Hiring Incentive (Sworn) POR/POT/PO $5,000
Military Hiring Incentive (Non -Sworn) PSS/CSO/ACO $2,000 Estimated $415,000 Annually
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Finance Committee, January 23, 2023
Modesto Police Hiring and Recruitment Incentive Program
Funding for FY 2022-2023 will come from the Police Department’s current “Appropriation A” savings due to the high vacancy rate. Funding for future Fiscal Years will be budgeted at the $415,000 amount during the annual budgeting process.
RECOMMENDED COMMITTEE ACTION:
Staff Recommendations:
Motion approving the revisions and additions to the Modesto Police Department’s Hiring and Recruiting Incentives Program and increasing the estimated annual allocated amount by $365,000 to a new estimated annual total of $415,000, and forwarding to Council for approval.
Approved by:
Brandon Gillespie, Chief of Police
Joseph P. Lopez, City Manager
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