CITY OF POMONA
COUNCIL REPORT
June 5, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Michael Ellis, Chief of Police
SUBJECT: APPROVE SOLE SOURCE VENDORS FOR FISCAL YEAR 2023-24 TO SUPPLY UNIFORMS, EQUIPMENT AND SERVICES FOR THE POLICE DEPARTMENT’S SWORN AND PROFESSIONAL STAFF RECOMMENDATION:
It is recommended that the City Council approve sole source vendors to supply uniforms, equipment and services for the Police Department’s sworn and professional staff.
EXECUTIVE SUMMARY:
Action on this item will approve sole source vendors for Fiscal Year 2023-24 to supply equipment, uniform and services for the Police Department’s sworn and professional staff.
FISCAL IMPACT:
There is no additional fiscal impact with this action. Annual expenditures used shall be funded in accordance with the Police Department’s annual Operating adopted budget. All items are budgeted in the FY 2023-24 General Fund Police Department Adopted Budget that is proposed for approval on this same agenda.
DISCUSSION:
The Police Department is seeking approval to identify several vendors as sole source vendors for the specific type of equipment, uniform and services that they provide. Council action on this approval will facilitate the access of uniforms, equipment and services for the Pomona Police Department. This will allow creating annual purchase orders between $5,000 - $100,000 per vendor beginning with the new fiscal year. The Police Department is requesting the following vendors be approved:
VENDOR
USES
SOLE-SOURCE REASON
Alderhost International, Inc.
Adlerhorst provides a comprehensive and ongoing training for our canines in order to ensure our canine teams maintain proper skill levels and are adhering to the “industry standard” along with supplies and boarding options.
There are no other police canine training facilities that will provide the same services as Alderhorst in Southern California. Adlerhorst is local and minimizes overtime and travel expenses for the police staff.
Corrections Technology Group
Jail Cell Door/ Lock Repair and replacement parts and service.
Corrections Technology Group (CTG) is located in Beaumont, CA and the only vendor located in CA that meets our service and parts needs.
Crossroads Software
Software is used for traffic accident reporting.
There are no other police vendors that are able to provide the State Wide Integrated Traffic Records System (SWITRS) interface services as the software is proprietary to Crossroads.
Everbridge, Inc.
Nixle provides critical alerts to the community, news via SMS (text messages), email, over the Web or by mobile application.
The Nixle Engagement Communication System is only available through Everbridge, Inc.. Approval will allow for the purchase of annual subscription for the Police Department.
Keystone
Uniforms and Pristine Uniforms
Stocks all required uniforms for sworn and professional staff.
Keystone is located in Covina, CA, and is only nine (9) miles and Pristine Uniforms is (16) miles from Pomona. This is a time saving factor for all staff. Both provides onsite alterations, heat press, embroidery services. Having two options for uniform vendors provides the Department options when seeking supplies.
LA County Sheriff’s Food Service Unit
Jail prisoner meals.
L.A. County Sheriff’s Food Services unit is located in Monterey Park only 25 miles away, the closet correctional food vendor in the region. This vendor is able to fulfill rush orders without interrupting services.
LEFTA systems
Tracking and managing employee training.
There are no other current law enforcement vendors that are able to provide this type of records management system which includes data migration and interface with California POST EDI.
Lexipol, LLC
Author, edit and update all Department polices.
Lexipol provides proprietary software and mobile applications that are only available through them. Lexipol supports and updates the Department’s policies.
Lexis Nexis / Coplogic Solutions
This software supports the Department’s online crime reporting system.
This is the only police vendor able to provide this online reporting software. Online reporting allows people to instantly report crimes; enhancing the customer service experience and shortening wait times.
Motorola Solutions, Inc.
The Police Department’s Body Worn Cameras, Mobile Video Systems, Portable Radios & replacement parts for all our Motorola Equipment are purchased from Motorola Solutions, Inc.
The Motorola platform allows for video integration and video management for recorded videos captured by on-duty staff. Motorola solution is the sole proprietor for all of its equipment. There is no other company that will connect as seamlessly as Motorola hardware to our already existing systems.
Motorport USA
The Police Department's motorcycle officers use specialized safety uniforms that protects the wearer in the event of an accident.
Motoport, is the only vendor that provides custom-made uniforms made of a Kevlar material. This is the authorized uniform for Department motorcycle officers.
Seps, Inc.
The Police Department has (5) UPS emergency Power Back-Up devices for emergency services.
Seps,Inc. is the only vendor that is capable of providing the requested service other vendors / contractors are unable to perform the necessary full spectrum of regular & routine maintenance due to full-spectrum software being proprietary The above vendors and service providers for the Pomona Police Department are vital to meet our needs for on-going emergency services. Therefore, staff recommends pursuant to Pomona City Code Section 2-994 – Sole and Single Source Procurement; “A contract may be awarded as a sole or single source without competition upon review and verification, and determined to be in the City’s best interest. Approval of the listed sole-source vendors is necessary in continuing compatibility and functionality for the Pomona Police Department.
COUNCIL PRIORITIES & GOALS:
This item supports the 2020-2021 City Council Priority 1: Fiscal and Operational Responsibility Goal B: Improve efficiency and effectiveness of City services to businesses and residents.
Prepared by:
____________________________
Claudia Huerta
Administrative Service Manager
Approval of sole source