City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-02058 1/7/2025 Consent Item 9.
Contract Amendment: Department Issued Badges
File ID: 2024-02058
Location: Citywide
Recommendation: Pass a Motion: 1) increasing the not-to-exceed contract amount to $255,000 for Department Issued Badges with The Ed Jones Co. through September 19, 2025; 2) suspending competitive bidding by a two-thirds vote of the City Council in the best interests of the city; and 3) authorizing the City Manager or the City Manager’s designee to execute the specified above and any and all extension(s).
Contact: Masoumeh Ramazani, Administrative Officer, (916)808-8065, [email protected], Fire Department
Presenter: None
Attachments:
1-Description/Analysis
2-The Ed Jones Co. Contract Supplement
Description/Analysis
Issue Detail: The Sacramento Fire Department’s Human Resources Division is responsible for issuing department badges to all sworn employees as part of uniform requirements. The Department is requesting council approval to execute a supplemental agreement to the existing contract with The Ed Jones Co.
In May 2021, Fire Department staff posted a Request for Proposal for the procurement of department -issued badges under RFP No. P21121331002. The RFP was posted on the City’s Planet Bid solicitation website for three weeks. The Fire Department received three proposals.
The Fire Department evaluated the proposals submitted based on the following criteria: qualifications and experience, project plan and schedule, badge product sample and cost proposal. Of the three proposals, The Ed Jones Co. was found to have the highest rating in all criteria. There is a fully executed contract with The Ed Jones Co. valid through September 19, 2025, with a not-to-exceed $240,000. To date, a total of $235,425.50 has been expended, with a remaining balance of
File ID: 2024-02058 1/7/2025 Consent Item 9.
$19,574.50 on the contract for the remainder of the current contract period. Staff recommend amending the current total not-to-exceed amount from $240,000 to $255,000 to maintain sufficient funding for the Fire Department to make purchases as necessary for the purchases of department- issued badges.
Policy Considerations: The initial contract was executed under Sacramento City Code section
3.56.080 (Authority of City Manager). Subject to the availability of funds and the procedures set forth in this chapter, the City Manager is authorized to bind the city, by written contract or purchase order, involving an expenditure under $250,000 in any one transaction, without first advertising or obtaining specific authorization from the City Council, for the purchase of supplies or nonprofessional services for the city.
Staff request an increased not-to-exceed amount requiring City Council approval per Sacramento City Code section 3.56.090 under which all contracts for supplies or nonprofessional services involving an expenditure of $250,000 or more shall be awarded by the City Council. Such contracts shall be formal written agreements executed by the City Manager on behalf of the city. The City Manager’s signature constitutes certification that there remains unexpended and unapplied balances of the appropriations or funds applicable to the contract, which are sufficient to pay the estimated expense of executing the contract.
Economic Impacts: None.
Environmental Considerations: Ongoing administrative maintenance activities, such as purchases of supplies, equipment or materials which are not made for purposes of a public construction project, do not constitute a “project” and are exempt from the California Environmental Quality Act (CEQA) CEQA Guidelines, Section 15061(b) (3), 15378(b) (2).
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rational for Recommendation: The Sacramento Fire Department’s Human Resources Division is responsible for issuing department badges to all sworn employees as part of uniform requirements.
Financial Considerations: Sufficient funding is available in the Fire Department’s Fiscal Year (FY) 2024/25 operating budget to make purchases through June 30, 2025.
Purchases made on the contract after June 30,2025 are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): The Ed Jones Co. is not an LBE. The minimum LBE participation
File ID: 2024-02058 1/7/2025 Consent Item 9.
requirement is waived by the City Manager or the City Manager’s designee as the City has suspended competitive bidding and utilized an alternate procurement method to select a vendor(s) in the best interests of the City.