CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: June 18, 2025
To: Honorable Mayor and City Council Members
From: Bill Gallardo, Interim City Manager;
Darren Goodman, Chief of Police
Department: Police
Subject: Amendment No.1 to Goods Purchase Agreement with Professional Police Supplies increasing the not to exceed amount to $240,000 (All Wards)
Recommendation:
It is recommended the Mayor and City Council of the City of San Bernardino, California, authorize the Interim City Manager to execute Amendment No.1 to the Goods Purchase Agreement with Professional Police Supplies, increasing the not to exceed amount from $100,000 to $240,000.
Executive Summary
The City executed a three-year Goods Purchase Agreement (“GPA”) with Professional Police Supplies for ballistic vests, safety equipment, and other supplies following a competitive bidding process. After the agreement was executed, the Police Department identified $50,000 in grant funds (which must be expended by September 30, 2025) and seeks an Amendment to use these funds to purchase additional ballistic vests. Additionally, due to an abundance of outdated unserviceable equipment, $90,000 from the current operational budget has been identified to purchase new safety equipment. Approval of the amendment will have no impact on the City’s general fund.
Background
The City entered into an agreement with Professional Police Supply dated March 6, 2025, anticipating the expenditure of $100,000 over the three-year contract.
After the agreement was executed, a review of the Police Department’s existing grants identified $50,000 remaining in a Grant Award. The City received a Grant Sub-Award in the amount of $213,617 from the San Bernardino County Law and Justice Group (Sub-Award Number 15PBJA-22-GG-02097-JAGX-San Bernardino) as part of the
16.738 - Edward Byrne Memorial Justice Assistance Grant Program on September 26, 2022 (“Grant Award”). The Police Department would like to utilize these remaining funds to purchase additional equipment.
The Grant Award serves as the leading source of funding for state and local criminal justice efforts, and supports initiatives aimed at strengthening the justice system.
Discussion
The Police Department issues ballistic vests, helmets, gas masks, and other safety equipment to all newly hired police officers and select civilian employees who work in the field. This gear is critical safety equipment, designed to provide life-saving protection in the line of duty. However, they have a manufacturer-designated expiration date requiring regular replacement to ensure continued effectiveness. Maintaining a sufficient inventory of up-to-date ballistic vests is essential for officer safety and operational readiness.
The Grant Award funds must be expended by September 30, 2025. Amending the agreement with Professional Police Supplies to include the additional $50,000 in Grant Award funds will enable the Police Department to purchase additional ballistic vests expediently through an existing vendor, ensuring compliance with purchasing policies and avoiding delays that could risk forfeiting the grant funds.
Additionally, funds already budgeted have been identified to replace outdated unserviceable safety equipment needed by department personnel. 2021-2025 Strategic Targets and Goals
Amendment No.1 to the GPA with Professional Police Supplies aligns with Strategic Goal #2b: Focused, Aligned Leadership and Unified Community - Evaluate operations and performance, investment in resources, technology, and tools to continually improve organizational efficiency and effectiveness.
Fiscal Impact
There is no impact on the discretionary fund. Revenues and expenditures for the Grant Award have already been included in the FY 2024/25 budget. $90,000 will be coming from the department’s existing operational budget.
FINANCIAL
DATA
Current Fiscal Year: Next Fiscal Year: Total Cost: Ongoing Cost:
COST $ 90,000 $ 0 $ 90,000 $ 0
GENERAL
FUND
SHARE
$ 90,000 $ 0 $ 90,000 $ 0
SOURCE OF FUNDS: There is sufficient
funding included in the FY24/25 Adopted
Budget in the Police General Fund.
Budget Adjustment:
No
For Fiscal Year: 24/25
Conclusion
It is recommended the Mayor and City Council of the City of San Bernardino, California, authorize the Interim City Manager to execute the Amendment No.1 to the Goods Purchase Agreement with Professional Police Supplies, increasing the not to exceed amount from $100,000 to $240,000.
Attachments
Attachment 1 (Grant) FY22 JAG- Executed Agreement
Attachment 2 Original Goods Purchase Agreement – Professional Police Supply Attachment 3 Amendment No.1 to Goods Purchase Agreement - Professional Police Supply
Ward:
All Wards
Synopsis of Previous Council Actions:
March 1, 2023 Resolution No. 2023-038 adopted authorizing City Manager to accept the 2022 Edward Byrne Justice Assistance Grant.