Title:
Title
Agreement: Cooperative Purchase Agreement for Public Safety and Emergency Preparedness Equipment and Related Services
End
FileID
File ID: 2019-01003
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion: 1) approving the use of Omnia Partners’ cooperative purchasing agreement with Safeware-Mallory (Contract No. 4400008468) for the purchase of public safety and emergency preparedness equipment and related services in an amount not to exceed $750,000 through September 30, 2023, or until the cooperative agreement is no longer available for use if the options to extend the cooperative agreement are exercised; and 2) authorizing the City Manager or the City Manager’s designee to execute purchases from this agreement.
Contact: Gary O’Neill, Procurement Analyst, (916) 808-7432; Robert C. Adams, Procurement Services Manager, (916) 808-5524, Department of Finance.
Body
Presenter: None.
Attachments:
1-Description/Analysis
2-Official Contract
Description/Analysis
Issue Detail: City departments require public safety and emergency preparedness equipment to comply with various City requirements and to support their operations. After reviewing available purchase options, it has been determined that the Omnia Partners cooperative purchase agreement with Safeware-Mallory provides the most advantageous solutions to support the City’s public safety and emergency preparedness equipment needs.
The County of Fairfax, VA, in association with Omnia Partners, solicited a Request for Proposals (RFP) 2000002547 for public safety and emergency preparedness equipment and related services, with a deadline of March 13, 2018. A 5-year agreement, with an initial term of October 1, 2018, through September 30, 2023, and options for five additional 1-year renewals through September 30, 2028, was awarded on June 7, 2018.
Policy Considerations: City Code 3.56.240 authorizes the City, where advantageous, by cooperative purchasing agreements approved by City Council, purchase supplies or non-professional services through legal contracts of other public agencies.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): The proposed activity is not a project pursuant to the California Environmental Quality Act (CEQA). CEQA Guidelines Section 15378(b)(2). The activity is a continuing administrative or maintenance activity, such as the purchases for supplies, personnel-related actions, general policy and procedure making and is not subject to CEQA. CEQA Guidelines Section 15060(c)(3).
Sustainability: The recommended contract is consistent with the Sustainable Purchasing Policy (AP-4003).
Commission/Committee Action: None.
Rationale for Recommendation: After reviewing the available purchasing options, Procurement Services has determined that the Omnia Partners cooperative purchase agreement with Safeware-Mallory, a national company with over thirty years of expertise in personal protective equipment, represents the most advantageous purchasing strategy. The contract was competitively bid, and Omnia Partners receives greater discounts from this supplier due to a higher purchase volume.
In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing agreements. This procurement approach increases pricing competitiveness, reduces administrative costs and leverages pricing through greater volume buying. The City has used both regional and national cooperative purchase agreements to complement its own contracting initiatives where possible. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost savings opportunities for the City.
Financial Considerations: City departments, primarily the Fire Department and the Department of Utilities, currently purchase equipment, on an as needed basis, totaling approximately $75,000 per year for all departments through this cooperative agreement. The requesting department operating budgets will be used to cover the costs associated for purchases and services associated with this agreement.
Local Business Enterprise (LBE): The LBE requirement does not apply to the City’s use of cooperative purchase agreements that have been competitively bid, evaluated, and awarded by other governmental agencies that may or may not have similar LBE programs.