Title
Recommendation to Authorize the City Manager to Negotiate and Execute a Contract in the Amount of $257,203 with Systems and Space Inc. for Renovation of the Police Department Locker Rooms; and
Adoption of Resolution Amending the Fiscal Year 2017-18 Police Grants Fund Budget. (Police 3121)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Authorize the City Manager to Negotiate and Execute a Contract in the Amount of $257,203 with Systems and Space Inc. for Renovation of the Police Department Locker Rooms; and
Adoption of Resolution Amending the Fiscal Year 2017-18 Police Grants Fund Budget
BACKGROUND
The Police Administration Building was built in approximately April 1978. At that time, employees were provided standard storage lockers similar to those found in most high school gymnasiums. The majority of those lockers were installed in the men’s locker room. In the late 1980’s, the original lockers located in the women’s dressing room were divided to accommodate the increasing number of female officers and other employees entering law enforcement. Almost forty years after the original lockers were installed, the job and equipment requirements of a police officer have evolved in a way that has made the original style lockers inadequate for all of our officers.
DISCUSSION
In April 1978, the current Police Administration Building was opened. At that time, both male and female employees were provided simple storage lockers to accommodate their uniforms, clothing, and equipment necessary to perform their job. In approximately 1988, as more female employees were hired as police officers, some of the original lockers had to be further divided to increase the number of available lockers for women entering police work (both sworn and civilian positions). This created a crowded and inefficient space for female employees to dress and prepare for their shift.
The job requirements and equipment have substantially changed over the past thirty to forty years. The safety equipment has improved, technology has been enhanced, and department employees have had to store and maintain more equipment to perform their basic duties. Equipment such as bullet proof vests, portable radios, rechargeable flashlights, cell phones, body cameras and tasers were not industry standard when the original storage lockers were installed. That, along with several uniform variations, weapons, boots, and helmets officers are required to maintain, has caused employees to run out of space in the current lockers. Consequently, they have resorted to stacking duty bags full of forms and equipment outside or on top of the lockers. Additionally, some officers have resorted to running electrical extension cords in various locations to allow for the charging and daily use of department issued and required electric devices.
In order to alleviate this situation, storage companies that specialize in this area now build locker systems specifically for public safety employees. Systems and Space Inc. is one such company and was contacted because they are a vendor the department has used in the past. Systems and Space Inc. is certified by the National Joint Powers Alliance (NJPA). The City of Alameda (#926) and Alameda Police Department (#48328) are both members of the NJPA, so a nationally competitive bid process is already in place. Consequently, this project does not need a request for proposal. Systems and Space Inc. has provided the attached proposal (Exhibit 1), which defines the scope of the entire project that encompasses the male and female sworn and civilian locker room areas and the male command staff locker room areas. The female command staff locker room was recently created in a 2015 remodeling project and does not need new lockers. The scope of work includes the installation of new locker systems that provide footwear storage, body armor drying racks, and larger, individual storage lockers capable of accommodating equipment and clothing, including power receptacles for each employee. The renovation also includes reconfiguring the spaces to maximize the efficiency and use, new flooring, which will provide a sanitary and easily cleanable surface, and the temporary set up of facilities for employees during the renovation (Exhibit 1).
The new and improved lockers are imperative for adequate support of the front line law enforcement personnel. Unlike other occupations, most police officers do not have office space unless they are in a specialized assignment or are promoted to a position that offers a permanent office space. Because of that, police officers use their lockers to store or maintain nearly all of the equipment required to do their job. Although they cannot bring their lockers with them into the field, the lockers are no less critical to them than any other piece of equipment they carry on their person. This project will improve reliability and support the operability of the equipment they use every single day.
FINANCIAL IMPACT
On March 21, 2017, the City Council appropriated $200,000 from the Police Departments salary savings for the lockers upgrade project (Project 91741). Systems and Space Inc., provided a proposal for the required scope of work, which came to $257,203 and is greater than what has been budgeted. Additional funding of $57,203 is required to fully fund the project. Staff recommends using State Community Oriented Policing Services (COPS) grant funds to cover these additional costs, which were determined eligible under the COPS grant provisions. Due to higher than anticipated construction cost the Fiscal Year 2017-18 Budget will be amended as follows:
|
Fund/Account |
Project |
Amount |
|
Police Grants Fund (218): |
|
|
|
State COPS Grant Revenue |
|
$57,203 |
|
Contractual Services |
91741 |
$57,203 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
RECOMMENDATION
Authorize the City Manager to negotiate and execute a contract in the amount of $257,203 with Systems and Space Inc. for renovation of the Police Department locker rooms; and adopt a Resolution amending the Fiscal Year 2017-18 Police Grants Fund Budget.
Respectfully submitted,
Paul J. Rolleri, Chief of Police
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. System and Space Inc. Proposal