HomeMy WebLinkAboutE-9 Staff Report - COVID Blanket PO Increase CONSENT ITEM
E-9
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MIKE BERTELSEN, CHIEF OF POLICE
DATE: OCTOBER 19, 2020
SUBJECT: REQUEST TO INCREASE FISCAL YEAR 2020/21 BLANKET PURCHASE ORDER
FOR EMERGENCY COVID-19 CLEANING
BACKGROUND:
In accordance with Sec. 2-518 (b) of the Azusa Municipal Code, purchase orders over $25,000 requires
Council approval. The Police Department is requesting authorization to increase the FY 2020/21 blanket
purchase order of $10,000 for services performed by Emergency Response Crime Scene Cleaning for
sanitizing of patrol fleet and building interior to $70,000.00. Additional budget is being requested for
this request.
RECOMMENDATION:
Staff recommends the City Council take the following action:
1)Approve an increase to the Emergency Response Crime Scene Cleaning Blanket Purchase Order
for Fiscal Year 2020/21 to a not-to-exceed amount of $70,000.
ANALYSIS:
The Police Department uses a company named Emergency Response Crime Scene Cleaning for crime
scene cleaning and sanitizing of the police fleet and building interior. Services needed throughout the
year were estimated at $10,000 but due to the COVID-19 pandemic these costs have drastically
increased due to exposures and possible exposures to the virus. In Fiscal Year 2020/21 a blanket
purchase order in the amount of $10,000 was issued to the vendor. However, due to the unforeseen
decontamination costs the purchase order needs to be increased to $70,000 in order to pay outstanding
invoices and to cover additional anticipated decontamination needs. Council action is required to
increase the blanket purchase order as the request exceeds the City Manager’s $25,000 approval
authority in accordance with the City’s purchasing policy.
APPROVED
CITY COUNCIL
10/19/2020
Increase Blanket PO
October 19, 2020
Page 2
Emergency Response Crime Scene Cleaning is a registered Trauma Scene Waste Practitioner, Medical
Waste Transporter, and Transfer Station located in Monrovia, CA. Unlike most crime scene cleanup
companies, their services are geared specifically towards Law Enforcement agencies and the cities they
serve. They are available for immediate dispatch 24 hours a day 7 days a week. Response times are
typically one hour or less anywhere in the Greater Los Angeles Metropolitan Area.
Addtionally their cleanup crews use specialized equipment that other companies do not, utilizing custom
vacuum trucks for street cleanups. These units were specifically designed to respond to incidents where
hard surface cleaning is required. Their equipment combines a high-pressure wash system with a full
vacuum recovery that cleans quickly and efficiently allowing for fast re-opening of roadways and other
public areas.
Emergency Response Crime Scene Cleaning provides services to approximately 35 other law
enforcement agencies to include: Los Angeles Police Department, Los Angeles County Sheriff’s
Department, US Marshall Service and US DEA. Over the past 20 years this company has built a
reputation of being a company that is dependable and responsive.
FISCAL IMPACT:
According to municipal code section 2-450, the City Manager and the Finance Director combined have
authority to approve budget amendment up to $100,000. A budget amendment increase of $60,000 was
approved under 10-20-310-000-6493/Covid1-6493for the Police Department FY 2020/21 for Covid-19
pandemic related outside services to cover the cost of the increased blanket purchase order. Staff has
submitted some Police Department Covid-19 related expenses to Federal Emergency Management
Agency (FEMA) for reimbursement, and if approved, it will offset some of the requested costs.
Prepared by: Reviewed and Approved by:
Ericka Garcia Mike Bertelsen
Administrative Analyst Chief of Police
Fiscal Impact Reviewed by: Reviewed and Approved:
Talika M. Johnson Sergio Gonzalez
Director of Administrative Services City Manager