Title
MOTION TO APPROVE THE PURCHASE OF POLICE UNIFORMS AND ACCESSORIES ON AN AS-NEEDED BASIS FROM MES SERVICE COMPANY, LLC UTILIZING PRICING ESTABLISHED BY LAKE COUNTY CONTRACT # 22-730G IN AN ANNUAL AMOUNT NOT TO EXCEED $210,418, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is regarding "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states, "Utilization of other governmental agencies' contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The Pembroke Pines Police Department is requesting to purchase uniforms on an as needed basis utilizing Lake County Florida Contract # 22-730G.
2. On March 28, 2022, Lake County issued an Invitation for Bids (IFB) # 22-730 for Fire Equipment, Supplies and Services.
3. On August 1, 2022, Lake County Florida awarded IFB # 22-730 to Municipal Emergency Services, Inc. Municipal Emergency Services, Inc. was assigned Contract # 22-730G for an initial one-year term through July 31, 2023, with the option to renew for two (2) additional two (2) year periods.
4. Lake County approved both the first and second renewals of the agreement with Municipal Emergency Services, Inc., extending the term of the contract through July 31, 2027. The contract was reassigned from Municipal Emergency Services Inc. to MES Service Company, LLC on February 11, 2025.
5. Police uniforms are purchased for new recruits and to replace damaged or soiled apparel for existing officers.
6. The contract provides a markdown (percent off list) pricing for various uniform brands and manufacturers that the Police Department regularly purchases. The contract also includes provisions for alterations and embellishment services needed to ensure that officers present a professional appearance to the public and also offers pickup or delivery service.
7. Request City Commission to approve the purchase of Police uniforms and accessories on an as needed basis from MES Service Company, LLC, utilizing prices established by Lake County Florida Contract #22-730G in an annual amount not to exceed $210,418 pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $210,418 annually
b) Amount budgeted for this item in Account No: Funds are available in the following accounts:
# 001-521-3001-552600-0000-000-0000- Class A/B Approval Uniforms
# 001-521-3001-552600-0000-000-0000- Civilian Uniforms
# 001-529-3001-552600-0000-000-0000-09007- PSA Code Compliance Uniforms
# 001-529-3001-552600-0000-000-0000-09007- Uniforms for Code Clerical
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project
|
|
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
|
|
|
|
|
|
Expenditures |
$210,418 |
$210,418 |
|
|
|
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Net Cost |
$210,218 |
$210,418 |
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e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.