Title
MOTION TO APPROVE THE PURCHASE OF SEVENTEEN (17) SETS OF BUNKER GEAR FROM BENNETT FIRE PRODUCTS COMPANY, INC., FOR A TOTAL AMOUNT NOT TO EXCEED $55,922.18 UTILIZING PRICING ESTABLISHED BY THE LAKE COUNTY CONTRACT #22-730B, PURSUANT TO SECTION 35.18(C) 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 35.25(A) states that "a purchase of, or contract for, commodities or services that is estimated by the Chief Procurement Officer to cost $5,000 or less, maybe purchased either in the open market without newspaper advertisement and without observing the procedures prescribed by § 35.19, or in accordance with the competitive bidding procedure prescribed by § 35.19, as deemed appropriate by the Chief Procurement Officer."
- 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 that “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 the competitive procurement process.”
- 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 Fire Department is requesting approval to purchase seventeen (17) sets of bunker gear from Bennett Fire Products Company, Inc., utilizing pricing established by Lake County Contract #22-730B for newly hired personnel.
2. Lake County, Florida, a political subdivision of the State of Florida, issued Bid # 22-730 "Fire Equipment, Supplies, and Services" and awarded Bennett Fire Products Company, Inc. a Lake County contract (#22-730B) effective August 1, 2022, through July 31, 2023, with two renewal options for two-year renewal periods. On March 3, 2023, Lake County, Florida, extended the agreement for the first two-year renewal period, extending the agreement to July 31, 2025. On August 1, 2025, Lake County, Florida, extended the agreement for the first two-year renewal period, extending the agreement to July 31, 2027.
3. The Fire Department has obtained quotes from Bennett Fire Products Company, Inc. utilizing pricing established by the Lake County Florida Contract #22-730B. The Lake County contract provides for a 44% discount off Globe's Bunker Gear list price and a 10% discount off Globe's Accessories list price.
The quoted items are made up of various options to build the desired PPE gear found on the contract’s price list. All quoted items are on contract except for the following options, which are part of quoted items 2 and 3:
|
# |
Part of line item |
List Price |
% Off |
Discounted Price |
QTY |
Total |
|
2 |
Globe #MC745D Classix |
$5.22 |
44% |
$2.92 |
17 |
$49.64 |
|
|
SE Pants and Suspenders |
|
|
|
|
|
|
3 |
Globe - Pioneer Hung Letter |
$34.61 |
10% |
$31.15 |
17 |
$529.55 |
|
|
Patches w/3” L/Y S’Lite |
|
|
|
|
|
|
|
Letters (avg. 10 letters) |
|
|
|
|
|
|
|
Total: |
|
|
|
|
$579.19 |
Although these miscellaneous items are not on the Lake County Contract, Bennett Fire Products Company, Inc. quoted them at rates of comparable items on the contract price list. The Globe #MC745D Classix SE Pants and Suspenders is being quoted at same price and discount as "Self Mic Strap" from the Jacket section and the Globe - Pioneer Hung Letter Patches w/3” L/Y S’Lite Letters (avg. 10 letters) is being quoted at same price and discount as both “LETTERS” options in the Jackets Section of the contract’s price list.
The total amount for the purchase of these items is $579.19, which is less than the City's threshold of $5,000 for open market purchases.
4. The Fire Department plans to buy all seventeen (17) sets of bunker gear prior to September 30, 2025, to equip seventeen (17) newly hired personnel.
5. Request the City Commission to approve the purchase of seventeen (17) sets of bunker gear from Bennett Fire Products Company, Inc., for a total amount not to exceed $55,922.18 utilizing pricing established by the Lake County Florida Contract #22-730B, pursuant to Section 35.18(C) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $55,922.18
b) Amount budgeted for this item in Account No: $16,000 are available in account 001-529-4003-552630-0000-000-0000 (Protective Clothing).
c) Source of funding for difference, if not fully budgeted: Upon commission approval a budget adjustment will be made from the following accounts:
$4,000 from 001-529-4003-540100-0000-000-0000-00678 (Travel Conference)
$25,000 from 001-529-4003-552657-0000-000-0000- (Non Capital Hose)
$20,570 from 001-529-4003-541100-0000-000-0000- (Telephone)
d) 5-year projection of the operational cost of the project: Not Applicable as this is only for the current fiscal year.
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.