Title
MOTION TO APPROVE THE PURCHASE OF PRACTICE AND DUTY AMMUNITION FOR THE POLICE DEPARTMENT'S TRAINING UNIT AND SWAT TEAM FROM LAWMEN’S & SHOOTER’S SUPPLY, INC. IN THE AMOUNT NOT TO EXCEED $364,190.29, UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA TERM CONTRACT # 46000000-21-STC "DEFENSE PRODUCTS", 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 35.18 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.”
- Section 35.18(C)(8) states, “Best interest of the city. Purchases of and contracts for commodities or services are exempt from this section when the City Commission declares by a simple majority affirmative vote that the process of competitive bidding and competitive proposals is not in the best interest of the city. The City Commission shall make specific factual findings that support its determination, and such contracts may be placed on the City Commission consent agenda."
- 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 Police Department is requesting to purchase practice and duty ammunition for the Training Unit and SWAT Team, utilizing the State of Florida Term Contract # 46000000-21-STC “Defense Products.”
2. On September 7, 2021, the State of Florida Department of Management Services advertised ITB # 21-46000000-ITB “Defense Products” to establish a State Term Contract for defense product commodities (groups). Bidders provided Manufacturer’s suggested retail price (MSRP) lists for the specified groups, along with the extended discount for each group.
3. On October 1, 2021, Lawmen’s & Shooter’s Supply, Inc. entered into State of Florida Term Contract # 46000000-21-STC “Defense Products.”
4. Lawmen’s & Shooter’s Supply, Inc. was awarded as the provider for various groups for the manufacturer, Winchester: Group 3: Training Equipment/Materials (Including K9 Equipment and Training Ammunition, Group 7: Handgun Ammunition (Duty), Group 8: Shotgun and Rimfire Ammunition (Duty), and Group 9: Rifle Ammunition (Duty).
5. The initial contract term began on October 1, 2021, with an expiration date of September 30, 2024. On March 26, 2024, the Second Amendment was executed to extend the agreement until September 30, 2027.
6. The Police Department received a quote in the amount of $235,409.57 for the Training Unit. Lawmen’s & Shooter’s Supply, Inc.’s quote for the Training Unit is honoring pricing from a previous quote, which is more competitive than the current 2024-2025 FY MSRP list price. The Police Department is saving $19,769.35 compared to the current contract rates.
7. The Police Department also received a quote in the amount of $128,780.72 for the SWAT Team. The SWAT Team’s quote utilizes pricing from the current 2024-2025 FY MSRP price list for all times except for Item # 11871 Hornady 308Win, 168 Grains, Amax Tap. Item # 11871 was quoted at $290 per case for a quantity of 25, resulting in a total of $7,250 off contract.
8. Given the substantial savings obtained through the Training Unit’s quote, the Police Department recommends that City Commission approve the purchase of the off-contract Hornady ammunition, as this item is essential to their practice and duty operations.
9. Request Commission to approve the purchase of practice and duty ammunition for the Police Department's Training Unit and SWAT Team from Lawmen’s & Shooter’s Supply, Inc. in the amount not to exceed $364,190.29, utilizing pricing established by the State of Florida Term Contract # 46000000-21-STC “Defense Products”, pursuant to section 35.18(C) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $364,190.29
b) Amount budgeted for this item in Account No:
Training Unit: Funds are currently budgeted in Account # 001-521-3001-552003-0000-000-0000: Training Operating Supplies
SWAT Team: Funds are currently budgeted in Account # 001-521-3001-552683-0000-000-0000: SWAT Operating Supplies
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project: Not Applicable.
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.