Title
MOTION TO APPROVE THE PURCHASE OF FIRE DEPARTMENT UNIFORMS ON AN AS NEEDED BASIS FROM NORTH AMERICA FIRE EQUIPMENT CO., INC., D/B/A NAFECO, UTILIZING THE LAKE COUNTY FLORIDA CONTRACT # 22-730, IN THE ANNUAL AMOUNT NOT TO EXCEED $95,000, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES, THROUGH THE CURRENT CONTRACT EXPIRATION PERIOD OF JULY 31, 2025, AS ALLOWED BY THE AGREEMENT.
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) of the City’s Code of Ordinances, “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 Pembroke Pines Fire Department is requesting to purchase uniforms on an as needed basis utilizing the Lake County Florida Contract # 22-7301.
2. On March 28, 2022, Lake County Florida Issued an Invitation for Bids (IFB) # 22-730 for Fire Equipment, Supplies and Services.
3. On August 01, 2022, Lake County Florida awarded IFB # 22-730 to North America Fire Equipment Co., Inc., d/b/a NAFECO for an initial one-year term through July 31, 2023, with the option to renew for two (2) additional two (2) year periods.
4. On August 01, 2023, Lake County Florida renewed the agreement with North America Fire Equipment Co., Inc., d/b/a NAFECO for one (1) additional two (2) year period, which will expire on July 31, 2025.
5. The NAFECO Agreement provides a percent off list pricing for various uniform brands and manufacturers.
6. Request the City Commission to approve the purchase of Fire Department uniforms on an as needed basis from North America Fire Equipment Co., Inc., d/b/a NAFECO, utilizing the Lake County Florida Contract #22-730 in the annual amount not to exceed $95,000, pursuant to 35.18(C)(5) of the City's Code of Ordinances, through the current contract expiration period of July 31, 2025, as allowed by the agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $190,000. ($95,000 annually)
b) Amount budgeted for this item in Account No: Funds are available in the following account # 001-529-4003-552600-0000-000-0000 - Clothing / Uniforms.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project The current agreement expires on July 31, 2025 and one remaining option to renew for a two-year period.
|
|
FY 23/24 |
FY 24/25 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0 |
$0 |
N/A |
N/A |
N/A |
|
Expenditures |
$95,000 |
$95,000 |
N/A |
N/A |
N/A |
|
Net Cost |
$95,000 |
$95,000 |
N/A |
N/A |
N/A |
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.