Title
MOTION TO APPROVE THE PURCHASE OF TWENTY-SIX (26) NIGHTHAWK NIGHT-VISION GOGGLES AND TWENTY-SIX (26) CORRESPONDING MOUNTS FOR THE POLICE DEPARTMENT FROM SAFEWARE, INC., IN AN AMOUNT NOT TO EXCEED $278,534.36, UTILIZING PRICING ESTABLISHED BY GOVMVMT CONTRACT # 24101-RFP-DST, PURSUANT TO SECTION 35.18(C)(6) 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 titled "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)(6) states that “Cooperative purchasing plans are exempt from this section.”
- 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 would like to purchase twenty-six (26) Steele Industries NightHawk night-vision goggles and its corresponding mounts. The purchase of night vision goggles (NVGs) will support the operational needs of the SWAT Team, Investigations Bureau, Training Unit, and K9 Unit by enhancing visibility in low-light conditions. NVGs allow personnel to operate more safely and effectively during nighttime surveillance, tracking, and tactical operations.
The NightHawk night-vision goggle as well as its mount are available on GOVMVMT Contract # 24101-RFP-DST "Public Safety and Emergency Preparedness Equipment, and Related Products and Services".
2. GOVMVMT is a cooperative purchasing program designed specifically for public sector agencies, including municipalities, counties, school districts, and other government entities. GOVMVMT offers competitively solicited contracts that comply with public procurement requirements, streamlining the purchasing process and delivering cost-effective solutions.
3. On May 2, 2024, Hillsborough County Public Schools, issued RFP # 24101-RFP-DST for "Public Safety and Emergency Preparedness Equipment, and Related Products and Services". Hillsborough County Public Schools published their solicitation via GOVMVMT purchasing cooperative to reduce the cost of purchased goods through strategic sourcing that combines volumes and the purchasing power of public agencies nationwide.
Safeware, Inc. was awarded the agreement for a five-year period beginning on October 2, 2024 through September 30, 2029.
4. Safeware, Inc. has provided two separate quotes for night-vision goggles, totaling $278,534.36. The quotes are as follows:
The first quote, which is for 20 goggles and mounts, totals $214,257.20.
The second quote, which is for 6 goggles and mounts, totals $64,277.16.
5. Pursuant to the GOVMVMT agreement, Safeware, Inc. provides a minimum discount rate of 41% for all equipment included within the contract.
Safeware, Inc. provided a 50% discount for the night vision goggles, and a 43% discount for the night vision goggles mounts. Please see the following tables for the breakdown of the two quotes:
|
Quote 1 |
|
|
|
|
|
|
|
|
|
Discounted |
|
Extended |
|
Item |
List Price |
Discount |
Price |
QTY |
Price |
|
Steele Industries Nighthawk-MG Night |
$20,338.94 |
50.00% |
$10,169.47 |
20 |
$203,389.40 |
|
L4 G24 Mount |
$953.31 |
43.00% |
$543.39 |
20 |
$10,867.80 |
|
|
|
|
Total |
|
$214,257.20 |
|
Quote 2 |
|
|
|
|
|
|
|
|
|
Discounted |
|
Extended |
|
Item |
List Price |
Discount |
Price |
QTY |
Price |
|
Steele Industries Nighthawk-MG Night |
$20,338.94 |
50.00% |
$10,169.47 |
6 |
$61,016.82 |
|
L4 G24 Mount |
$953.31 |
43.00% |
$543.39 |
6 |
$3,260.34 |
|
|
|
|
Total |
|
$64,277.16 |
6. Furthermore, on May 15, 2024, the City Commission passed Proposed Resolution No. 2024-R-15 authorizing execution of the Memorandum of Agreement (MOA) for participating in City of Miami's “Urban Area Security Initiative” (UASI) Grant.
The Police Department has allocated $214,928 from the UASI grant towards the purchase of night vision goggles.
7. Recommend for the City Commission to approve the purchase of Twenty-Six (26) Nighthawk Night-Vision Goggles and Twenty-Six (26) corresponding mounts for the Police Department from Safeware, Inc., in an amount not to exceed $278,534.36, utilizing pricing established by GOVMVMT Contract # 24101-RFP-DST, pursuant to Section 35.18(C)(6) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $278,534.36.
b) Amount budgeted for this item in Account No: $214,928 is currently available in account # 122-521-3030-664400-0000-000-0000-02023 (Other Equipment) related to the amount allocated to the UASI grant, while $63,606.36 is available in account # 001-521-3001-0000-664400-0000-000-0000 (Other Equipment).
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.