Title
MOTION TO APPROVE A CHANGE ORDER FOR THE PURCHASE OF AN ADDITIONAL FORTY-SEVEN (47) BODY ARMOR INNER/OUTER VEST CARRIERS, OMEGA RIFLE PLATES AND ACCESSORIES FOR THE POLICE DEPARTMENT FROM FEDERAL EASTERN INTERNATIONAL, LLC., FOR A TOTAL AMOUNT NOT TO EXCEED $89,770, UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA ALTERNATE CONTRACT SOURCE # 46151500-NASPO-21ACS, 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 Ordinance 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)(5) states, “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."
- Section 35.28 of the City's Code of Ordinances is titled "CHANGE ORDERS."
- Section 35.28(B) states that "Notwithstanding the provisions of (A) above, the City Manager is not authorized to approve a change order without authorization of the City Commission where the initial purchase required the City Commission's approval and where the sum of all change orders issued under the contract exceeds 5% of the original contract amount or $25,000.
SUMMARY EXPLANATION AND BACKGROUND:
1. On February 1, 2023, the City Commission authorized the purchase of sixty-five (65) body armor vests, omega speed plates and accessories for the Police Department from Federal Eastern International, LLC. for $77,935, and sixty six (66) ballistic helmets, speed plates and soft armor inserts for the Fire Department from Federal Eastern International, LLC. for $55,300.08, utilizing pricing established by the State of Florida Alternate Contract Source # 46151500-NASPO-21ACS, in the total amount not to exceed $133,235.08, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
2. On March 1, 2023, the City Commission authorized a Change Order for the purchase of sixty-five Omega Rifle Plates for the Police Department from Federal Eastern International, LLC. for a total amount not to exceed $21,905, utilizing pricing established by the State of Florida Alternate Contract Source # 46151500-NASPO-21ACS, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
3. The Police Department has mandated a new uniform policy that will become effective on January 1, 2024. In order for all Police personnel to be compliant with the new uniform policy, all members are required to wear the Maverick style outer vest carrier. The lead time from custom fitting to delivery of ordered items is approximately twelve weeks. In an effort to avoid delays in the delivery of this safety equipment, (47) police personnel were custom fitted for their body armor/outer vest carriers in August/September 2023 to secure pricing that was effective until November 10, 2023.
4. The four key components that the Police Department needs are the following:
|
Item |
Description |
|
Rifle Plate |
Point Blank Omega ICW, 8x10 Special Threat Shooter's Cut Rifle Plate |
|
Concealable Vest w/ Carrier |
Point Blank HILITE AXBIIIA w/ 1-Carrier 4" Strap Pkg. (HL6ABDBV0M) |
|
Crossover Vest |
Point Blank Maverick with KWIQ-Clip Release (O3MM00010J) |
|
Pouches |
G&G 5 Pouch Set (Color-Matched to Point Blank Outer Carrier) |
5. All of the items are included in the State of Florida Alternate Contract Source # 46151500-NASPO-21ACS, except for the pouches:
|
|
|
|
|
Per Unit |
Extended |
Per Unit |
Extended |
|
|
|
|
|
Contract |
Contract |
Contract |
Quoted |
Quoted |
|
|
Item |
Qty. |
MSRP |
Discount |
Price |
Price |
Price |
Price |
Difference |
|
Rifle Plate |
47 |
$809.00 |
44% |
$453.04 |
$21,292.88 |
$ 337.00 |
$ 15,839.00 |
$5,453.88 |
|
Concealable Vest w/ Carrier |
47 |
$1,927.00 |
46% |
$1,040.58 |
$48,907.26 |
$ 888.31 |
$ 41,750.57 |
$7,156.69 |
|
Crossover Vest |
94 |
$550.00 |
46% |
$297.00 |
$27,918.00 |
$ 285.31 |
$ 26,819.14 |
$1,098.86 |
|
Pouches |
94 |
|
N/A |
N/A |
N/A |
$ 105.00 |
$ 9,870.00 |
($9,870.00) |
|
Total |
|
$3,286.00 |
|
$1,790.62 |
$98,118.14 |
$1,615.62 |
$94,278.71 |
$3,839.43 |
Utilizing the State Contract pricing, for the three items on the contract, the total would be $98,118.14, however Federal Eastern International, LLC. has provided additional savings for a total cost of $94,278.71 which includes the additional pouches.
6. Furthermore, Federal Eastern International, LLC. has proposed additional savings in the form of bundled packages, as outlined below, which represent a total savings of $8,348.14 which includes the provision of the additional pouches:
|
|
|
Per Unit |
Extended |
Per Unit |
Extended |
Quoted |
Extended |
|
|
|
Contract |
Contract |
Quoted |
Quoted |
Bundled |
Bundled |
|
Package 1 |
Qty. |
Price |
Price |
Price |
Price |
Price |
Price |
|
Rifle Plate |
47 |
$453.04 |
$21,292.88 |
$ 337.00 |
$ 15,839.00 |
Included |
Included |
|
Total |
|
$453.04 |
$21,292.88 |
$337.00 |
$15,839.00 |
$ 337.00 |
$ 15,839.00 |
|
|
|
|
|
|
|
|
|
|
|
|
Per Unit |
Extended |
Per Unit |
Extended |
Quoted |
Extended |
|
|
|
Contract |
Contract |
Quoted |
Quoted |
Bundled |
Bundled |
|
Package 2 |
Qty. |
Price |
Price |
Price |
Price |
Price |
Price |
|
Concealable Vest w/ Carrier |
47 |
$1,040.58 |
$48,907.26 |
$ 888.31 |
$ 41,750.57 |
Included |
Included |
|
Crossover Vest |
47 |
$297.00 |
$13,959.00 |
$ 285.31 |
$ 13,409.57 |
Included |
Included |
|
Pouches |
47 |
N/A |
N/A |
$ 105.00 |
$ 4,935.00 |
Included |
Included |
|
Total |
|
$ 1,337.58 |
$ 62,866.26 |
$ 1,278.62 |
$ 60,095.14 |
$ 1,199.00 |
$ 56,353.00 |
|
|
|
|
|
|
|
|
|
|
|
|
Per Unit |
Extended |
Per Unit |
Extended |
Quoted |
Extended |
|
|
|
Contract |
Contract |
Quoted |
Quoted |
Bundled |
Bundled |
|
Package 3 |
Qty. |
Price |
Price |
Price |
Price |
Price |
Price |
|
Crossover Vest |
47 |
$297.00 |
$13,959.00 |
$ 285.31 |
$ 13,409.57 |
Included |
Included |
|
Pouches |
47 |
N/A |
N/A |
$ 105.00 |
$ 4,935.00 |
Included |
Included |
|
Total |
|
$ 297.00 |
$ 13,959.00 |
$ 390.31 |
$ 18,344.57 |
$ 374.00 |
$ 17,578.00 |
|
|
|
|
|
|
|
|
|
|
Grand-Total |
|
$2,087.62 |
$98,118.14 |
$2,005.93 |
$94,278.71 |
$1,910.00 |
$89,770.00 |
7. The Police Department is requesting approval of this additional change order to the additional equipment for an amount not to exceed $89,770 which would increase the Purchase Order total for the Police Department to $189,610.
8. The body armor vests are worn by Police Department personnel who may encounter high-risk situations during their daily duties. The body armor significantly increases their safety.
9. The Omega Rifle Plate is designed to be worn in the pocket of body armor vests and provide the ultimate in lightweight armor protection.
10. The Maverick Outer Vest Carrier is required to be compliant with the agency’s newly mandated uniform policy.
11. Request City Commission to approve a change order for the purchase of an additional forty-seven (47) body armor inner/outer vest carriers, Omega rifle plates and related accessories for the Police Department from Federal Eastern International, LLC., for a total amount not to exceed $89,770, utilizing pricing established by the State of Florida Alternate Contract Source # 46151500-NASPO-21ACS, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $89,770.
b) Amount budgeted for this item in Account No: $89,770.00 in account # 001-521-3001-552600-0000-000-0000 (Clothing/Uniform);
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.