Title
MOTION TO APPROVE THE PURCHASE OF TWENTY-SIX (26) EMERGENCY VEHICLE WARNING EQUIPMENT PACKAGES FROM STROBES-R-US FOR THE NEW 2019-20 POLICE DEPARTMENT VEHICLES UTILIZING THE BROWARD COUNTY SHERIFF'S OFFICE (BSO) BID #18006AG, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES, IN ADDITION TO THE PURCHASE OF RELATED ACCESSORIES AND VEHICLE GRAPHICS IN THE BEST INTERESTS OF THE CITY PURSUANT TO SECTION 35.18(C)(8) OF THE CITY'S CODE OF ORDINANCES FOR A TOTAL AMOUNT NOT TO EXCEED $232,292.43
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, “Utilization of other governmental agencies’ contracts. 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 this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the city may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- 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(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's fiscal year 2019-20 budget includes funding for the purchase of emergency vehicle warning equipment for the new vehicles that have been purchased for the department.
2. The Police Department is requesting to purchase the emergency vehicle warning equipment utilizing the Broward County Sheriff's Office (BSO) Bid #18006AG.
3. Below is a list of the packages being requested for the Police Department:
|
Qty |
Vehicle |
Unit Cost |
Total Cost |
|
1 |
2020 Chevrolet Silverado (Unmarked- Training) |
$3,070.66 |
$3,070.66 |
|
1 |
2020 Chevrolet Silverado (Marked) |
$5,801.28 |
$5,801.28 |
|
15 |
2020 Chevrolet Tahoe Patrol (Marked) |
$12,546.67 |
$188,200.05 |
|
1 |
2020 Ford Explorer (Marked) |
$6,657.34 |
$6,657.34 |
|
2 |
2020 GMC Arcadia (Unmarked-Admin) |
$3,637.90 |
$7,275.80 |
|
1 |
2020 Toyota Camry (Unmarked-Admin) |
$2,993.66 |
$2,993.66 |
|
1 |
2019 Ford Escape Code (Marked) |
$5,728.34 |
$5,728.34 |
|
2 |
2020 Toyota 4RUNNER (Unmarked-Admin) |
$3,637.90 |
$7,275.80 |
|
2 |
2020 Ford Escape (Marked-CAU- Patrol) |
$2,644.75 |
$5,289.50 |
|
|
|
Total: |
$232,292.43 |
4. The pricing above includes the following additional items that were not included in the Broward County Sheriff's Office (BSO) Bid #18006AG:
$1,865.52 for Miscellaneous Accessories (Adapters, Cables, etc.)
$7,872.00 for Vehicle Graphics for Marked Vehicles
5. Below are the details regarding the additional items that were not included in the Broward County Sheriff's Office (BSO) Bid #18006AG:
Miscellaneous Accessories (Adapters, Cables, etc.):
The list below includes the per unit cost for the necessary accessories related to the in-car computerized communication and reporting system that will be used in various vehicles:
$9.20 - "T" style bracket for single 4X, 6X, TIR3, TLION, & MS6 (SRUS-4X-T)
$59.95 - 500 Watt Thor Brand Power Inverter (THMS500-PPI)
$35.00 - Wiring Kit for 400 Watt Inverter (INV-PK400)
$8.95 - "L" bracket for arrow stick 1 3/4" (SRUS-L-2)
$8.95 - “L" bracket for arrow stick 3 (SRUS-L-3)
$14.99 - Mini USB Cable 10 Feet for Brother Pentax Printer (LB3603)
$27.00 - Power Cable for Brother Pentax Printer (LB3692-003)
Vehicle Graphics for Marked Vehicles:
The list below includes the per unit cost for the necessary vehicle graphics:
|
Vehicle |
Graphic Price |
|
2020 Chevrolet Silverado (Marked) |
$349 each |
|
2020 Chevrolet Tahoe Patrol |
$455 each |
|
2020 Ford Explorer (Marked) |
$349 each |
|
2019 Ford Escape (Code) |
$349 each |
6. The Police Department would like to purchase the miscellaneous accessories and the vehicle graphics for marked vehicles utlizing the "Best Interest of the City" exemption.
7. Below are the factual findings:
- In 2015, the Police Department obtained three quotes for the marked vehicle graphics and selected Graphic Designs International, Inc. to provide the vehicle graphics as they were the most responsive and responsible vendor.
- Strobes-R-Us currently works with GDI to provide vehicle graphics for various agencies while at the Strobes-R-Us site.
- The graphics will be done on-site at Strobes-R-Us in conjunction with the emergency warning equipment in order to streamline the process of getting the vehicles ready for service for the Police Department.
- The Police Department is requesting to purchase the additional items from Strobes-R-Us, in order to have all of the necessary equipment and graphics completed at one time and location so that the vehicles can be placed in service in a timely and efficient manner.
- In 2019, the Police Department utilized Strobes-R-Us to perform these services and was happy with the outcome.
- The additional costs for the items that were not included in the Broward County Sheriff's Office (BSO) totals $9,737.52.
8. Request Commission to approve the purchase of twenty-six (26) emergency vehicle warning equipment packages from Strobes-R-Us for the new 2019-20 Police Department Vehicles utilizing the Broward County Sheriff's Office (BSO) Bid # 18006AG, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances, in addition to the purchase of related accessories and vehicle graphics in the Best Interest of the City pursuant to Section 35.18(C)(8) of the City's Code of Ordinances for a total amount not to exceed $232,292.43.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $232,292.43
b) Amount budgeted for this item in Account No: Funds are budgeted in the following accounts:
1-521-3001-64214: Truck $155,483.22
1-521-3001-64028: Car $2,993.66
1-529-3001-9007-64214: Truck $3,327
c) Source of funding for difference, if not fully budgeted: Upon approval, a budget adjustment of $70,489 from account # 1-521-3001-64028 (Car) will be made to the following account #s:
1-521-3001-64214: Truck $62,286
1-529-3001-9007-64218: Truck $8,203
d) 5 year projection of the operational cost of the project: Not applicable.
e) Detail of additional staff requirements: Not applicable.