Title
MOTION TO APPROVE THE PURCHASE OF TWENTY (20) EMERGENCY VEHICLE WARNING EQUIPMENT PACKAGES FROM THE SHYFT GROUP UPFIT SERVICES, INC., DBA STROBES-R-US, FOR THE NEW 2021-2022 POLICE DEPARTMENT VEHICLES UTILIZING THE BROWARD 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 $243,309.21.
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 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’s fiscal year 2021-22 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. On or about May 7, 2018, the BSO entered into an agreement with Strobes-R-Us, Inc. for installation and/or repair of Vehicle Emergency Equipment for Public Safety Vehicles.
4. On or about December 18, 2018, the Shyft Group Upfit Services, Inc. acquired and assumed the agreement and all of Strobes-R-Us, Inc.'s business interests, rights and responsibilities under the agreement and/or otherwise accepted the assignment of the agreement from Strobes-R-Us, Inc. with consent from the BSO. The Shyft Group Upfit Services, Inc. has continued to do business as (dba) Strobes-R-Us.
5. Below is a list of the packages being requested for the Police Department:
|
QTY |
Vehicle |
Unit Cost |
Total Cost |
|
16 |
2022 Chevrolet Tahoe (Marked) |
$ 13,982.91 |
$ 223,726.56 |
|
1 |
2022 Chevrolet Tahoe LS (Unmarked) |
$ 7,777.35 |
$ 7,777.35 |
|
3 |
2022 Chevrolet Traverse LT (Unmarked) |
$ 3,935.10 |
$ 11,805.30 |
|
20 |
|
|
$ 243,309.21 |
6. The pricing above includes the following additional items that were not included in the Broward County Sheriff's Office (BSO) Bid #18006AG:
$4,464.69 for Miscellaneous Accessories (Adapters, Cables, etc.)
$8,592.00 for Vehicle Graphics for Marked Vehicles
7. Below are the details regarding the additional items that were not included in the Broward County Sheriff's Office (BSO) Bid #18006AG:
Miscellaneous Accessories & Graphics
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:
$59.95 - 500 Watt Thor brand power inverter with added USB Outlets (THMS500-PPI)
$45.50 - Wiring Kit for 400 Watt Inverter (INV-PK400)
$35.00 - Wiring Kit for 400 Watt Inverter (INV-PK400)
$9.95 - "T" style bracket for single 4X, 6X, TIR3, TLION, & MS6 (SRUS-4X-T)
$9.20 - "T" style bracket for single 4X, 6X, TIR3, TLION, & MS6 (SRUS-4X-T)
$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)
$115.82 - standard Strobes-R-US main vehicle wiring harness (16518177)
$17.56 - Standard Strobes-R-US addon harness to wire push (16518178)
$19.52 - Standard Strobes-R-US addon harness to wire 2 speakers (16518180)
$34.95 - Magnetic mic single unit complete (MMSU-1)
Vehicle Graphics for Marked Vehicles:
Vehicle graphics are being purchased for the 2022 Chevy Tahoe (Marked). The per unit cost for the vehicle graphics is $537.
8. The Police Department would like to purchase the miscellaneous accessories and the vehicle graphics for marked vehicles utilizing 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 Strobe-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.
- The Police Department have utilized Strobes-R-Us in the past 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 $13,056.69.
9. Request Commission to approve the purchase of twenty (20) emergency vehicle warning equipment packages from the Shyft Group Upfit Services, Inc., dba Strobes-R-Us, for the new 2021-22 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 $243,309.21.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $243,309.21
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account # 001-521-3001-664214-0000-000-0000- (Truck)
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: None.