TO: Mayor and Commissioners
FROM: Steven Chapman, Interim Chief Purchasing Officer
THROUGH: Donald B. Cooper, City Manager
DATE: April 19, 2016
Title
PURCHASE AWARD TO EMERGENCY VEHICLES INC. FOR ONE (1) MOBILE COMMAND CENTER VEHICLE
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Recommended Action:
Recommendation
Motion to Award a purchase to Emergency Vehicles, Inc. in the amount of $581,334 for one (1) Mobile Command Center vehicle utilizing General Services Administration (GSA) Disaster Purchasing Program contract #GS-30F-0005R in accordance with Code of Ordinances, Chapter 36, Section 36.02(C)(7)(a), "Utilization of Other Governmental Entities' Contracts".
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Background:
The Police Department is requesting approval to purchase one (1) Mobile Command Center from Emergency Vehicles Inc. in the amount of $581,334 utilizing General Services Administration (GSA) Disaster Purchasing Program contract # GS-30F-0005R. The term of the contract is from December 23, 2014 through December 22, 2019. Under the Disaster Purchasing Program, state and local government entities may purchase a variety of products and services from contracts awarded under GSA Federal Supply Schedules in preparation or response to all disasters, as well as recovery from major disaster declared by the President, or recovery from terrorism or nuclear, biological, chemical, or radiological attack.
The Police Department is requesting the purchase of a Mobile Command Center (MCC) vehicle to be utilized for emergency response incidents and other major events which require the Police Department to manage emergency on site. The MCC vehicle will be operated by incident commanders to conduct on-scene planning, crisis and consequence management of major events and will also serve as a backup communications center for the department. In an effort to determine the best option(s) to purchase this type of specialty vehicle, a team was selected to visit several local agencies who own mobile command vehicles. These agencies provided useful feedback on use of MCC vehicles during actual incidents. The Miami Beach Police Department was one of the agencies visited. They have purchased their current MCC vehicle within last three (3) years after investing a considerable amount of time and personnel to research best procurement options. Their research indicated that majority of public agencies acquiring MCC vehicles have done so through a GSA contract.
GSA establishes long-term government-wide contracts with commercial companies to provide access to millions of commercial products and services at volume discount pricing. Customers contract with pre-approved vendors and benefit from “most-favored customer” pricing with GSA Schedules. State and local government customers are able to utilize the purchasing power of the federal government for select goods and services, which saves time as well as cost. Three vendors in Florida were identified as having current GSA contract for specialty vehicles, with one located in central Florida and another contracted for smaller scale dive team mobile command vehicles that would not be able to meet the need of the department. The third vendor, Emergency Vehicles Inc. is located in West Palm Beach, and is the same vendor utilized by the Miami Beach Police Department in procurement of their MCC vehicle. Emergency Vehicles Inc. is a woman owned small business that has been operating for over 40 years. This is an only vendor with a manufacturing and repair facility in South Florida. The proximity of the facility would allow Police Department personnel to monitor and supervise the production of the MCC on a regular basis to ensure work is on schedule and as designed during the build process and would eliminate potentially costly travel expenses for personnel to travel out of the area. The location would also allow Police Department personnel to most efficiently and effectively service and/or repair the vehicle.
This purchase is for the vehicle itself, additional needs to properly equip the vehicle will be brought to the Commission at a later date as necessary.
This purchase is in accordance with the Code of Ordinances, Chapter 36, Section 36.02(C)(7), "Utilization of Other Governmental Entities' Contracts".
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available from 501-3312-591.64-25 after transfer from the general fund with the next budget amendment.