TO: Mayor and Commissioners
FROM: Jeffrey Goldman, Police Chief and
Caryn Gardner-Young, Assistant City Manager
THROUGH: Mark R. Lauzier, City Manager
DATE: April 3, 2018
...Title
APPROVAL OF RESOLUTION NO. 22-18 TO AWARD AN AGREEMENT WITH STROBES-R-US, INC. FOR THE PURCHASE AND INSTALLATION OF VEHICLE EQUIPMENT IN AN AGREEMENT VALUE NOT-TO-EXCEED $628,500 THROUGH JANUARY 24, 2019 UTILIZING THE CITY OF MIAMI SOLICITATION NO. 516388
Body
Recommended Action:
Recommendation
Motion to approve Resolution No. 22-18 to award an Agreement with Strobes-R-Us, Inc. for the purchase and installation of vehicle equipment in an agreement value not-to-exceed $628,500 through January 24, 2019 utilizing the City of Miami Solicitation No. 516388.
Body
Background:
The City of Delray Beach’s (City) Police Department and Fleet Division of the Public Works Department have a need to outfit vehicles with various equipment to enable them to be functional for daily operations. For example, the Police Department purchases new Police vehicles without any emergency lighting, siren components, decals, and alike items. The Fleet Division is tasked with outfitting replacement Police vehicles and may also need to outfit other City vehicles that require some of these items.
To meet this ongoing requirement to outfit vehicles, staff has located a contract between the City of Miami and Strobes-R-Us for the purchase and installation of vehicle equipment (Contract No. 516388) and would like to utilize it to enter into a piggyback agreement between the City and Strobes-R-Us for the purchase and installation of vehicle equipment (Agreement). If approved, the Agreement will expire January 24, 2019, unless the City of Miami executes any of their renewal options. Upon proper execution by the City of Miami, the Agreement may be renewed pursuant to the same terms, conditions, and pricing.
Through January 24, 2019, the Fleet Division has a need to outfit 14 vehicles at approximately $11,500 per vehicle. In addition to these Police vehicles, the Fleet Division plans to outfit five motorcycles at $4,000 each, two replacement D-Bureau Police cars at $5,000 each and requests a $10,000 contingency to maintain and repair items on existing vehicles. The total not-to exceed amount requested for the goods and services listed above is $201,000. As a proactive measure, Fleet staff also requests approval to outfit up to 15 additional Police replacement vehicles for a total not-to-exceed amount of $172,500, which is contingent upon the vehicles being purchased. Before any replacement vehicles are requested to be purchased, each one will be analyzed to ensure the cost of replacing the vehicle will outweigh the cost of repairing the existing vehicle. The analysis will include, but not be limited to, an estimation of replacement parts and service required, as well as a comparison of the current vehicle’s age and mileage compared to the average vehicle lifespan. The purchase of any vehicle replacement is subject to City Manager or City Commission approval, as appropriate.
Additionally, the Police Department anticipates outfitting up to another 14 vehicles (at approximately $11,500 each) through January 24, 2019, subject to the FY18/19 budget approval. To allow for minor changes during each vehicle outfitting, a $1,000 contingency per vehicle is being requested. The Police Department also requests approval to spend an additional $80,000 to allow for vehicle conversions and other outfitting items offered under the Agreement but not part of the standard vehicle outfitting process. Contingency items will be ordered on an as-needed basis.
Therefore, the Fleet Division requests a total spend not-to-exceed $373,500, which includes $172,500 earmarked for up to 15 replacement vehicles that are not yet purchased. The Police Department requests a total spend not-to-exceed $255,000. In total, staff is requesting a total agreement value not-to-exceed $628,500 through January 24, 2019.
This motion is in accordance with the Code of Ordinances Chapter 36, Commission Approval Required and Purchasing Policies, Accessing Contracts from Other Government Agencies and Not-for-Profit Organizations.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding is available from the following accounts:
Police Department:
001-21-110-521.46.11 Vehicle Maintenance - Other (Special Services)
001-21-150-521.46.11 Vehicle Maintenance - Other (Field Operations)
001-21-110-521.52-27 Equipment <$5,000 (Special Services)
001-21-150-521.52-27 Equipment <$5,000 (Field Operations)
001-21-110-521.52-20 General Operating Supplies (Special Services)
001-21-150-521.52-20 General Operating Supplies (Field Operations)
001-21-110-521.64-90 Other machinery/equipment (Special Services)
001-21-150-521.64-90 Other machinery/equipment (Field Operations)
Public Works Department - Fleet Division:
501-43-000-549-52.52 External Parts
501-43-000-549-52.51 Outside Services
501-43-390-549-64.20 Automotive/Capital
501-43-390-549-64.14 Heavy Equipment/Capital