TO: Mayor and Commissioners
FROM: Javaro Sims, Acting Police Chief
Susan Goebel-Canning, Public Works Director
THROUGH: Mark R. Lauzier, City Manager
DATE: January 15, 2019
...Title
APPROVAL OF AMENDMENT NO. 1 WITH STROBES-R-US, INC. FOR THE PURCHASE AND INSTALLATION OF VEHICLE EQUIPMENT UTILIZING THE CITY OF MIAMI SOLICITATION NO. 516388
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Recommended Action:
Recommendation
Motion to approve Amendment No. 1 with Strobes-R-Us, Inc. for the purchase and installation of vehicle equipment utilizing the City of Miami Solicitation No. 516388.
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Background:
The City of Delray Beach’s (City) Police Department and Fleet Division of the Public Works Department (Fleet Division) 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.
On April 3, 2018, the City entered into an agreement with Strobes-R-Us, Inc. for vehicle equipment and installation services (Agreement) pursuant to Resolution No. 22-18 and utilizing existing contract prices, terms, and conditions provided to the City of Miami pursuant to its Solicitation No. 516388. On October 23, 2018, the City of Miami exercised its second option to renew Solicitation No. 516388 through January 24, 2020, and the City desires to continue to procure these products and services from Strobes-R-Us, Inc. through January 24, 2020, utilizing existing contract prices, terms, and conditions provided to the City of Miami pursuant to Solicitation No. 516388 in an amount not-to-exceed $356,000.
Through January 24, 2020, the Fleet Division anticipates a need to outfit six Police Interceptor vehicles at approximately $12,000 each, six Police CSO vehicles at $9,500 each, seven D-Bureau vehicles at $5,000 each, one CSI van at $8,000, and requests a $20,000 contingency to maintain and repair items on existing vehicles. Additionally, the Police Department anticipates purchasing seven new vehicles that will require outfitting at approximately $12,000 each, as well as outfitting a SWAT or other specialty vehicle at approximately $40,000 and adding cameras to vehicles in an approximate amount of $20,000. To allow for vehicle conversions and other outfitting items offered under the Agreement but not part of the standard vehicle outfitting process, an additional amount not-to-exceed $20,000 is requested by the Police Department.
Resolution No. 22-18 authorized the City Manager to execute the Agreement and any amendments and/or renewals thereto and take any other actions necessary to effectuate this Agreement. However, the renewal not-to-exceed amount was not originally approved by City Commission and thus, is outside of the City Manager’s signing authority.
Going forward, the City estimates spending up to another $356,000 for the final renewal option of this Agreement, which begins on January 25, 2020 and expires January 24, 2021, if renewed by the City of Miami.
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.
Attachments:
1. P2018-010 Amendment No. 1, vendor executed
2. Legal Review Checklist
3. P2018-010 Agreement and Resolution No. 22-18
5. City of Miami Renewal Letter
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