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LEGISLATIVE MEMORANDUM
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TO:
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Honorable Mayor and Members of the City Council | | FROM:
| Suzanne Sherman, City Manager |
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| | | | | | | | | THRU:
| M. Augello, Chief of Police, V. Perez, Public Works Director, & G. Barber, Chief Procurement Officer |
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| | | | | | | | DATE:
| 12/7/2023 | RE:
| Miscellaneous: 'Piggyback Purchase', 'as needed' purchases of lighting, emergency lighting, specialty equipment, public safety equipment and accessories (Bradford County Sheriff’s Office contract) - Police Department (Dana Safety Supply). |
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| | | | | | | | The City of Palm Bay currently utilizes “Piggyback Contracts” to purchase vehicles, equipment, services, materials and supplies for various Departments to include the Police Department. Commodities and services are utilized to conduct each departments’ day-to-day operations. The vehicles, services, equipment, materials, and supplies are purchased “as needed.” Within the FY24 Approved and Amended Budget, multiple departments, including the Police Department, were allocated funding for the purchase of capital outlay vehicles, along with the required accessories and equipment to make the vehicles operational for department needs, as well as public safety replacement and new hire equipment. The Police Department and Fleet Services are requesting consideration to utilize the Bradford County Sheriff’s Office Contact # BCSO2019-01 for as needed purchase requisitions for any lighting, emergency lighting, specialty equipment, public safety equipment, and accessories during the fiscal year.
This contract would be utilized as an alternative contract option to the Broward County Sheriff’s Office Contract# 23004-AP, for the installation of emergency equipment in public safety vehicles. As previously presented to City Council on October 5, 2023, there is an estimated amount of $600,000 allocated in FY24 for the purchase of emergency equipment for vehicles. Additionally, this contract has been expanded to cover non-vehicle related public safety equipment, therefore the Police Department is also seeking approval to utilize this contract as an option for those items if needed utilizing the department’s approved operating funds for this fiscal year. Purchases will only be made if Council has approved the funds and they are appropriated in the applicable account and fiscal year in accordance with City policies. Should the department fail to budget funds, or should the contract referenced become unavailable, or should purchases exceed the budgeted and appropriated amount, additional Council approval may be required.
The contract identified above was subject to a competitive solicitation process and was awarded by the Bradford County Sheriff’s Office. Consideration is also requested to continue to utilize this contract if it is renewed, resolicited, or replaced, which may occur when an existing contract expires. Per the Procurement Manual, piggyback agreements generally expedite procurements and provide competitive pricing for items and services.
In accordance with the City’s Code of Ordinance, Section 38.13(F)(4) Cooperative Purchases, the City may utilize (piggyback) a contract entered into by another governmental or public entity and a provider of supplies or services required by the City, if the Chief Procurement Officer determines that it is practicable and advantageous for the City to employ this method of purchase, and such contracts specify that they are cooperative procurements at the time of solicitation or the governmental entity Procurement official otherwise agrees to the use of such contract in writing. Any such contracts equal to or in excess of one hundred thousand dollars ($100,000) shall go to the City Council for approval.
Staff is requesting to utilize the Bradford County Sheriff’s Office Contract# BCSO2019-01 for FY24 approved lighting, emergency lighting, specialty equipment, public safety equipment, and accessories purchases.
REQUESTING DEPARTMENT:
Public Works, Procurement, Police Department |
| | | | | | | | FISCAL IMPACT:
The FY24 budget has been approved to include up $600,000.00 in funding for emergency equipment for vehicles for city departments, as well as operating funds allocated within the Police Department budget for replacement and new police gear. Purchases will only be made if Council has approved the funds, and they are appropriated in the applicable account and fiscal year in accordance with City policies. Should the department fail to budget funds, or should the contract referenced become unavailable, or should purchases exceed the budgeted and appropriated amount, additional Council approval may be required.
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| | | | | | | | RECOMMENDATION: Motion to approve FY 2024 purchases of lighting, emergency lighting, specialty equipment, public safety equipment, and accessories on an “as needed” basis through utilization of the Bradford County Sheriff’s Office Contract# BCSO2019-1, to include amendments, renewals, re-solicitations, and replacement contract if it expires, and only if funds are appropriated by Council. |
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