Submitted By: Christina Guy
presenter
Presentation By: Liza Warmuth
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Department: Fleet
STAFF RECOMMENDATION (Motion Ready):
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Approve the purchase of emergency audio/visual warning devices utilizing a Sourcewell Cooperative Purchasing Agreement with East Coast Emergency, Inc., with an aggregate expenditure of $300,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The City of Ocala’s patrol and response vehicles require specialized emergency audio/visual warning equipment. Whelen Engineering Co. (Whelen) manufactures high-performance emergency warning equipment for the City’s fleet vehicles, providing superior quality, cost-effectiveness, availability, and warranty.
Whelen products, manufactured in the USA, meet the standards set by the American National Standards Institute (ANSI) and the International Safety Equipment Association (ISEA) for reflectivity, lumens, and durability. Whelen-brand emergency equipment was standardized by the City’s Procurement and Contracting Officer on April 16, 2024.
FINDINGS AND CONCLUSIONS:
Due to labor shortages and electronic chip supply issues, third-party equipment outfitters have significantly increased the costs and extended the delivery timelines for emergency equipment installations. To address these challenges and reduce delays, Fleet will purchase emergency warning equipment directly from East Coast Emergency, Inc. (East Coast), a master distributor for Whelen, utilizing Sourcewell Contract No. 090122-WHL. Fleet staff will install the equipment in-house, following manufacturer specifications.
As a political subdivision of the State of Florida, the City of Ocala qualifies as an eligible user of Sourcewell cooperative purchasing agreements to procure commodities and services. Emergency audio/visual warning devices and associated equipment will be purchased from East Coast utilizing Sourcewell Agreement No. 090122-WHL with Whelen Engineering. These commodities were competitively solicited by Sourcewell, a Minnesota agency and service cooperative, and the solicitation documents have been evaluated and determined by the City’s Procurement and Contracting Department to be cost-effective and to afford best value. Contract No. 090122-WHL will run for an initial term through November 7, 2026. Thereafter, it is eligible for one additional one-year renewal term upon written agreement.
FISCAL IMPACT:
Fiscal Year 2024-25 funding is available in the Fleet Machinery & Equipment accounts in various departments and will be allocated to the user departments’ accounts to purchase audio/visual emergency lighting for City vehicles and equipment.
PROCUREMENT REVIEW:
These goods were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
N/A. The City’s standard Purchase Order terms and conditions will govern the procurement of these goods.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny