Submitted By: John King
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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 from East Coast Emergency, Inc., with an aggregated expenditure not to exceed $300,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Fiscally Sustainable
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 emergency warning equipment for first responders and is used in City Fleet vehicles due to their superior performance, costs, availability, and warranty. Whelen products are manufactured in the USA and meet the American National Standards Institute (ANSI) and International Safety Equipment Association (ISEA) standards 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 deficiencies and electronic chip shortages, third-party equipment outfitters have significantly increased costs and delivery schedules associated with emergency equipment installations. To mitigate delivery delays and save costs, Fleet will directly purchase the emergency warning equipment from East Coast Emergency, Inc., (East Coast), a master Whelen distributor. Fleet staff will install the Whelen equipment in-house per manufacturer specifications.
As a political subdivision of the state of Florida, the City of Ocala qualifies as an eligible user of Sourcewell’s cooperative purchasing agreement for law enforcement equipment with Whelen Engineering Company, Inc., Sourcewell Contract No. 090122-WHL. Contract No. 090122-WHL was awarded for an initial term commencing November 7, 2022 and ending November 7, 2026.
Cooperative purchasing programs are comprised of member cities, counties, and other public agencies nationwide who aggregate their members’ purchasing power to achieve greater volume discounts. The underlying solicitation for Sourcewell Contract No. 090122-WHL has been evaluated and determined by the City’s Procurement Department to be cost-effective and to afford best value.
FISCAL IMPACT:
Fiscal Year 2024 funding is available in the Fleet Machinery & Equipment account (001-***-602) and will be allocated to the user departments’ accounts to purchase audio/visual emergency lighting for City vehicles and equipment. Fiscal Year 2025 funding will be appropriated accordingly. Performing emergency audio and lighting equipment upgrades in-house has led to annual cost savings of approximately $535,000.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
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• Deny