Title
AN ORDINANCE REQUESTING THE AWARD OF BID NO. 2016-107 FOR A ONE YEAR CONTRACT WITH FOUR (4) POSSIBLE ONE-YEAR CONTRACT RENEWALS TO BLACK DAWN BASED ON UNIT PRICES AND TRADE OFFERS IN THE ATTACHED BID TABULATION AND COST ANALYSIS AND AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT FOR THE SAME BY AND ON BEHALF OF THE CITY OF LEES SUMMIT MISSOURI.
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Issue/Request:
AN ORDINANCE REQUESTING THE AWARD OF BID NO. 2016-107 FOR A ONE YEAR CONTRACT WITH FOUR (4) POSSIBLE ONE-YEAR CONTRACT RENEWALS TO BLACK DAWN BASED ON UNIT PRICES AND TRADE OFFERS IN THE ATTACHED BID TABULATION AND COST ANALYSIS AND AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT FOR THE SAME BY AND ON BEHALF OF THE CITY OF LEES SUMMIT MISSOURI.
Key Issues:
REPLACEMENT OF OLD AND AGING PATROL RIFLES FOR THE POLICE DEPARTMENT
Proposed City Council Motion:
FIRST MOTION: I move for second reading of AN ORDINANCE REQUESTING THE AWARD OF BID NO. 2016-107 FOR A ONE YEAR CONTRACT WITH FOUR (4) POSSIBLE ONE-YEAR CONTRACT RENEWALS TO BLACK DAWN BASED ON UNIT PRICES AND TRADE OFFERS IN THE ATTACHED BID TABULATION AND COST ANALYSIS AND AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT FOR THE SAME BY AND ON BEHALF OF THE CITY OF LEES SUMMIT MISSOURI.
SECOND MOTION: I move for adoption of AN ORDINANCE REQUESTING THE AWARD OF BID NO. 2016-107 FOR A ONE YEAR CONTRACT WITH FOUR (4) POSSIBLE ONE-YEAR CONTRACT RENEWALS TO BLACK DAWN BASED ON UNIT PRICES AND TRADE OFFERS IN THE ATTACHED BID TABULATION AND COST ANALYSIS AND AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT FOR THE SAME BY AND ON BEHALF OF THE CITY OF LEES SUMMIT MISSOURI.
Background:
In 2008 the police department purchased 21 new rifles. As part of the purchase the department traded approximately 30 weapons to offset total costs. The weapons traded were aging, some even out dated and difficult to aquire replacement parts for. At the time the department still had 16 additional weapons that were also aging and would need to be replaced at some point in the future. However, there was not enough funds to replace all the weapons in 2008. Due to funding and the fact that the remaining weapons were still servicable, the plan was to wait on their replacement until a future date.
In 2014 the department began to plan for replacing the additional 16 weapons, possibly in the FY15 budget. However, at that time it was unclear as to whether funding might be available and the project was pushed back to the FY16 budget.
As the department has worked on the project this budget cycle, it was discussed as an option of trading all patrol rifles (36) in the police inventory.
As discussions continued, several points emerged favorable to the trade of the department’s entire inventory.
• The weapons purchased in 2008 were now approaching (8) years old, with many having several thousand training rounds having been fired through them.
• Weapons purchased in 2008 might still be new enough to secure a favorable trade in value.
• New inventory of firearms we could all have the same birth date, standardizing all Patrol Rifles / ESS weapons.
• This will make budgeting for replacement weapons in the future much easier.
• All weapons will be identical and manufactured by the same company, making training and maintenance more simplified and uniform.
Impact/Analysis:
The unofficial bid tabulation shows five (5) vendors submitting bids on seven (7) different rifles. Purchase prices range from $878.90 to $1248.38. In the bid, vendors were asked to submit proposals for trade credit for the departments existing rifles towards the purchase of the new weapons. Those proposals ranged from a low of $10,670.00 to a high of $32,505.00. The trade values were compared to the aggregate purchase price of the thirty-three (33) rifles quoted. The difference was calculated for each proposal. Those differences ranged from $0.00 to $19,560.00.
The vendor Black Dawn's bid per rifle was the second highest at $985.00 ea. However, Black Dawn's bid for trade allowance was also the highest at $32,500.00. This bid allows for the purchase of the thirty-three rifles, minus the trade allowance at $0.00.
Black Dawn is a Missouri manufacturer located in Sedalia Missouri. The location of the manufacturer would make future maintenance, parts and supplies for these weapons easily accessible.
Staff recommends acceptance of the bid from Black Dawn for purchase of thirty-three rifles at a cost of $0.00 plus trade of inventory listed in the bid tabulation.
Timeline:
Other Information/Unique Characteristics:
In addition to bid, Black Dawn is offering a lifetime warranty free of manufacturer defects.
Also, Black Dawn has offered a 2 day, 16 hour armorer training course valid for two persons should they be awarded the bid.
Presenter
Presenter: Major Curt Mansell
Recommendation
Recommendation: STAFF RECOMMENDS APPROVAL OF AN ORDINANCE REQUESTING THE AWARD OF BID NO. 2016-107 FOR A ONE YEAR CONTRACT WITH FOUR (4) POSSIBLE ONE-YEAR CONTRACT RENEWALS TO BLACK DAWN BASED ON UNIT PRICES AND TRADE OFFERS IN THE ATTACHED BID TABULATION AND COST ANALYSIS AND AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT FOR THE SAME BY AND ON BEHALF OF THE CITY OF LEES SUMMIT MISSOURI.