C2E-Award Contract Purchase Public Safety Lighting Equipment On City VehiclesCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award A Contract To Dana Safety Supply, Inc., PursuantTo Invitation To Bid No.
46-11/12, For The Purchase And Installation Of Public Safety Lighting Equipment On City Vehicles In The
Estimated Annual Amount Of $313,458.
Ke Intended Outcome Su orted:
Increase resident ratings of public safety services
Issue:
Shall the Mayor and City Commis'sion approve the award of a contract?
Item Summary/Recommendation:
The purpose of Invitation to Bid No. 46-11/12 was to establish a contract (s) by means of sealed bids, with
a qualified contractors(s) for the purchase and installation of public safety lighting and equipment on
vehicles. This contract shall remain in effect for a period of two (2) years from date of contract execution by
the Mayor and City Clerk, and renewed at the sole direction of the City, through its City Manager, for three
(3) additional one ( 1) year terms. The Bid also included an optional list of public safety equipment that the
Police Department utilizes for which the bidders could submit pricing.
Sixty-seven (67) police vehicles (sedans, utility vehicles, and Fusions) have been purchased which require
emergency lighting and safety equipment to be installed, maintained and repaired, as needed. In addition,
other new City vehicles, including twelve ( 12) A TVs for Ocean Rescue, will be required to be outfitted with
safety equipment. There is also a need to repair or replace lights for existing equipment due to damage or
failure as required by the using department. The estimated purchase is broken down into new equipment
(capital) and repairs or replacement (maintenance).
The lowest and best responsive bid for providing and installing the safety equipment on the vehicles was
received from Dana Safety Supply, Inc. This vendor has a 7500 square foot Miami location which is a full
retail, full wholesale, and full warehouse and installation facility.
APPROVE THE CONTRACT AWARD
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount .Account Approved
Funds: 1 Fleet Management Capital Account No.
$273,458 510.1780.000673 m 2 Fleet Management Fund Repair/maintenance
$ 40,000 Supply Account No. 510.1780.000342
Total $313,458
OBPI Financial Impact Summary:
Clerk's Office Le islative Trackin
Raul Aguila
Si n-Offs:
59
AGENDA ITEM __ (!.,_;2....,....:.::-E_
DATE 7-/ ~-/2-
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members of the City Commission
Kathie G. Brooks, lntertm City Manager /A~~ .
July 18,2012 /
REQUEST FOR APPROVAL TO AWARD A CONTRACT TO DANA SAFETY
SUPPLY, INC. PURSUANT TO INVITATION TO BID (ITB) NO. 46-11/12 FOR THE
PURCHASE AND INSTALLATION OF PUBLIC SAFETY LIGHTING AND
EQUIPMENT ON CITY VEHICLES, IN THE ESTIMATED AMOUNT OF $313,458.
ADMINISTRATION RECOMMENDATION
Approve the Award of a Contract.
KEY INTENDED OUTCOME
Increase resident ratings of public safety services
FUNDING
Funding was previously appropriated as part of the City's FY2011/12 Capital Budget for
replacement and the FY2011/12 Operating Budget for repairs.
$273,458.00 Funding is available from General Fund Fleet Management Capital Account No.
51 0-1780-000673
$ 40,000.00 Funding is available from Fleet Management Fund Repairs/Maintenance Supply
Account No. 510-1780-000342.
$313,458.00 Total
ANALYSIS
The purpose of Invitation 1o Bid No. 46-11/12 was to establish a contract by means of sealed
bids, with a qualified contractor for the purchase and installation of public safety lighting and
equipment on vehicles. This contract shall remain in effect for a period of two (2) years from
date of contract execution by the Mayor and City Clerk, and may be renewed at the sole
discretion of the City, through its City Manager, for three (3) additional one (1) year terms. The
Bid also included an optional list of public safety equipment that the Police Department utilizes
·for which the bidders could submit pricing.
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July 18, 2012
Commission Memorandum
ITB 46-11/12
Page 3
The successful firm must be able to take direct shipments of vehicles upon reasonable notice
and provide proof of manufacturer's drop ship code. The successful vendor must provide mobile
service at the customer location upon request for the purpose of installations.
Sixty-seven (67) police vehicles (sedans, utility vehicles, and Fusions) have been purchased
which require emergency lighting and safety equipment to be installed, maintained and repaired,
as needed. In addition, other new City vehicles, including twelve (12) ATVs for Ocean Rescue,
will be required to be outfitted with safety equipment. There is also a need to repair or replace
lights for existing equipment due to damage or failure as required by the using department. The
estimated purchase is broken down into new equipment (capital) and repairs or replacement
(maintenance).
The police vehicles and A TVs presently awaiting lighting and equipment are estimated to cost
$273,458 based on the bid items. Additional vehicles and equipment are anticipated to be
purchased in this fiscal year which will require these items. To date, $11,500 has been spent
out of the Fleet Management Repairs/Maintenance Account to repair and replace lighting and
equipment.
The contract and recommendation for award is based on estimated quantities. The bid includes
unit pricing for materials and installation services. There is specific language within the
invitation to bid which will be incorporated to the contract which states that "no guarantee is
expressed or implied as to quantities." Payment will only be for materials supplied or services
rendered.
BID PROCESS
The Bid was issued on June 11, 2012, with an opening date of June 25, 2012. A pre-bid
conference to provide information to prospective contractors was held on June 18, 2012.
The Florida Online Bid System issued bid notices to 41 prospective bidders. Additionally, the
Procurement Division sent notices to six (6) prospective bidders. The notices resulted in the
receipt of three (3) bids from the following firms: Dana Safety Supply, Inc; Lights N More, LLC;
and Signal Technology Enterprise. Of the three (3) bids received, one (1) was deemed
responsive, and two (2) were deemed non-responsive.
Signal Technology Enterprises and Lights N More LLC did not meet the minimum requirement
outlined in the specifications to be authorized by the manufacturers to take direct shipment of
vehicles at their facility, and the requirement of being a factory authorized distributor, or a
factory authorized warranty service center. Signal Technology also did not meet the insurance
requirements.
The lowest and best responsive bid for providing and installing the safety equipment on the City
vehicles was received from Dana Safety Supply, Inc. This vendor has a Miami location with
7500 square feet, is a full retail, full wholesale, full warehouse, and installation facility. Dana
Safety Supply, Inc. has previously provided public safety lighting and equipment for City
vehicles in accordance to the appropriate configurations.
Dana Safety Supply, Inc. has been in business over seven (7) years and was acquired by the
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July 18, 2012
Commission Memorandum
ITB 46-11/12
Page4
Scott-McRae Automotive Group of Jacksonville
This company provides similar services to the following municipalities:
Miami Dade County;
City of Miami;
Miccosukee Police Dept;
City of Miami Gardens;
Miami Dade County School Board PD; and
Division of Homeland Security [ICE].
On June 25, 2012, the bid submissions were evaluated by the following individuals:
Larry Bornstein, Police Captain
Jorge Alessandri, Police Sergeant
George Fisher, Fleet Analyst
Joyce Dickerson, Fleet Office Associate V
The Review Panel stated after reviewing the bids that it felt comfortable awarding a contract to
Dana Safety Supply, Inc., the lowest and best responsive bidder.
MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the City Manager exercised her
due diligence and is recommending that the Mayor and the City Commission authorize a
contract to Dana Safety Supply, Inc. for the purchase and installation of safety lighting and
equipment on the City vehicles.
CONCLUSION
Based on the analysis of the bids received, the Administration recommends that the City award
a contract to Dana Safety Supply, Inc. for the purchase and installation of public safety lighting
and equipment on City vehicles.
JGG/FHB/JJF/JC/GF
T:\AGENDA\2012\7-18-12\ITB-46-11-12 Safety Equipment Memo.doc
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July 18, 2012
Commission Memorandum
ITB 46-11/12
PageS
APPENDIX "A"
Group I 2013 Police Interceptor Sedan DANA SAFETY SUPPLY,
Installation onlyl Patrol Marked Unit INC
Item Description Cost per unit
1 Light bar $ 115.00
2 Console with floor plate $ 75.00
3 Siren Box $ 75.00
4 12v 3 outlet adapter $ 15.00
5 Inverter $ 15.00
6 Cup-holder $ 5.00
7 Partition with foot extensions $ 55.00
8 Shotgun or AR rack $ 65.00
9 Rear transport seat $ 55.00
10 Radio antenna base $ 25.00
11 External speaker with mounting beacket $ 45.00
12 Tremco dual smart anti-theft unit $ 45.00
INSTALLATION COST $ 590.00
OPTIONAL EQUIPMENT INSTALLATION
13 Laptop mount complete $ 75.00
14 Screen Support $ 7.50
INSTALLATION COST FOR OPT. EQUIP. $ 82.50
TOTAL INSTALLATION COST 1 THRU 14 $ 672.50
Hourly rate for non-standard items $ 51.00
Group 2 2013 Police Interceptor sedan DANA SAFETY SUPPLY,
(installation only) supervisor marked unit INC
Item Description Installation cost per unit
1 Light bar $ 115.00
2 Console with floor plate $ 75.00
3 Siren Box $ 75.00
4 12v 3 outlet adapter $ 15.00
5 Inverter $ 15.00
6 Cup-holder $ 5.00
7 Shotgun or AR rack $ 75.00
8 Radio antenna base $ 25.00 -··
9 External speaker with mounting beacket $ "' 45.00
10 Tremco dual smart anti-theft unit $ 45.00
INSTALLATION COST $ 490.00
OPTIONAL EQUIPMENT INSTALLATION
11 Laptop mount complete $ 75.00
12 Screen Support $ 7.50
INSTALLATION COST FOR OPT. EQUIP. $ 82.50
TOTAL INSTALLATION COST 1 THRU 12 $ 572.50
Hourly rate for non-standard items $ 51.00
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July 18, 2012
Commission Memorandum
ITB 46-11/12
Page6
APPENDIX "A"
Group 3 Crown Victoria Installation only K9 DANA SAFETY
marked unit SUPPLY, INC
Item Description Installation cost per unit
1 Light bar $ 115.00
2 Console with floor plate $ 75.00
3 Siren box $ 75.00
4 12V 3 outlet adapter $ 15.00
5 Inverter $ 15.00
6 Cup-holder $ 5.00
7 Rear deck third brake light $ 25.00
8 Corner strobe kit $ 95.00
9 Headlight flasher $ 25.00
10 Radio antenna $ 25.00
11 External speaker with mounting bracket $ 45.00
12 Tremco dual smart anti-theft unit $ 45.00
13 K-9 cag_e $ 95.00
14 Heat alert system with pager $ 35.00
15 Window fan $ 15.00
INSTALLATION COST $ 705.00
OPTIONAL EQUIPMENT INSTALLATION
16 Laptop mount complete $ 75.00
17 Screen support $ 7.50
INSTALLATION COST FOR OPT. EQUP. $ 82.50
TOTAL INSTALLATION COST 1 THU 17 $ 787.50
Hourly rate for non-standard items $ 51.00
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July 18, 2012
Commission Memorandum
ITB 46-11/12
Page 7
APPENDIX "A"
GROUP 4 2013 Police Interceptor Sedan Patrol Marked unit
Item Description Model No.
Whelen liberty SX led light bar 48.5 w/sedan mounting
1 kit SX8BBRRPC/MKEZ76L
2 Setina # 1 0 space saver cage w/XL incl Lej>_ 10-XL-C
3 Laguna black transport seat with belts (rear)_ FT3501
4 Havis 14" Console C-VS-1400-INSE
4a Havis 23' Console C-VS-1058-INSE
5 Seina dual vertica gunlock w/cuff key SMCDUALVERTGUNLOCK
6 MPIInverter 400 MP1400
7 Havis two 12V outlet 3 switch plate C-LP2-PS3-2
8 100 watt speaker w/mounting bracket SA315P
9 Whelen cencom gold control head w/amp relay module CCSRN2
10 Whelen 20' microphone ext CCMICX20
11 Whelen Trim rirJg CCTRIM
12 Whelen deck mounted Avenger lights AVENS2RB
13 Havis "Brother" Armest Printer Mount C-ARPB-101
14 Tremco ant-theft integrated TREMOINT
15 Havis Daul External Cup Holder C-series C-CUP2-E-C
• TOTAL MATERIAL ONLY Dana Safety$ 3,728.76
16 Havis computer mount w/lock UT-X
17 Havis Screen Support SS-UT-X
18 Havis Charge Gard Universal Control Module CG-X
19 Havis 15' Extension Cord, 16G MISC
20 Havis Computer Mounting Package PKGPSM241
TOTAL
TOTAL INSTALLATION COST (1 THU 20)
• TOTAL MATERIAL (1 THU 20) Dana Safety $ 4,372.92
Denotes Anthmet1cal Error
65
DANA
SAFETY
SUPPLY, INC
Unit price
$ 1,069.00
$ 539.00
$ 455.31
$ 163.30
$ 217.36
$ 279.16
$ 38.00
$ 39.48
$ 124.00
$ 458.12
INCLUDED
INCLUDED
$ 172.67
$ 153.65
$ 98.56
$ 21.07
$ 3,828.68
$ 153.97
$ 42.23
$ 55.04
$ 21.02
$ 371.90
$ 644.16
$ 590.00
$ 4,472.68
July 18, 2012
Commission Memorandum
ITS 46-11/12
Page 8
APPENDIX "A"
Group 5 2013 Police Interceptor utility vehicle patrol marked unit
Item Description Model No.
1 Whelen liberty SX LED light bar 48.5 w/Suv mounting kit SX8BBRRPC/MKZ83
2 Setina# 1 0 space saver cage w/XL incl LEP 10-XL-C
3 Setina rear compartment partition w/expanded metal 12-VS
4 Laguna black trans_port seat with belts (rear) FT3501
5 Havis 21" console C-VS-1308-INUT
6 Setina Dual Vertical Gunlock w/cuff key SMCDUALVERTGUNLOCK
7 MPI Inverter 400 MPI400
8 Havis two 12VOutlet 3 switch plate C-LP2-PS3-2
9 100 watt speaker w/mounting bracket SA315P
10 Whelen cencom gold control head w/amp relay module CCSRN2
11 Whelen 20' microQ_hone ext CCMICX20
12 Whelen Trim ring CCTRIM
13 Havis "Brother'' Armrest Printer mount C-ARPB-101
Whelen deck mounted avenger lights w/adjustable AVNS2RB/AVNBKT4
14 height bracket
15 Tremco Ant-Theft Integrated TREMCOINT
16 Havis Dual External Cup Holder C-Series C-CUP2-E-C
MATERIAL TOTAL ( 1-16
17 Havis computer Mount w/lock UT-X
18 Havis Screen Support SS-UT-X
19 Havis Charge Gard, Universal Control Module CG-X
20 Havis 15' extension cord 16G MISC
21 Havis computer mounting package PKGPSM241
TOTAL MATERIAL (17-21)
TOTAL INSTALLATION COST ( 1 thu 21)
MATERIAL TOTAL 1 THU 21
66
DANA SAFETY
SUPPLY, INC
Unit price
$ 1,069.00
$ 539.08
$ 341.00
$ 455.31
$ 208.49
$ 279.16
$ 38.00
$ 39.48
$ 124.00
$ 458.1~
INCLUDED
INCLUDED
$ 153.65
$ 172.67
21.88
$ 98.56
$ 21.07
$4,019.47
$ 153.97
$ 42.23
$ 55.04
$ 21.02
$ 371.90
$ 644.16
$ 590.00
$4,663.63
July 18, 2012
Commission Memorandum
ITB 46-11/12
Page 9
APPENDIX "A"
Group 6 Alternate
Item Description
1 Whelen Liberty light bar
2 Whelen Liberty Light bar
3 Whelen Liberty light bar lens replacement kit
4 Whelen Dual Avenger
5 Whelen Single Avenger
6 Whelen Slimlighter Light bar
7 Whelen Linz6
8 Whelen lon
9 Whelen Vertex
10 Whelen LINZ6 INNER-EDGE 8-LT TAURUS
11 Whelen Mini LFL LED Light bar 4 Corner
12 Pro-Gard Shotgun Rack W/Cuff key OH
13 Pro-Gard AR15
14 Pro-Gard AR 15/SG OH
15 Whelen 100W compact black composite 122db speaker
16 Whelen hand held remote siren
17 Whelen 30W siren/speaker combo w/PA
18 Tremco Integrated Anti Theft System
19 Tremco Integrated System for 2010 ford Infusion
20 Tremco Combined for 2011 Ford Taurus
21 Laguna Transport Seat
22 Rear deck lighting red/blue
23 Rear deck lighting red/blue
24 Rear mirror lighting dual red/blue
25 Rear mirror single RB
** LED color may vary
67
DANA SAFETY
SUPPLY, INC
Model No. Unit price
SX8BBRRPC $ 1,069.00
SX2** $ 1,069.00
9LLENSPKIT1 $ 162.17
AVNS2** $ 172.67
AVN1** $ 89.18
SLPMM** $ 179.82
LINZ6** $ 59.44
ION** $ 75.88
VTX6** $ 52.66
IZ32UF8 $ 628.23
LT2** $ 519.08-
G5500 w/s $ 310.08
G55000UTfor
AR15 $ 202.88
G5500D w/s $ 629.88
SA315P $ 124.00
HHS2200 $ 256.72
WSSPA30 $ 159.84
TREMCO $ 98.56
Tremco-lnfusion $ 98.56
Tremcoft2011 $ 98.56
F2501 $ 406.31
GS1 DISCONTINUED
DS1 DISCONTINUED
TLN2RB $ 164.12
TLN1J $ 89.18
July 18, 2012
Commission Memorandum
ITB 46-11/12
Page 10
APPENDIX "A"
Group 7 Manufacturer
Item
Manufacturer
Description
AOI
1 Electrical Airbag Switches
2 Edison Automotive Light Bulbs
3 Havis-Shield La~top Mounts, consoles lights, scene lighting
4 Laguna 3P Rear Seats
5 Ray Allen K9 Cages and Heat Alert Systems
6 Setina Prisoner Patitions, Transport seats, seat organizer
7 Steck Automotive Locksmithing
8 Tremco Anti-theft system
9 Unity Lighting Equipment
10 Whelen Emergency Lighting and PeriQ_heral EquiQment
APPENDIX "A"
68
DANA SAFETY
SUPPLY, INC
Unit price % off list
20%
25%
30%
15%
5%
30%
5%
5%
20%
42%
July 18, 2012
Commission Memorandum
ITB 46-11/12
Page 11
Group 8
Installation shall be completed within calendar days of receipt of order
Installation to be performed at (check all options)
City of Miami Beach Fleet ManaQement Division
Vendor Facility (provide address)
City's Option
Delivery Days (ARO) Days
Warranty ( Material) years (section 2.16)
Warranty (Labor) years (section) 2.16)
Extended Warranty Options years
69
DANA SAFETY
SUPPLY, INC
30+
X
X
X
30+/-
5 years
5 years
2 years
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