Subject
title
Award and Authorize the Acting City Manager to Execute the attached Rider Contract with Priority Install, LLC, of Mount Airy, MD, in the Amount Not to Exceed $176,692.00 for the initial term, and $200,000.00 for any renewals, for the Purchase and Delivery of Automotive Parts for Police Vehicles in accordance with the Pricing Structure, Terms, and Conditions of Prince George’s County, MD Contract #4400007333.
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Department
Police
Recommendation
Staff recommends the Mayor and Council award and authorize the Acting City Manager to execute the attached Rider Contract with Priority Install, LLC, of Mount Airy, MD, in the amount not to exceed $176,692.00 for the initial term and $200,000.00 for any renewals for the purchase and delivery of automotive parts for police vehicles, in accordance with the pricing structure, terms, and conditions of Prince George’s County, MD Contract #4400007333, subject to approval as to legal form by the City Attorney.
Change in Law or Policy
None
Discussion
Since transitioning to a leased vehicle fleet, Rockville City Police Department (“Police Department”) now receives 12-17 cars per year on average, sometimes more. These vehicles are required to be fit out with specialized equipment. The award of this contract will provide the necessary automotive parts and equipment for 27 vehicles.
Over the past few years, the Police Department has worked with the installer and vendors to inventory the current vehicle equipment, maximize usage, streamline the equipment process, and create a standard equipment list needed per vehicle model. The Police Department has reviewed each piece of equipment to determine if what was currently being used was the most cost effective and up-to-date current technology. This project has yielded substantial cost savings while providing the Police Department with an accurate cost for equipment per vehicle model that will be used going forward.
In FY 2024 the Police Department received a total of 18 vehicles that need to be equipped and have determined approximately 9 vehicles from FY 2023 also have equipment needs. Additionally, the vehicles require a new dock and mounting system. The mounting system is being purchased through our installer and vendor as part of the vehicle equipment expenditures. This is the most cost-effective, streamlined method.
While this process has been arduous, detailed, and taken time to go through, the Police Department believes it has found a more efficient, cost-effective way of processing these annual purchases which can benefit the Police Department and the City of Rockville.
Mayor and Council History
This is the first time this agenda item has been brought before the Mayor and Council.
Procurement
Contract #4400007333 from the Prince George’s County, MD, authorizes member entities to purchase via a purchase order the equipment listed in the Contract:
• at a 40% discount from the list price for Wheelen products
• at a 40% discount from the list price for Havis products
• at a 55% discount from the list price for Sound-Off Signal products.
The City of Rockville is a member entity (See Attachment L of the Prince George’s County, MD Contract).
In accordance with Section 17-71 of the Rockville City Code, Cooperative Procurement; (a) The City may participate in, sponsor, conduct, or administer cooperative procurement agreements with one or more other public entities when the best interest of the City would be served thereby.
In accordance with Section 17-39 of the Rockville City Code, Awarding Authority, (a) All contracts involving more than one hundred thousand dollars ($100,000) shall be awarded by the Mayor and Council.
Priority Install, LLC in a non-MFD-V firm.
The draft Contract is provided as Attachment A.
To view the Prince George’s County, MD contract, please click the link below:
<https://www.swisstransfer.com/d/1553dd08-5a86-47ea-9a73-8278c64d1e80>
Fiscal Impact
Funding is available in the FY 2024 operating budget for automotive parts and equipment for police vehicles within the Police Department, Field Services Bureau Division.
Next Steps
Upon Mayor and Council approval, the Procurement Division will complete the Contract execution with Priority Install, LLC.
Attachments
Attachment A - Draft Contract with Priority Install, LLC
Attachment B - Quotes from Priority Install, LLC