| | | | | | | | | City of Independence | | AGENDA ITEM COVER SHEET |
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| | | | | | | | Agenda Title:
Approval is recommended to enter into a thirty-six (36) month contract with Baysinger Police Supply, Inc. as well as to issue blanket purchase orders to Baysinger Police Supply, Inc. in a sum not to exceed the $255,000.00 previously appropriated for the uniform expenses of the Police Department for FY23. |
| | | | | | | | Recommendations:
Council approval is recommended to enter into a thirty-six (36) month contract with Baysinger Police Supply, Inc. and to issue purchase order(s) to Baysinger Police Supply, Inc. in an amount not to exceed $255,000.00 for FY23. |
| | | | | | | | Background:
Uniforms are an essential part of the equipment required for performance of the public safety duties of the Police Department. In fiscal year 2021-2022, the Police Department started having issues with their existing uniform and body armor vendors. Problems began when the existing uniform vendor started discontinuing some of our primary uniform items. Research was conducted to find other vendors that could supply the discontinued items. Baysinger Police Supply Inc. d/b/a Baysingers Uniforms & Equipment was found to have all the items available, so the department started sending a few orders to them on a trial basis. Issues with the original uniform and vest vendor increased when our dedicated sales representatives left. This eventually led to delays in receiving orders and receiving orders incorrectly. At that point, it became clear that the department needed to find a more reliable vendor that could fulfill all the department’s uniform and body armor needs. It was essential that we utilized a vendor that was either a short driving distance from Independence, or have a local representative that would be able to handle all the fittings needed for uniforms and body armor. It was equally important to find a vendor that could be a one-stop shop, so employees would not need to travel to numerous businesses to be sized for all the different items they wear, and to streamline the ordering process as much as possible. Baysingers Uniforms and Equipment informed us that they carried all our uniform, body armor and accessory items and would be able to handle all of our orders. They had a local sales representative that could come to the department for all fittings, and they could provide pricing discounts through a State of Kansas contract that we could piggyback on. The preliminary orders with them had been fulfilled successfully, and with contract pricing available, Baysingers was determined to be a very good option for the department. The Procurement Division of the Finance Department has been provided with an opportunity to review the cooperative agreement proposed and joins the Police Department in recommending that this vendor be selected.
The contract and purchase order, if approved, will be issued against Contract 43822 for Customizable Uniform Apparel which is a cooperative bid agreements procured by the State of Kansas. The vendor has agreed to honor the pricing terms previously extended under the contracts previously referenced for a period of thirty-six (36) months and to modify the jurisdiction of the agreement to recognize that the governing law shall be the State of Missouri, rather than the State of Kansas. The cooperative purchasing provisions of paragraph 5 of the Independence City Code allows for the purchase of items competitively bid by other governmental entities.
At this time, the Police Department is requesting Council approval of the entry of a thirty-six month (36) month contract between the City of Independence and Baysinger Police Supply, Inc. as well as the issuance of blanket purchase order(s) not to exceed $255,000 for FY23 to said vendor, as this contract and purchase order exceeds the sum of $50,000.00.
Approval of this item authorizes the Finance Director to issue change orders up to a total of ten (10) percent of the original authorized amount, so long as appropriations are available.
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Fiscal Impact:
The fiscal impact to the City for this purchase is $255,000.00. Funding for uniforms and body armor totaling $255,000 was previously appropriated in the General Fund account 4513-5309, Public Safety Sales Tax Fund account 4564-5309, and Use Tax Fund accounts 4571-5309 and 4571-5313.
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| | | | | | | | | Department: Police | Contact Person: Chief Adam Dustman |
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| REVIEWERS: | | Department | Action | | Purchasing Division (Finance Department) | Approved | | Police Department | Approved | | Finance Department | Approved | | City Managers Office | Approved | | City Clerk Department | Approved |
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| Council Action: | Council Action: |
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