TITLE
Consider a memorandum/resolution authorizing the procurement of ammunition for training and duty use for the Police Department.
SUMMARY
DATE: December 5, 2017
TO: Ronald L. Olson, City Manager
FROM: Charles F. Kimble, Chief of Police
SUBJECT: Police Ammunition
BACKGROUND AND FINDINGS:
For over a decade, the Police Department has purchased ammunition from GT Distributors, Inc., utilizing cooperative purchasing practices. The ammunition to be purchased is a consumable item and is replaced as necessary to support the Police Department’s mission and training requirements. Ammunition to be purchased will include rifle, pistol, and shotgun ammunition for both practice and duty use.
The Police Department is requesting authority to purchase ammunition from GT Distributors, Inc. in an amount exceeding the $50,000 threshold for which Council approval is required. GT Distributors, Inc. is the only authorized law enforcement vendor in Texas for Vista Outdoors, Inc., the parent company for Federal Premium and Speer Ammunition. They are a member of the Texas Association of School Boards (TASB) BuyBoard and Texas Smart Buy purchasing cooperatives for ammunition, meeting the requirements of the competitive bidding process in accordance with The Texas Local Government Code. GT Distributors, Inc. TASB Buyboard contract, # 524-17 is effective through March 31, 2020 and Texas Smart Buy Contract #680-A1 expires August 31, 2018. GT Distributors is also a member of the TIPS purchasing cooperative for public safety equipment. That contract, however, excludes ammunition.
Both the BuyBoard and Smart Buy purchasing cooperatives will be utilized since neither list offers 100% of the department’s authorized ammunition. The Police Department frequently receives quantity discounts that are lower than the negotiated contract prices, based on the size of the order.
THE ALTERNATIVES CONSIDERED:
Purchase the ammunition from GT Distributors, Inc. through the state purchasing cooperatives as proposed.
Seek alternative vendors outside of the purchasing cooperative.
Restrict or halt firearms training for officers.
Which alternative is recommended? Why?
The first alternative is the most reasonable to purchase the quantity of ammunition needed to support the Police Department’s duty and training requirements at the negotiated price offered by the state purchasing cooperatives.
CONFORMITY TO CITY POLICY:
This purchase conforms to City Policy and applicable laws.
FINANCIAL IMPACT:
Funding for Police Department ammunition is allocated in the 2017-2018 Ammunition budget (010-6000-441.41-63) in the amount of $100,000 for fiscal year 2017-2018. The anticipated purchase amount for ammunition from this vendor is $95,000.
What is the amount of the expenditure in the current fiscal year? For future years?
$95,000
Ammunition for training and duty is an ongoing annual expenditure. Expenditures for future years should be comparable.
Is this a one-time or recurring expenditure?
Recurring-training and duty requirements for ammunition are an annual expense.
Is this expenditure budgeted?
Yes
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
The city staff recommends that the City Manager be authorized to execute the purchase of ammunition from GT Distributors, Inc. through the TASB State BuyBoard and Texas Smart Buy purchasing cooperatives, and that the City Manager or designee is expressly authorized to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Memorandum - GT Distributors