Title
Consider a memorandum/resolution authorizing the purchase of police equipment, body armor and accessories, and ammunition from GT Distributors, Inc. in an amount not to exceed $324,565.
Summary
DATE: November 1, 2022
TO: Kent Cagle, City Manager
FROM: Charles F. Kimble, Chief of Police
SUBJECT: Purchase of police equipment and ammunition in excess of $50,000
BACKGROUND AND FINDINGS:
The Killeen Police Department purchases police duty gear, body armor and ammunition from GT Distributors, Inc. All ammunition is purchased under TXMAS contract 680-A1. Duty gear and body armor are purchased under TASB BuyBoard contract #603-20. The City of Killeen is a member of both purchasing cooperatives.
Police firearms training is a perennial activity, as is equipping officers with new and replacement gear and soft body armor. Duty gear includes belts, pouches and various uniform accessories. The department budgets funds for these expenses annually.
Previous fiscal year expenditures were approximately $111,650 for ammunition, and approximately $99,750 for body armor and other duty gear. Projected expenses for the entire department for fiscal year 2022-2023 include approximately $131,164 for ammunition, and approximately $193,401 for soft body armor and duty gear. The total projected purchases from GT Distributors, Inc. for the current fiscal year will be approximately $324,565.
These projected costs for fiscal year 2022-2023 include consolidation of ammunition purchases between the Training and Patrol Divisions, as well as a new project to outfit all uniformed employees with an external vest carrier and accessories. This will improve comfort for employees and is intended to mitigate health concerns associated with wearing police equipment attached to a pistol belt, over many years.
In addition to being members of competitive purchasing cooperatives, GT Distributors, Inc. is the only authorized law enforcement vendor in Texas for Vista Outdoor, Inc., the parent company for Federal Premium and Speer Ammunition.
THE ALTERNATIVES CONSIDERED:
Delay purchases until fiscal year 2023-2024
Authorize the purchase of necessary ammunition and equipment as proposed.
Which alternative is recommended? Why?
Staff recommends authorizing the purchases of duty gear, body armor and ammunition. Failure to do so will adversely affect the department’s ability to train and properly equip officers.
CONFORMITY TO CITY POLICY:
Purchases made through a cooperative contract are exempt from the competitive bidding process as states in Texas Local Government Code (TLGC) section 271.102, subchapter F; local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Projected expenses for the current year are $131,164 for ammunition, and approximately $193,401 for soft body armor and duty gear. The total projected purchases from GT Distributors, Inc. for the current fiscal year will be approximately $324,565.
Training and equipping officers is a continual activity for which the department budgets annually.
Is this a one-time or recurring expenditure?
Recurring
Is this expenditure budgeted?
Yes, funds are available in the General Fund Police Department accounts 010-6055-441.41-20 Uniform and Clothing (Training Division), 010-6055-441.41-65 Supplies (Training Division), and 010-6035-441.41-65 Supplies (Patrol Division).
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:
Staff recommends that the City Manager or his designee be authorized to execute the described purchase of police duty gear, body armor and ammunition from GT Distributors, Inc. through purchasing cooperatives TXMAS and TASB BuyBoard, in an amount not to exceed $324,565 in the current fiscal year, and any such change orders as are allowed by law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Exclusive Letter
Contract
Certificate of Interested Parties