City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JANUARY 16, 2024 FROM: FIRE DEPARTMENT WARDS: ALL
SUBJECT: SECOND AMENDMENT TO THE SERVICES AGREEMENT FOR FIRE DEPARTMENT STATION UNIFORMS AND ACCESSORIES WITH GALLS, LLC, OF LEXINGTON, KENTUCKY – INCREASE ANNUAL CONTRACT AMOUNT TO $93,280 FOR A REVISED TOTAL CONTRACT AMOUNT NOT TO EXCEED $447,840 ISSUE:
Approve Second Amendment to the Services Agreement for the Fire Department station uniforms and accessories with Gall, LLC, of Lexington, Kentucky, increasing the annual contract to $93,280 for a revised total contract amount of not to exceed $447,840.
RECOMMENDATIONS:
That the City Council:
Approve Second Amendment to the Services Agreement for the Fire Department station uniforms and accessories with Gall, LLC, of Lexington, Kentucky, increasing the annual contract to $93,280 for a revised total contract amount of not to exceed $447,840; and Authorize the City Manager, or his designee, to execute the Second Amendment, including making minor and non-substantive changes.
BACKGROUND:
On March 17, 2021, the City issued Bid No. 7827 soliciting vendors to provide firefighter personnel station uniforms and accessories meeting current Fire Department specifications. The Bid closed on March 31, 2021, which received bids for uniforms and accessories from five (5) vendors. After thorough evaluation of the submitted bids, the Purchasing Division and Fire Department determined that Galls, LLC met the needs of the Fire Department.
On, July 20, 2021, the City Council awarded Bid 7827 to Galls, LLC for the purchase of Fire Department uniforms and accessories in the amount of $80,000 for Fiscal Year 2021/22, and to execute four optional one-year extensions in the amount of $80,000 totally $400,000 for a five-year period through June 30, 2026.
On August 2, 2021, City and Contractor entered into a Service Agreement for Riverside Fire Department Station Uniforms and Accessories – RFP No. 7827. For a term of one year with compensation of $80,000.
On November 1, 2022, the first amendment was executed extending the term for one year to August 2, 2023 and increasing compensation to $88,000 utilizing 10% of the change order authority bringing the contract total to $168,000.
DISCUSSION:
On July 6, 2023, Galls, LLC proposed a Second Amendment to the Services Agreement for Fire Department station uniforms and accessories, increasing the annual agreement to $93,280. There are two additional one-year Amendments remaining, which will increase the original five-year period amount by $47,840 for a total of $447,840.Funds for future fiscal years will be budgeted during the budget development for those years and will be paid annually in the amount $93,280 through June 30, 2026.
Per its Memorandum of Understanding (MOU) Agreement, the Fire Department is required to provide uniforms for its sworn personnel. It is important that fire personnel wear performance-ready station wear uniforms when an emergency call comes in. The clothing is required to be comfortable enough to wear around the station, while being durable enough to respond to emergency calls without requiring a base layer clothing change, firefighters will remain comfortable and prepared to go into the field.
Purchasing Resolution 23914 Section 1104 states that “Change Orders. Modifications to a Purchase Order shall be made only by Change Order. Subject to the availability of funds, Change Orders may be utilized for purposes of … (3) modifying scope of work/services being provided, where the modification is reasonably related to the original scope of work/services … c) 10% of the original contract price for Contracts and/or Purchase Orders previously approved by the Awarding Entity and the total Change Order amount will not exceed $150,000.
The Purchasing Manager concurs that the recommended action complies with Purchasing Resolution No. 23914, Section 1104 (3) (c).
FISCAL IMPACT:
The total fiscal impact of this action is $93,280. Sufficient funds for Fiscal Year 2023/24 are available in the General Fund, Fire-Operations, Clothing/Linen Supplies account number 3510000-426200. Appropriations for future fiscal years will be included in the department’s budget submissions for those fiscal years to be presented to the City Council for approval.
Prepared by: Angie King, Administrative Services Manager Approved by: Michael D. Moore, Fire Chief
Certified as to
availability of funds: Kristie Thomas, Finance Director/ Assistant Chief Financial Officer Approved by: Mike Futrell, City Manager
Approved as to form: Phaedra Norton, City Attorney
Attachment:
Second Amendment to Services Agreement
Galls Amendment, LLC ● Page 2