Greg Tabor Gity of Fayetteville Staff Review Form Gity Council Agenda ltems and Contracts, Leases or Agreements 4t17t2012 City Gouncil Meeting Date Agenda ltems Only Support Services Police Submitted By Division Action Required: Department the requested price increases from the Police Department's authorized Quartermaster, Cruse Uniforms Equipment, as specified in contract per Resolution Number 241-08. Contiqent on items purchased 98,588.00 Services and Charges Cost of this request 1010.2940.5302.00 Category / Project Budget 26,686.74 Funds Used to Date 71,901.26 Remaining Balance Budget Adjustment Attached l-1 Program Category / Project Name Uniforms/Personal Equipment Account Number Program / Project Category Name General Project Number Fund Name Budseted ltem l--'l #rL Previous ordinance or Resolution # Department Director r",L 'QJ q fI*\-= r-2.-z.ort Finance and lnternal Services Director u-3-r{ Original Contract Date: Original Contract Number: A3-5C-1?P04:25 RCVD Received in City Clerk's Office Received in Mayor's Office Revised January 15,2009 A. 11 Cruse Uniforms and Equipment Page 1 of 16
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Greg Tabor
Gity of Fayetteville Staff Review Form
Gity Council Agenda ltemsand
Contracts, Leases or Agreements
4t17t2012City Gouncil Meeting Date
Agenda ltems Only
Support Services Police
Submitted By Division
Action Required:
Department
the requested price increases from the Police Department's authorized Quartermaster, Cruse UniformsEquipment, as specified in contract per Resolution Number 241-08.
Contiqent on items purchased 98,588.00 Services and Charges
Cost of this request
1010.2940.5302.00
Category / Project Budget
26,686.74
Funds Used to Date
71,901.26
Remaining Balance
Budget Adjustment Attached l-1
Program Category / Project Name
Uniforms/Personal Equipment
Account Number Program / Project Category Name
General
Project Number Fund Name
Budseted ltem l--'l
#rL Previous ordinance or Resolution #
Department Director
r",L'QJ q fI*\-= r-2.-z.ort
Finance and lnternal Services Director
u-3-r{
Original Contract Date:
Original Contract Number:
A3-5C-1?P04:25 RCVDReceived in City
Clerk's Office
Received inMayor's Office
Revised January 15,2009
A. 11 Cruse Uniforms and Equipment Page 1 of 16
THE CITY OF FAYETTEVILLE, ARKANSASDEPARTMENT CORRESPONDENCE
CITY COI.JNCIL AGENDA MEMO
To:
From:
Date:
Subject:
Mayor Lioneld Jordan and City Council Members
Greg Tabor, Chief of Police
March 30,2071
Approve the price increase per Resolutíon Number 241-08
PROPOSAL:Cruse Uniform and Equipment has been the Fayetteville Police Department's Quartermaster supplier
since December 2008 per Resolution Number 241-08. This is the first requested price increase since the
execution of the original contract and only affects eight items on the current supply list of almost 100 various
items. The listed items have had manufacturer price increases over the past two years that has caused thisrequested price adjustment. Attached, please see the requested price increases.
RECOMMENDATION:Staff recommends approval of the attached price increases from the Police Department's authorized
Quartermaster, Cruse Uniform and Equipment, as specified in contract per Resolution Number 241-08.
BUDGET IMPACT:Minimal increase in expenses limited to the unknown number of items to be purchased on the attached
price increase list.
A. 11 Cruse Uniforms and Equipment Page 2 of 16
RESOLUTION NO.
A RESOLUTION APPROVING A CONTRACT AMENDMENT WITH CRUSELINIFORMS AND EQUIPMENT AS THE POLICE DEPARTMENT'SAUTHORIZED QUARTERMASTER TO APPROVE REQUESTED PRICEINCREASES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OFFAYETTEVILLE, ARKANSAS:
Section l. That the City Council of the City of Fayetteville, Arkansas hereby approves a
contract amendment with Cruse Uniforms and Equipment as the Police Department's authorizedquartermaster to approve requested price increases.
PASSED and APPROVED this 17th day of April,2}l2.
APPROVED: ATTEST:
By:LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
By:
A. 11 Cruse Uniforms and Equipment Page 3 of 16
Cruse Uniforms and EquiPment1201 Banow Road
Little Rock, AF*722A5
Plrone 501-223-2778Fax 501-223-2424
Monday ürn FridaY
8;30 to 4:30 P.m.
March26,2012
Fayetteville Police DePartrnent
Caplairr KennY Yates
100 A-Rock Street
Fayetteville, AR 72701
I)ear Captairr Yates,
Cruse Uniforms and Eqlipment, pel terms of contract RFP 08-08. requesls your consideratjon to a,price
increase on the contract it.*r "nurt"cl
below. Since thc contracl began on f)ecember I6, 2008 wo have not
requested a pdce increat", Uot ¿rt !o rising costs in manufacturing and numerous price increases by our
manutacfurers *. ."rp""ti:rlly ask for an iñcreasç on the followiug items and would appreciate your
considefation of this increas* to tulrt effect, per terms of the colttraçto immediately after the increase is
approved by Your Ciry- Counoil.
Lefters can be supplied by Safariland and Blauer, lnanufacturcrs of these ilems, attesting to theír price
increases over the past two years if you need us to supply fhem'
I look forward to your response, ifyou have any quesfions please feel free to contaot me'
A RESOLUTION ACCEPTING T}TE PROPOSAL FROM CRUSE I]NIFORMSAND EQUIPMENT,INC. rN RESPONSE TO RÏp 08-08 AND AppROVINc ACONTRACT TO ACT AS THE AUTHORIZED QUARTERMASTER FORTHE UNIFORM AND EQUIPMENT NEEDS OF THE OFFICERS OF THEFAYETTEVILLE POLICE DEPARTMENT.
BE IT RESOLVED BY THE CITY COI]NCIL OF THE CITY OFFAYETTEVILLE, ARKANSAS :
Section I . That the City Council of the City of Fayetteville, Arkansas, hereby accepts theProposal from Cruse Uniforms and Equipment, Inc. in response to RFP 08-08 and approves aContract to act as the authorized quartermaster for the uniform and equipment needs of theofficers of the Fayetteville Police Department. A copy of the Contract, marked Exhibit "4," isattached hereto and made a part hereof.
PASSED and APPROVED this 16ú day of December, 2008.
APPROVED: ATTtr,ST:
A. 11 Cruse Uniforms and Equipment Page 10 of 16
City of FayettevilleRFP 08-08, Police Uniforms, Equipment, & Quartermaster ServicesContract
This contract executed tn¡s llo*hd^V ot þleAnú1,r, 2008, between the City of Fayetteville, Arkansas, andCruse Uniforms & Equipment. lnc. ln consideration of the mutualcovenants contained herein, the parties agreeas follows:
1. Cruse Uniforms & Equipment. lnc. at its own cost and expense shall furnish all labor, materials,supplies, machinery, equipment, tools, supervision, bonds, insurance, tax permits, and all otheraccessories and services necessary to complete items as presented in RFP 08-08 as stated in CruseUniforms & Equipment. lnc. bid proposal, and in accordance with specifications attached hereto andmade a part hereof under RFP #08-08, all included herein as if spelled out word for word.
2. The City of Fayetteville shall pay Cruse Uniforms & Equipment. lnc. based on their proposal in anamount not to exceed purchases through reconciled statements. Payments will be made after approvaland acceptance of work and submission of reconciled statement. Payments will be made within 30days after receipt of statement and complete reconciliation by the Police Department.
3. The Contract documents which comprise the contract between the City of Fayetteville and CruseUniforms & Equipment. lnc. consist of this Contract and the following documents attached hereto, andmade a part hereof:
A. Bid form identified as Request for Proposals, RFP 08-08 with the specifications and conditionstyped thereon.
. B. Cruse Uniforms & Equipment. lnc. submitted proposal.
C. The Notice to Prospective Bidders and the Bid Tabulation.
4. These Contract documents constitute the entire agreement between the City of Fayetteville and CruseUniforms & Equipment. lnc. and may be modified only by a duly executed written instrument signed by
5. Cruse Uniforms & Equipment. lnc. shall not assign its duties under the terms of this agreement.
6. Cruse Uniforms & Equip,r.nent. lnc. agrees to hold the City of Fayetteville harmless and indemnify theCity of Fayetteville, against any and all claims for property damage, personal injury or death, arisingfrom Cruse Uniforms & Equipment. lnc. performance of this contract. This clause shall not in any formor manner be construed to waive that tort immunity set forth under Arkansas Law.
7. Cruse Uniforms & Equipment. lnc. shall furnish a certificate of insurance addressed to the City ofFayetteville, showing that he carries the following insurance which shall be maintained throughout theterm of the Gontract. Any work sublet, the contractor shall require the subcontractor similarly to provideworke¡"s compensation insurance. ln case any employee engaged in work on the project under thiscontract is not protected under Workeds Compensation lnsurance, Cruse Uniforms & Equipment. lnc.shall provide and shall cause each Subcontractor to provide adequate employer's liability insurance forthe protection of such of his employees as are not othenrise protected.
Workmen's CompensationComprehensive General &Automobile lnsurance
Cþ of Fayetteville, Arkansas
Statutory Amount
RFP 08-08, Police Unifonns, Equipment & Quartermaster ServicesPage I of2
)_-ii.'::
:-
A. 11 Cruse Uniforms and Equipment Page 11 of 16
Bodily lnjury Liability
Property Damage Liability
$500,000 for each person injured.$1,000,000 for each accident.$1,000,000 aggregate.
The premiums for all insurance and the bond required herein shall be paid by Cruse Uniforms & Equipment.lnc.
8. Cruse Uniforms & Equipment, lnc. to furnish proof of licensure as required by all local and stateagencies.
9. This contract may be terminated by the City of Fayetteville or Cruse U-niforms & Equipment. lnc.with l0 days written notice. ln the event of termination, claims for compensation owed the vendorby the City shall be limited to products purchased via pick up or delivery at the request of the City.
10. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performingcity contractual work are subject to the Arkansas Freedom of lnformation Act. lf a Freedom oflnformation Act request is presented to the City of Fayetteville, the contractor will do everythingpossible to pt'ovide the documents in a prompt and timely manner as prescribed in the ArkansasFreedom of lnformation Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costspursuant to the FOIA may be assessed for this compliance.
11. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or feesto this contract shall not be allowed without a prior formal contract amendment approved bythe Mayor and the Gity Council in advance of the change in scope, cost orfees.
12. The initial term this contrac{ shall be for an initial period of one (1) year. The contract shall beautomatically renewable by mutual consent, at mutually agreed upon terms, for tour (4) additionalyears, for a total contract term of five (5) years.
wfrNEss ouR HANDS rHß/ÁbDAy oF ù u'rh ' ,2008.
GITY OF FAYETTEVILLE,
VENDOR
/+/€Ræ/c ,,+Bza¿1 5BUSINESS ADDRESS
City of Fayetteville, ArkansasRFP 08-08, Police Uniforms, Equipment & Quartermaster ServicesPage2 of2
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A. 11 Cruse Uniforms and Equipment Page 12 of 16
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CRUSE UNIFORMS AND EQUIPMENTOzark Center Place, Suite 17L
Springdale, ^R72764479-756-8182
Call us first for all your Public Safety Uniform and Equipment Needsl
Technical Bid Proposal for RFP 08-08, Pohce Uniforms, Equipment, Quartermaster
Cruse Urriforms and Equípment, Inc. established in April 2000, employees 18 people,
several of which have over 14 years experience in the Public Safety Retail Market. We
provide Police Uniforms and Equipment statewide, with two locations in Arkansas, one
located in Springdale Arkansas and the other in Little Rock, Arkansas. Vy'e currently
supply uniforms and equipmentto over 700 Public Safefy Offices throughout the State.
Cruse Uniforms and Equipment is the authorized distributor in Arkansas for
Weinbrenner, Danner, Streamlight, Saunders, and Blackinton listed on attachment
A. This allows us to maÍntain volume pricing discounts with the listed
manufacturers, which in tum keeps costs down to our customers. To be cost
efflective we have on site seamstresses who hem, attach patches, and do
alterations. All items bid are below retail, see attachment A.
Cruse Uniforms and Equipment would directly assign nvo people to handle the
ordering and servicing of your accoìint along with a team of 6 backup support
personnel. Stephanie Dotts, Store Manager of the Springdale location, with over
6 yeæs experience would be your direct contact, Roxianne Carter with 14 years
experience would be responsible for all sewirtg needs. The rest of the personnel
have over 43 years of combined experience dealing with the Allowance System
and Quartermaster Services.
A.
A. 11 Cruse Uniforms and Equipment Page 14 of 16
CRUSE UNIFORMS AND EQUIPMÞNTAz,ark Center Place, Suite 171
Springdale, AR72764479-756-8182
Call us fïrst for all your Pr¡blic Safety Uniform and Equipment Needsl
C. Cruse Uniforms and Equipment is located in Washington County for on site ii
measuring and fitting of uniforms. rüy'e currently have in place 4 custom softwme'system that allows us to mainain and track a customers allowance and is desïgned
to track dollars spen! limit items to those the officer is authorized to purchase,
and detail your purchase history. A usage report can be generated upon reguest. 'i:
We require a valid ID for all new and existing members of the Pofice department ii:
be presented before any purchase from their allowance account is allowed. An n
invoice is generated attimeof delivery and a receipt is given to the employee to ,
'itake to the quartermaster as proof of delivery. :
D. Below are three of our accounts curlently using our allowance system: :
.
1. North Little Rock Police Department'':
Captain Montgomery200 W. fershing nkO.North Little RoCk, AR 721t4 .
501-758-1234 '
2. North Little Rock Fire DepartmentChiefMcCall723 Maple.StreetNorth Little Rock, AR72LI4
::::
50l-340-5377 r,':
3. Springdale Police Department ,':
Ron HrÍtz ,,.
201 North Spring StreetSpringdale, AR72764479-750-857s
,
E, Delivery tetms of 30 days for items requiring alterations. Items in stock are .'.available for immediate delivery, If items requiring alterations are needed before ;a:
the specified delivery terms of 30 days due to emergencies such as replacement of 1i
auniformtomondutyoranewhireuniformpurchase,arrangementscanbemadeto satisff those requests. New hires take precedent over all in house orders. r,
Payment teffns are net 30 days, invoices are mailed weekly and statements ary ,