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RESOLUTION AUTHORIZING THE ADDITION OF AND EXERCISE OF A THREE-YEAR OPTION TO RENEW WITH EXPENDITURE AUTHORITY OF $6,030,000.00 FOR A TOTAL MODIFIED CONTRACT AMOUNT OF $27,340,00.00 UNDER CONTRACT NO. RFP-01154, QUARTERMASTER SERVICES, FOR DEPARTMENT OF EMERGENCY MANAGEMENT AND MIAMI-DADE FIRE RESCUE DEPARTMENT; AND AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR�S DESIGNEE TO EXECUTE THE SUPPLEMENTAL AGREEMENT AND EXERCISE ALL PROVISIONS CONTAINED THEREIN , PURSUANT TO SECTION 2-8.1 OF THE COUNTY CODE AND IMPLEMENTING ORDER 3-38

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WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that:

Section 1. This Board authorizes the addition of and exercise of a three-year option to renew with expenditure authority of $6,030,000.00 for a total modified contract amount of $27,340,00.00 under Contract No. RFP-01154, Quartermaster Services, for Department of Emergency Management and Miami-Dade Fire Rescue Department.

Section 2. This Board authorizes the County Mayor or County Mayor�s designee to execute Supplemental Agreement No. 7, in substantially the form attached and made a part hereof, and exercise all provisions contained therein, pursuant to section 2-8.1 of the County Code and Implementing Order 3-38. A copy of the contract documents is on file with and available upon request from the Strategic Procurement Department.

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Date:

To: Honorable Chairman Anthony Rodriguez
and Members, Board of County Commissioners

From: Daniella Levine Cava
Mayor

Subject: Request to Add and Exercise a Three-Year Option
to Renew with Expenditure Authority under Contract
No. RFP-01154 for Quartermaster Services

STAFF RECOMMENDATION
Executive Summary
This item requests approval to add and exercise a three-year option to renew with corresponding expenditure for the purchase of pre-finished uniforms, embroidery, patches, tailoring and shoes, inventory management services, and an on-site storefront for the Department of Emergency Management (DEM) and the Miami-Dade Fire Rescue Department (MDFR). The original solicitation included two, three-year options to renew which were included in the negotiated contract; however, during the Board approval process, both options to renew were excluded and only the initial five-year term was approved. The additional expenditure authority will allow these two departments to continue obtaining comprehensive uniform and accessory services for the option-to-renew term through a vendor managed inventory system, with an on-site storefront that provides a one-stop shop for all uniform-related needs, such as tailoring, embroidery, patches, and shoes. Both departments are satisfied with the performance of the awarded vendor, who was selected through a competitive process, and the services have streamlined uniform purchasing and distribution. This contract limits the need to store uniforms and reduces out-of-office time for staff, which has cost benefits to the County. It should be noted that new uniforms are dictated by collective bargaining agreements.

Recommendation
It is recommended that the Board of County Commissioners (Board) approve the addition of and exercise of a three-year option to renew with expenditure authority of $6,030,000 for Contract No. RFP-01154, Quartermaster Services, for DEM and MDFR. The original solicitation included two, three-year options to renew which were included in the negotiated contract; however, during the Board approval process, both options to renew were excluded and only the initial five-year term was approved. The current vendor, Galls, LLC, has agreed to maintain their current prices, except for any adjustments allowable in the contract, and continue with the same level of service for the duration of the extension.

Background
This competitively established contract was awarded by the Board via Resolution No. R-710-21 on July 20, 2021. The contract was originally established for MDFR and the Miami-Dade Police Department, now the Miami Dade Sheriff�s Office (MDSO). The Clerk of the Courts, now the Clerk of the Court and Comptroller (COCC), and DEM were added through subsequent modifications to the contract.

This contract is a turn-key solution for the purchase of uniforms and accessories, logistical management of uniform operations, including tracking, delivery issuance, returns, exchanges, alterations, proper destruction, as well as maintenance and technical support from a Uniform and Accessories Fulfillment System, eQuip, the vendor�s uniform database, and an on-site storefront that offers a comprehensive catalogue to ensure seamless services and addresses all uniform-related needs, such as tailoring, embroidery, patches and shoes, while limiting the need for departments to store purchased inventory and/or disposal of such items.

The existing contract has streamlined the acquisition and distribution of uniforms, while increasing the efficiency of DEM and MDFR�s financial bureaus, minimizing the number of purchase orders and invoices to process. The eQuip system has helped eliminate the need for staff to visit multiple locations throughout the County for various items through the one-stop shop approach. This contract also supports ongoing field operations across all divisions and ensures cohesion of uniforms for employees engaged in emergency response efforts. The current vendor, Galls, LLC, has been able to manage the handling, storage, documentation, inventory counts and disposal of materials, allowing DEM and MDFR to focus on their critical services and eliminate the need for departments to store purchased uniforms and associated materials.

In the administration of their emergency services, DEM personnel are required to maintain a professional and uniform appearance to ensure they are easily identifiable to members of the community during critical situations. MDFR employs approximately 3,000 personnel who require continuous need of uniforms and accessories, which are crucial to the department�s safety, professionalism, cohesion as a unit, and compliance with uniform entitlements as stipulated in their collective bargaining agreements. Approval of the increased expenditure authority for this contract will enable both departments to continue purchasing the necessary uniforms and related services for their staff.

The County currently utilizes multiple other contracts for the purchase, rental, and customization of uniforms. As these contracts approach expiration, they will be consolidated into a new single contract to allow the County to take advantage of economies of scale and more administrative efficiency. Exercising the option to renew for this contract will align its expiration date with the County�s other uniform contracts. A solicitation is being prepared and will include multiple groups for uniforms, related products and services, providing opportunities for small and local to participate while maintaining quartermaster services for MDFR and DEM. Staff will also work with small and local vendors to identify additional subcontracting opportunities while streamlining the uniform ordering process.

Scope
The impact of this item is countywide in nature.

Delegated Authority
The County Mayor or the County Mayor�s designee will have the authority to execute Supplemental Agreement No. 7 and exercise all provisions contained therein pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38.

Fiscal Impact/Funding Source
The current contract expires on September 30, 2026, and has an existing cumulative allocation of $21,310,000. If this request is approved, the contract will have a modified cumulative allocation of $27,340,000 and will expire on September 30, 2029. The requested increase in expenditure authority is based on DEM�s and MDFR�s current spending and anticipated needs. The annualized allocation for the option to renew period is greater than the initial to account for annual price increases and the replacement of existing uniforms and accessories.

Department Existing Cumulative
Allocation Additional Allocation Requested Modified Cumulative Allocation Funding Source Budgeted Contract Manager
DEM $80,000 $30,000 $110,000 General Fund FY 2025-26 Adopted Budget, Vol 2, Page 64, Other Operating Jayson Escalona
MDFR $6,230,000 $6,000,000 $12,230,000 Fire District FY 2025�26 Adopted Budget, Vol 2, Page 76, Contractual Expense Marianela Betancourt
Multiple* $15,000,000 $0 $15,000,000 Multiple Multiple
Total $21,310,000 $6,030,000 $27,340,000
*The total allocation includes $15,000,000 for COCC and MDSO.
Track Record/Monitor
Christopher Grant-Henriques of the Strategic Procurement Department (SPD) is the Division Director.

Awarded Vendor
Vendor Principal Address Local Address Principal
Galls, LLC 1340 Russel Cave Road Lexington, KY None Michael Fadden, Jr.

Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with SPD�s Procurement Guidelines to determine vendor responsibility, including verifying corporate status and that there are no performance and compliance issues through various vendor responsibility lists and a keyword internet search. The lists that were referenced included convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to vendor responsibility.

Applicability of Ordinances and Contract Measures
� The two percent User Access Program applies where permitted by funding source.
� The Small Business Enterprise Selection Factor and Local Preference applied where permitted by funding source.
� The Living Wage Ordinance does not apply.

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Arnold Palmer
Chief of Public Safety