Title
MOTION TO RATIFY THE CITY MANAGER’S APPROVAL TO PURCHASE TWENTY-TWO (22) 2025 CHEVROLET TAHOE 2WD 4DR POLICE VEHICLES FOR THE POLICE DEPARTMENT IN AN AMOUNT NOT TO EXCEED $1,146,699.84 FROM GARBER CHEVROLET BUICK GMC, INC, UTILIZING PRICES ESTABLISHED BY THE FLORIDA SHERIFFS ASSOCIATION’S CONTRACT # FSA 24-VEL-32.0: “PURSUIT, ADMINISTRATIVE & OTHER VEHICLES,” PURSUANT TO SECTION 35.18(C)(5) OF THE CITY’S CODE OF ORDINANCE.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states, that “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from the competitive procurement process.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
- Section 35.25(A) states that "a purchase of, or contract for, commodities or services that is estimated by the Chief Procurement Officer to cost $5,000 or less, maybe purchased either in the open market without newspaper advertisement and without observing the procedures prescribed by § 35.19, or in accordance with the competitive bidding procedure prescribed by § 35.19, as deemed appropriate by the Chief Procurement Officer."
SUMMARY EXPLANATION AND BACKGROUND:
1. The City’s fiscal year 2024-25 adopted budget provided funding for the purchase of replacement vehicles throughout the City’s fleet.
2. The Police Department is requesting to purchase twenty-two (22) 2025 Chevrolet Tahoe 2WD 4DR Police at a price of $52,122.72 which is a total of $1,146,699.84, utilizing the Florida Sheriff Association’s Contract # FSA 24-VEL-32.0: “Pursuit, Administrative & Other Vehicles.”
3. Pursuant to Section 3.15 of the FSA Contract, non-scheduled option is an option not listed on the FSA CPP published award. Vendors may provide non-scheduled options at less than MSRP or the Published List Price. Non-scheduled options should be identified and listed as a separate line item with the price and discount on the purchase order. Non-scheduled options are covered under these Terms and Conditions.
4. All twenty-two (22) new vehicles will replace existing vehicles that are ready for replacement due to their age and anticipated ownership cost or due to being deemed a total loss in an accident. Four of the vehicles are intended to be purchased in the Sterling Gray Metallic color and be used in the Police Department’s new Aggressive Driving Unit.
5. The price for the Chevrolet Tahoes includes vehicle options that are all under contract, except for the temporary tag. Each temporary tag is $6, which equates to $132 for all twenty-two (22) vehicles being requested.
6. On February 4, 2025, Garber Chevrolet Buick GMC, Inc. contacted the Fleet Division to inform them that General Motors closed orders for Tahoes allotted for police pursuit vehicles. On February 10, 2025, the Fleet Division arranged a call with General Motors’s Government Area Sales Manager to confirm the availability of the vehicles and to confirm their requirements to have the order fulfilled. General Motors stated that they would work with Garber Chevrolet Buick GMC, Inc. and would be able to fulfill the order for the Police Department if we could provide them a PO within the next week.
7. The request to the commission to order these vehicles was scheduled for the first meeting in March, however, due to the short notice from the vendor/manufacturer of the order window closing, the Procurement Department obtained the City Manager's approval to make the purchase prior to commission’s approval.
8. Request Commission to ratify the City Manager’s approval to purchase twenty-two (22) 2025 Chevrolet Tahoe 2WD 4DR Police vehicles for the Police Department in an amount not to exceed $1,146,699.84 from Garber Chevrolet Buick GMC, Inc., utilizing prices established by the Florida Sheriffs Association’s Contract # FSA 24-VEL-32.0: "Pursuit, Administrative & Other Vehicles" pursuant to section 35.18(C)(5) of the City’s Code of Ordinance.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $1,146,699.84
b) Amount budgeted for this item is in Account No: $1,146,699.84 in account # 001-521-3001-664214-0000-000-0000 (Truck).
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.