Title
MOTION TO APPROVE THE PURCHASE OF ONE (1) VEHICLE FOR $53,597.40 FROM GARBER FORD AND TWO (2) VEHICLES FOR $92,976 FROM DUVAL FORD, FOR A TOTAL AMOUNT NOT TO EXCEED $146,573.40 UTILIZING PRICES ESTABLISHED BY THE FLORIDA SHERIFF 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.
VEHICLES BY DEPARTMENT:
FIRE DEPARTMENT:
ONE (1) 2025 FORD TRANSIT T-350 MEDIUM ROOF PASSENGER VAN (WAGON) RWD
TWO (2) 2025 FORD EXPLORER ACTIVE RWD
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. Below are the details of the vehicles that are being requested for purchase in the current budget year.
3. Administration requests to buy the vehicles listed below utilizing the Florida Sheriff Association’s Contract # FSA 24-VEL-32.0: “Pursuit, Administrative & Other Vehicles.”
4. 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.
Fire Department
5. Below is a list of three (3) vehicle(s) being requested by the Fire Department to replace three (3) of their current vehicles due to their age and anticipated ownership cost.
A) ONE (1) 2025 FORD TRANSIT T-350 MEDIUM ROOF PASSENGER VAN (WAGON) RWD at a price of $53,597.40
The Ford Transit Van is being purchased with the following non-scheduled options in the total amount of $1,471.10:
- $1,465.10 for the 15-Passenger Seat Option. Note - Garber, the primary awarded vendor, did not specifically list a price for temporary tags in their options list on the FSA contract, however SAG Cocoa, LLC dba Cocoa Ford, an alternate vendor on the contract, had a price of $1,465.
- $6.00 for a temporary tag. Note - Garber, the primary awarded vendor, did not specifically list a price for temporary tags in their options list on the FSA contract, however Bozard Ford, an alternate vendor on the contract, had a price of $19.
B) TWO (2) 2025 FORD EXPLORER ACTIVE RWD at a cost of $46,488 each for a total cost of $92,976.
The price for the Ford Explorers includes vehicle options that are all under contract.
6. On February 7, 2024, Commission approved for the Fire Department to purchase:
ONE (1) 2024 FORD TRANSIT T350 MEDIUM ROOF PASSENGER VAN RWD at a cost of $53,545.
However, the order for the one (1) 2024 Ford Transit T-350 Van was canceled by the vendor due to lack of inventory. This current order will replace the Ford Transit T-350 Van that was supposed to be purchased in 2024.
In the previous award, vehicle 4500 was included in the report for Vehicles to Surplus. Since the order for the replacement was cancelled, this vehicle is also in the current list of Vehicles to Surplus.
Recommendation
7. Request Commission to approve the purchase of one (1) vehicle for $53,597.40 from Garber Ford and two (2) vehicles for $92,976 from Duval Ford, for a total amount not to exceed $146,573.40 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: $146,573.40
b) Amount budgeted for this item is in Account No: Funds are budgeted in account # 001-529-4003-664003-0000-000-0000 (Vehicle) $146,573.40 for the Fire Department.
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.