Title
MOTION TO APPROVE THE PURCHASE OF THE FOLLOWING LIST OF VEHICLES FROM HARDY CHEVROLET FOR THE AMOUNT NOT TO EXCEED $85,610.32 AND DUVAL FORD FOR THE AMOUNT NOT TO EXCEED $196,436.00, FOR A TOTAL AMOUNT NOT TO EXCEED $282,046.32 FOR THREE (3) VEHICLES, UTILIZING PRICES ESTABLISHED BY THE FLORIDA SHERIFF ASSOCIATION’S BID # FSA 25-VEL-33.0: “PURSUIT, ADMINISTRATIVE & OTHER VEHICLES,” PURSUANT TO SECTION 35.18(C) OF THE CITY’S CODE OF ORDINANCES.
POLICE DEPARTMENT
ONE (1) 2026 FORD TRANSIT T-350 HIGH ROOF CARGO VAN RWD
TWO (2) 2026 CHEVROLET SILVERADO 1500 2WD CREW CAB
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 $100,000, 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 2025-2026 Adopted Budget includes funding for the acquisition of vehicles to support operational requirements across the City’s fleet.
2. Existing vehicles are evaluated for replacement or marked for surplus based on factors such as age, condition, and reliability. Vehicles are replaced when they are no longer serviceable or when the cost of repairs significantly exceeds their value.
3. Below are the details of the vehicles that are being requested for purchase in the current budget year.
Police Department
4. The Police Department requests to buy one (1) new vehicle as a new department requirement and replace two (2) vehicles marked for surplus due to their age and anticipated ownership cost.
(1) 2026 FordTransit T-350 High Roof Cargo Van RWD at a price of $196,436
(2) 2026 Chevrolet Silverado 1500 2WD Crew Cab at a price of $42,805.16 each
The Police Department has identified an operational need for a NEW vehicle purchase to support the SWAT Tech Team and is requesting the purchase of one (1) 2026 Ford Transit T-350 High Roof Cargo Van RWD, including all required modifications and equipment installations necessary to meet specialized departmental requirements.
A dedicated SWAT Tech Team vehicle is critical to ensure that specialized tactical and technological equipment remains properly organized, readily accessible, and fully deployable during critical incidents. The vehicle will function as a mobile technology and operational support platform, enhancing situational awareness, facilitating tactical coordination, supporting informed decision-making, and reducing risk to officers and the public during emergency response operations.
Historically, vehicle purchases and required vehicle conversions have been completed through separate procurement actions. The Police Department’s Crisis Response Team vehicle project is an example of this approach. The project began with the purchase of a 2023 Mercedes-Benz Sprinter 2500 on August 2, 2023. The solicitation for the vehicle conversion was not approved for advertisement until June 18, 2024, was subsequently advertised on December 3, 2024, and the conversion contract was ultimately awarded on June 18, 2025.
This multi-step approach significantly extended the timeline required to place the vehicle into service in its fully operational condition.
It should be noted that the vehicle experienced additional delays before final acceptance. Although the van was initially delivered in September 2023, the City was unable to complete acceptance and payment because required delivery items, including the title and keys, had not been provided. There was also a dispute regarding shipping charges that delayed completion of the transaction.
Additionally, the vehicle was returned to Mercedes of Bonita Springs to address a mechanical issue identified upon delivery. As a result of these combined issues, final acceptance of the vehicle and payment of the invoice were delayed until early 2024.
Once the vehicle was fully accepted and operational, the process of procuring the conversion services was conducted.
By procuring the vehicle and conversion as separate projects, the City experienced a delay of nearly two years between the initial vehicle purchase and the award of the conversion contract necessary to place the vehicle into its intended operational service.
The proposed purchase through the Florida Sheriffs Association Contract No. FSA25-VEL33.0, “Pursuit, Administrative & Other Vehicles,” provides a streamlined approach by allowing the vehicle and required modifications to be coordinated through a single contract.
Section 3.15 of the contract permits vendors to provide non-scheduled options at pricing below MSRP or published list pricing. This approach supports a more efficient delivery process and helps ensure the vehicle is fully configured to meet the operational requirements of the Police Department.
The proposed purchase of the 2026 Transit T-350 High Roof Cargo Van RWD from Duval Ford includes a base vehicle cost of $47,666, scheduled options for $10,583 and $138,187 non-scheduled options.
The base cost of the Transit T-350 High Roof Cargo Van RWD is being quoted with an additional discount of $1,640. Pursuant to the contract pricing, the base vehicle cost is $49,306 before application of this additional discount.
The proposed Non-Scheduled Options (NSO) are to be completed by Emergency Vehicle Inc. The NSO conversion package includes specialized equipment and modifications necessary to transform the cargo van into a fully functional SWAT technical support vehicle. These enhancements include equipment storage systems, communication systems, dedicated work areas, power receptacles, monitors, custom cabinetry and shelving, and upgraded power systems capable of supporting electronic equipment, lighting, and specialized operational tools.
These modifications are essential to enhancing the vehicle’s operational capability and ensuring effective support of SWAT missions. A fully converted vehicle enables personnel to securely store specialized equipment within the assigned unit and maintain continuous operational readiness. The vehicle will provide secure transport for drones, robotic devices, camera systems, and other technical assets directly to incident scenes, supporting faster deployment and allowing SWAT personnel to assess threats from a safer distance.
Pursuant to Section 3.15 of the Florida Sheriffs Association Contract, vendors are permitted to provide non-scheduled options at pricing below MSRP or published list pricing. The vendor has quoted the NSO package a passthrough cost with a $5,253 discount from the quote they received from the upfitter Emergency Vehicles, Inc.
The total cost of the vehicle and conversion package is $196,436.
Please note that the total cost of the proposed vehicle and conversion is comparable to the Police Department’s 2023 Mercedes-Benz Sprinter 2500 project. For that project, the vehicle purchase cost was $56,150, the conversion cost was $146,023.45, and the total project cost was $202,173.45.
This comparison demonstrates that the combined cost of purchasing and upfitting a specialized response vehicle is consistent with prior City projects of a similar nature and scope.
Regarding the two (2) 2026 Chevrolet Silverado vehicles being requested for the Code Compliance Division, the purchase includes five non-scheduled options (NSOs) totaling $2,236.41. The vendor provided the non-scheduled options in accordance with Section 3.15 of the Florida Sheriffs Association (FSA) Contract, which permits vendors to offer non-scheduled options at prices below the Manufacturer’s Suggested Retail Price (MSRP) or Published List Price. The quote identifies the applicable MSRP for these options, and all listed items are priced below MSRP.
A Third Key (cut and programmed) is included on the quote. The MSRP for this item is not available for verification; therefore, the Third Key (cut and programmed) at a cost of $385.11 per vehicle, is being requested as an open market option.
Recommendation
5. Request commission to approve the purchase of the requested three (3) vehicles for a total amount not to exceed $282,046.32, utilizing prices established by the Florida Sheriff Association’s Bid # FSA 25-VEL-33.0: “Pursuit, Administrative & Other Vehicles,” pursuant to section 35.18(C) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $282,046.32
b) Amount budgeted for this item in Account No: Funds are budgeted in the following accounts:
Police: # 001-521-3001-664221-0000-000-0000: (Van) - $140,000.00
001-529-3001-664214-0000-000-0000-09007: (Trucks) - $85,610.32
c) Source of funding for difference, if not fully budgeted: Once approved, a budget adjustment will be requested to move funds in the amount of $56,436.00 from budget code 001-521-3001-664400-0000-000-0000 (Other Equipment) to 001-521-3001-664221-0000-000-0000 (Van)
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.