Title
MOTION TO APPROVE THE PURCHASE OF FOLLOWING LIST OF VEHICLES FROM DUVAL FORD FOR THE AMOUNT NOT TO EXCEED $202,604, HARDY CHEVROLET FOR THE AMOUNT NOT TO EXCEED $80,750.05, GARBER CHEVROLET FOR THE AMOUNT NOT TO EXCEED $1,387,378.50, STINGRAY CHEVROLET FOR THE AMOUNT NOT TO EXCEED $493,219.62, BOZARD FORD FOR THE AMOUNT NOT TO EXCEED $510,840, TALLAHASSEE CHEVROLET FOR THE AMOUNT NOT TO EXCEED $50,358.74, TERRY TAYLOR DELAND NISSAN FOR THE AMOUNT NOT TO EXCEED $185,510, FOR A TOTAL AMOUNT NOT TO EXCEED $2,910,660.91 FOR SIXTY-ONE (61) 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.
FIRE DEPARTMENT
ONE (1) 2026 FORD F-150 4X4 CREW CAB XLT
ONE (1) 2026 FORD EXPLORER ST-LINE RWD
PROCUREMENT DEPARTMENT / FLEET & SURPLUS DIVISION
ONE (1) 2026 CHEVROLET SILVERADO 1500 CREW CAB
PUBLIC SERVICES DEPARTMENT
ONE (1) 2026 CHEVROLET SILVERADO 1500 CREW CAB
ONE (1) 2026 FORD TRANSIT T-350 HIGH ROOF CARGO VAN
TECHNOLOGY SERVICES DEPARTMENT
ONE (1) 2026 FORD EXPLORER ST-LINE RWD
UTILITIES DEPARTMENT
ONE (1) 2026 CHEVROLET BLAZER
POLICE DEPARTMENT
THIRTY-FOUR (34) 2026 CHEVROLET TAHOE 4X2 PPV
NINE (9) 2026 FORD EXPLORER ACTIVE RWD
ONE (1) 2026 CHEVROLET EXPRESS 3500 CARGO VAN
FIVE (5) 2026 FORD EXPLORER ACTIVE RWD
FIVE (5) 2026 NISSAN MURANO SV AWD
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 2025-26 adopted budget provided funding for the purchase of replacement vehicles throughout the City’s fleet.
2. Existing vehicles are evaluated for replacement or marked for surplus based on factors such as age, condition, reliability, and when the vehicles are no longer repairable or the cost to repair greatly outweighs the value of the vehicle.
3. Below are the details of the vehicles that are being requested for purchase in the current budget year.
Fire Department
4. The Fire Department requests to buy two (2) vehicles to replace two (2) vehicles marked for surplus due to their age and anticipated ownership.
(1) 2026 Ford F-150 XLT Crew Cab 4x4 at a price of $53,446.
(1) 2026 Ford Explorer ST-line SUV 4x2 at a price of $43,949.
In regard to the Ford Explorer ST-Line listed above. The Fleet Division initially obtained a quote from the primary vendor Bozard Ford; however, the ST-Line upgrade was not listed on their standard options sheet that was included in their contracted options and was provided as a separate add-on, resulting in a total cost of $45,579. The Fleet Division subsequently requested a quote from the first listed alternate vendor listed, Duval Ford, on the contract for the same vehicle and specifications. Duval Ford included the ST-Line upgrade as one of their options in the contract and it resulted in a lower total cost of $43,949. Due to the cost savings and equivalent specifications, the Fleet Division recommends the purchase of this vehicle through the alternate vendor, Duval Ford, resulting in savings of $1,630.
Procurement and Sustainability Department / Fleet & Surplus Division
5. The Fleet & Surplus Division requests to buy one (1) vehicle to replace one (1) vehicle marked for surplus due to it’s age and anticipated ownership cost.
(1) 2026 Chevrolet Silverado 1500 Crew Cab at a price of $41,288.30
The 2026 Chevrolet Silverado being requested with three non-scheduled options at a total cost of $2,717.55. The vendor provided the non-scheduled options per Section 3.15 of the FSA contract which states vendors may provide non-scheduled options at less than MSRP or the Published List Price. The options are priced at less than MSRP. These options include the spray-on bedliner at $539.55, roll-n-lock bed cover at $1,782, and the light package at $396, which includes a 1% discount.
Public Services Department
6. The Public Services Department requests to buy two (2) vehicles to replace two (2) vehicles marked for surplus due to their age and anticipated ownership cost.
(1) 2026 Chevrolet Silverado 1500 Crew Cab at a price of $39,461.75
(1) 2026 Ford T-350 High Roof Cargo Van at a price of $61,260
The 2026 Chevrolet Silverado being requested with two non-scheduled options at a total cost of $891. The vendor provided the non-scheduled options per Section 3.15 of the FSA contract which states vendors may provide non-scheduled options at less than MSRP or the Published List Price. The options are priced at less than MSRP. These options include the Black Cross Bed Toolbox at $495 and the light package at $396, which includes a 1% discount.
Technology Services Department
7. The Technology Services Department requests to buy one (1) vehicle to replace one (1) vehicle marked for surplus due to its age and anticipated ownership cost. The Fleet Division recommends it’s replacement due to ongoing electrical issues that has caused the vehicle to be unreliable. To date the vehicle has received $11,727 in repairs related to this issue.
(1) Ford Explorer ST-line SUV 4x2 at a price of $43,949
In regard to the Ford Explorer ST-Line listed above. The Fleet Division initially obtained a quote from the primary vendor Bozard Ford; however, the ST-Line upgrade was not listed on their standard options sheet that was included in their contracted options and was provided as a separate add-on, resulting in a total cost of $45,579. The Fleet Division subsequently requested a quote from the first listed alternate vendor listed, Duval Ford, on the contract for the same vehicle and specifications. Duval Ford included the ST-Line upgrade as one of their options in the contract and it resulted in a lower total cost of $43,949. Due to the cost savings and equivalent specifications, the Fleet Division recommends the purchase of this vehicle through the alternate vendor, Duval Ford, resulting in savings of $1,630.
Utilities Department
8. The Utilities Department requests to buy the one (1) vehicle to support the operational needs of a new staff position.
(1) 2026 Chevrolet Blazer FWD at a price of $33,369.50
The 2026 Chevrolet Blazer is being requested with an Interior Protection Package (PDH), which is listed on the contract for $343. However, per the terms of the contract options, “Options are from 2025 Model Year Price List and Subject to Change; 2026 Model Year Specifications Not Available at Time of Bid Submission.” As a result of the 2026 model year updates, the price of this option has increased to $367.50. In addition, it is being requested with a Temporary Tag at the price of $6, which was not listed as an option.
Police Department
9. The Police Department requests to buy fifty-four (54) vehicles to replace fifty-one (51) vehicles due to their age and anticipated ownership cost. Three (3) vehicles will be added to the fleet due to new positions within department.
(25) 2026 Chevrolet Tahoe 4x2 at a price of $54,160.36
(9) 2026 Chevrolet Tahoe 4x2 at a price of $54,802.18
(9) 2026 Ford Explorer Active RWD (with spotlight) at a price of $36,990
(1) 2026 Chevrolet Express Cargo Van at a price of $50,358.74
(5) 2026 Ford Explorer Active RWD at a price of $35,586
(5) 2026 Nissan Murano SV AWD at a price of $37,102
Of the thirty-four (34) 2026 Chevrolet Tahoes requested for purchase, the primary awarded vendor, Garber Chevrolet, has allocated a limited production quantity of twenty-five (25) vehicles for this ordering cycle. Due to manufacturer allocation constraints, the primary vendor is unable to fulfill the City’s full requested quantity. To procure the remaining vehicles and avoid delays, the Fleet Division obtained pricing from the next lowest priced alternate vendor, Stingray Chevrolet, for the additional nine (9) 2026 Chevrolet Tahoes.
Additionally, the Tahoe vehicles being purchased through Garber include an options sheet that rounds prices to the nearest whole number and does not display decimal values. As a result, some option prices may appear slightly different from those listed in the contract; however, staff have verified that the contract discount percentage has been applied correctly and that the quoted pricing is accurate.
Nine (9) 2026 Ford Explorers are being requested with non-scheduled options (NSO) in the amount of $1,485 per vehicle, for a total NSO cost of $13,365. The NSO consist of upgrades to the included spotlights, a control head, and mounting equipment. In accordance with the contract, the requested non-factory installed options are being provided by the vendor at cost plus the contractually authorized twenty-eight percent (28%) markup.
One (1) 2026 Chevrolet Express Van is being requested with $6,702.35 in NSO. These NSO include an upgrade to the HVAC Van Shelving Package and the addition of a Straight Partition with a Perforated Window. Per the contract, non-factory installed options are typically provided at cost plus the contractually authorized twenty-eight percent (28%) markup; however, Tallahassee Chevrolet has agreed to provide the upgrade at cost.
Recommendation
10. Request commission to approve the purchase of the requested sixty-one (61) vehicles for a total amount not to exceed $2,910,660.91, 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: $2,910,660.91
b) Amount budgeted for this item in Account No: Funds are budgeted in the following accounts:
Fire: # 001-529-4003-664003-0000-000-0000 (Truck) $97,395
Procurement: # 001-519-6005-664003-0000-000-0000 (Truck) $41,289
PS: # 001-519-6001-664214-0000-000-0000 (Truck) $100,722
TSD: # 001-513-2002-664214-0000-000-0000-00308 (Truck) $43,949
Utilities: # 471-536-6010-664214-0000-000-0000 (Truck) $33,370
Police: # 001- 521-3001-664214-0000-000-0000 (Truck) $2,543,579
#001-521-3001-664221-0000-000-000 (Van) $50,526
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.