Title
MOTION TO APPROVE THE PURCHASE OF TWO (2) 2027 FIRE RESCUE TRUCKS FROM MATHENY MOTOR TRUCK CO. FOR A TOTAL AMOUNT NOT TO EXCEED $795,752, UTILIZING PRICING ESTABLISHED BY THE FLORIDA SHERIFFS ASSOCIATION’S (FSA) BID # FSA25-VEF19.0 , PURSUANT TO SECTION 35.18(C)(5) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is regarding "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) of the City’s Code of Ordinances, “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."
- The City is utilizing FSA bid # FSA25-VEF19.0 to complete these purchases. FSA attempts to include scheduled, factory and aftermarket options in the bid document. If a purchaser requests a non-scheduled option that is not included in the bid document, the vendor may provide this nonscheduled option. Non-scheduled options should be listed as a separate line item and noted on the purchase order to include the price. All non-scheduled options are covered under the terms and conditions.
SUMMARY EXPLANATION AND BACKGROUND:
1. The Fire Department currently uses it's rescue trucks to transport Firefighters/Paramedics to a variety of emergency calls ranging from structure fires, automobile accidents, gas leaks, medical calls etc. They are also used to transport sick and injured patients to local area hospitals. In addition, the rescue trucks are used during live fire and EMS training evolutions.
2. The purchase of two (2) new Fire Rescue Trucks were included in the Fire Department's 5 year Capital Improvement Plan (CIP).
3. The new vehicles will replace vehicle # 7725 and # 7731 which will be 13 years old and 12 years old, respectively, at time of receipt of this purchase based on manufacturer’s production time.
4. The Fire Department obtained a quote in the amount of $397,876 for each vehicle from Matheny Fire and Emergency, utilizing pricing established by the Florida Sheriffs Association’s (FSA) contract # FSA25-VEF19.0 and pre-pay option discount as follows:
|
Description |
Cost |
|
FSA25-VEF19.0, Item 214 Road Rescue/Freightliner |
$ 326,585.00 |
|
Department Personnel & Patient Care Upgrades |
$ 112,454.00 |
|
Total |
$ 439,039.00 |
|
Full Prepay Discount |
$ (-40,412.00) |
|
2 Unit Discount |
$ (-751.00) |
|
Total Per Unit |
$ 397,876.00 |
|
Total for Both Units |
$ 795,752.00 |
5. Request Commission to approve the purchase of two (2) 2027 Fire Rescue Truck from Matheny Fire and Emergency for a total amount not to exceed $795,752, utilizing pricing established by the Florida Sheriffs Association’s (FSA) contract # FSA25-VEF19.0, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $795,752
b) Amount budgeted for this item in Account No: Budgeted in account # 001-529-4003-664016-0000-000-0000 (Ambulances).
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.