Title
MOTION TO APPROVE THE PURCHASE OF ONE 2023 CHEVROLET EXPRESS CARGO VAN FROM GARBER CHEVROLET BUICK GMC, INC. FOR THE POLICE DEPARTMENT, UTILIZING PRICING ESTABLISHED BY THE FLORIDA SHERIFFS ASSOCIATION’S (FSA) BID # FSA22-VEL30.0, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY’S CODE OF ORDINANCES, IN ADDITION TO THE PURCHASE OF NON-SCHEDULED OPTIONS IN THE BEST INTEREST OF THE CITY PURSUANT TO SECTION 35.18(C)(8) OF THE CITY’S CODE OF ORDINANCES, IN THE AMOUNT NOT TO EXCEED $38,996.
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 35.18(C)(8) states, “Best interest of the city. Purchases of and contracts for commodities or services are exempt from this section when the City Commission declares by a simple majority affirmative vote that the process of competitive bidding and competitive proposals is not in the best interest of the city. The City Commission shall make specific factual findings that support its determination, and such contracts may be placed on the City Commission consent agenda."
- 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."
SUMMARY EXPLANATION AND BACKGROUND:
1. The Police Department is requesting to purchase one (1) new vehicle, to be assigned to the Crime Scene Unit for a new position within the unit.
2. On August 16, 2023, the City Commission approved the purchase of one 2023 Ford Transit T-250 Low Roof Cargo Van for a total amount not to exceed $46,453 from Garber Fleet Sales to satisfy this request. However, on September 5, 2023, Garber Fleet Sales informed the City that they had already sold the vehicle and were unable to fulfill the order.
3. Garber Fleet sales proposed a 2023 Chevrolet Express Cargo Van as an alternate option that is also on the Florida Sheriffs Association’s (FSA) contract.
4. The Police Department reviewed the alternate proposal and confirmed it would fulfill their needs.
5. The quote for the 2023 Chevrolet Express Cargo Van included three options that are considered Non-Scheduled Options. Non-Scheduled Options are covered under the terms of this contract under the following conditions:
a. Vendors may provide non-scheduled options at less than MSRP or the Published List Price.
b. Non-scheduled options should be identified and listed as a separate line item with the price and discount on the purchase order.
6. Garber Fleet sales informed the Purchasing Department that unfortunately, they do not have published list pricing for the Non-Scheduled Options proposed. The proposed No-Schedule Options are priced at $6,696, which exceeds the open market threshold. The Police Department is requesting to purchase the Non-Scheduled Options utilizing the "Best Interest of the City" exemption.
7. Below are the factual findings:
- The total order cost for the Chevrolet Express Cargo Van is less than the $46,453 approved on August 16, 2023 for the Ford Transit T-250.
- The Sourcewell National Auto Fleet Group contract’s dealer does not have this van in stock.
- The cost of the partition (non-scheduled option) is higher on the Sourcewell National Auto Fleet Group contract.
- The partition is a specialized addition that cannot be easily shopped around, and the Police Department is in desperate need for the additional vehicle.
- The Purchasing Department reached out to Alan Jay Fleet Sale, the awarded vendor from the State of Florida Alternate Source Contract via the Sourcewell and they had no availability for this van until the next years orders.
- Garber Fleet sales confirmed on September 12, 2023, they still had 2 available in stock. Orders for next year’s models are still not available and when they do become available there will still be a minimum of 3-6 month waiting period to receive the order.
- The partition (non-scheduled option) is available on the State of Florida Alternate Source Contract via the Sourcewell, however as previously mentioned, the awarded vendor does not have any vans available, and they are unsure if they can install a partition on a van they are not selling.
- The cost for the partition (non-scheduled option) on the State of Florida Alternate Source Contract via the Sourcewell is $6,160, which is more than the current quote from Garber Fleet sales of $5,996.
- The Purchasing Department reached out to Vera Cadillac and AutoNation Chevrolet of Pembroke Pines for quotes on the partition option. Vera Cadillac was unsure if they would be able to obtain the parts and do the installation. AutoNation Chevrolet of Pembroke Pines said they would not be able to obtain or install the partition. Moreover, the Purchasing Department reached out to Industrial Ladder & Supply Co. as they had the part on their website, however, there has not been a response to the inquiry left via voicemail.
8. Request Commission to approve the purchase of one 2023 Chevrolet Express Cargo Van from Garber Chevrolet Buick GMC, Inc., for the Police Department, utilizing pricing established by the Florida Sheriffs Association’s (FSA) bid # FSA22-VEL30.0, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances, in addition to the purchase of non-scheduled options in the Best Interest of the City pursuant to Section 35.18(C)(8) of the City’s Code of Ordinances, in the amount not to exceed $38,996.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $38,996
b) Amount budgeted for this item is in Account No: Funds have been budgeted in account # 001-521-3001-664221-0000-000-0000- (Van).
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 LaborConducted 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