Title
MOTION TO APPROVE THE PURCHASE OF SEVEN (7) VEHICLES FOR $271,398 FROM DUVAL FORD AND TWO (2) VEHICLES FOR $65,730.40 FROM TERRY TAYLOR'S DELAND NISSAN, INC., FOR A TOTAL AMOUNT NOT TO EXCEED $337,128.40 FOR NINE (9) VEHICLES FOR THE POLICE DEPARTMENT, 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 ORDINANCES.
TWO (2) 2025 NISSAN PATHFINDER S FWD
THREE (3) 2025 FORD EXPLORER SUV 4X2
FOUR (4) 2025 FORD EXPLORER SUV 4X2
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. Administration requests to buy the vehicles listed below utilizing the Florida Sheriff Association’s Contract # FSA 24-VEL-32.0: “Pursuit, Administrative & Other Vehicles.”
3. 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.
4. Below is a list of nine (9) vehicles being requested by the Police Department to replace nine (9) of their current vehicles due to their age and anticipated ownership cost. All of the vehicles include options that are included in the contract, unless noted otherwise:
A) Two (2) 2025 Nissan Pathfinder S FWD at a cost of $32,865.20 each for a total cost of $65,730.40 from Terry Taylor’s DeLand Nissan, Inc. as unmarked vehicles.
B) Three (3) 2025 Ford Explorer SUV 4X2 at a cost of $39,770 each for a total cost of $119,310 from Duval Ford, LLC. as unmarked vehicles.
C) Four (4) 2025 Ford Explorer SUV 4X2 at a cost of $38,022 each for a total cost of $152,088 from Duval Ford, LLC. for the Police Service Aides (PSA). These vehicles are being purchased with the following non-scheduled option:
- Arges Kit which includes spotlight, control head and mount as detailed below and as identified in the Duval Ford Vehicle Lighting options included in the contract:
|
|
Labor |
|
Contract Price, |
|
|
|
Row |
Category |
Category |
Incl. Supplies |
Labor Hr. |
List @ $75/Hr |
|
9 |
Labor 9 |
Spotlights |
$ 240.00 |
3 |
$ 225.00 |
|
|
|
Sub-Total |
$ 240.00 |
|
$ 225.00 |
|
|
|
|
|
|
|
|
|
Part |
|
Contract |
Contract |
|
|
Row |
Number |
Brand and Part Description |
Item Price |
Discount |
Item MSRP |
|
2507 |
ARGES1 |
Whelen: Arges 5 Deg Remote Spotlight |
$ 578.00 |
25% |
$ 772.00 |
|
2511 |
ARGCH2 |
Whelen: Arges Swivel Mt Control Head |
$ 258.00 |
25% |
$ 345.00 |
|
2523 |
ARG50D |
Whelen: Drvr Fender Mt Interceptor Suv |
$ 85.00 |
25% |
$ 113.00 |
|
|
|
Sub-Total |
$ 921.00 |
|
$ 1,230.00 |
|
|
|
|
|
|
|
|
|
|
Grand-Total |
$ 1,161.00 |
|
|
The MSRP pricing for the equipment alone is identified in the contract at $1,230, and the contract price including labor and supplies is $1,161, however the vendor has provided an additional discount for a cost per vehicle of $1,024, which totals $4,096 for all four vehicles.
5. Request Commission to approve the purchase of seven (7) vehicles for $271,398 from Duval Ford and two (2) vehicles for $65,730.40 from Terry Taylors Deland Nissan, Inc., for a total amount not to exceed $337,128.40 for nine (9) vehicles for the Police Department, 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 Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $337,128.40.
b) Amount budgeted for this item is in Account No: Funds are available in account # 001-521-3001-664214-0000-000-0000 (Truck) $337,128.40.
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.