Title
MOTION TO APPROVE THE PURCHASE OF TWO (2) 2025 FORD F-150 XL SUPER CREW CAB FOR $96,750 FROM DUVAL FORD, FIVE (5) 2025 CHEVROLET SILVERADO 2WD CREW CAB FOR $224,749 FROM GARBER CHEVROLET BUICK GMC INC., AND ONE (1) 2025 CHEVROLET EXPRESS CARGO VAN FOR $49,129.90 FROM GARBER CHEVROLET BUICK GMC, INC., FOR A TOTAL AMOUNT NOT TO EXCEED $370,628.90 FOR EIGHT (8) VEHICLES, 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) OF THE CITY’S CODE OF ORDINANCES.
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. The Police Department requests to buy the vehicles, listed below, utilizing the Florida Sheriff Association’s Contract # FSA 24-VEL-32.0: “Pursuit, Administrative & Other Vehicles.”
(2) 2025 Ford F-150 XL Super Crew Cab
(5) 2025 Chevrolet Silverado 2WD Crew Cab
(1) 2025 Chevrolet Express Cargo Van
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 eight (8) vehicles being requested by the Police Department to replace eight (8) 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 Ford F-150 at a cost of $48,375 each, for a total of $96,750 from Duval Ford for unmarked vehicles. These vehicles are being purchased with the following non-scheduled options in the amount of $6,511 per vehicle:
- $5,944 for the W3K - Upgrade to the XLT package. Note - Duval Ford, the primary awarded vendor, did not specifically list a price for this item on their options list on the FSA contract, however Garber Ford, Inc., an alternate vendor on the contract, had an MSRP of $6,470 and a discount of 2% off of MSRP for their option list price.
- $567 for the XL6 - Electronic Locking w/3.73 Axle Ratio. Note - Duval Ford, the primary awarded vendor, did not specifically list a price for this item on their options list on the FSA contract, however Garber Ford, Inc., an alternate vendor on the contract, had an MSRP of $570 and a discount of 2% off of MSRP for their option list price.
In addition, the Procurement Department also obtained a quote from Garber Ford in the amount of $99,589.20 for the two (2) 2025 Ford F-150, which exceeds Duval Ford’s quote of $96,750, by $2,839.20 for the same vehicles.
B) Five (5) 2025 Chevrolet Silverado at a cost of $44,949.80 each, for a total of $224,749 from Garber Chevrolet Buick GMC, Inc. for Code Compliance. These vehicles are being purchased with the following non-scheduled options in the amount of $940.80 per vehicle:
- $940.80 for the PEB - WT Value Package. The package has an MSRP of $960 and the vendor provided a discount of 2% off of MSRP.
In addition to the non-scheduled options, this vehicle is also being purchased with the following Non-OEM options, which equate to $449 per vehicle, for a total of $2,245 for the five (5) vehicles. These Non-OEM options for the five vehicles fall within the Open Market Purchasing threshold:
- $324.00 for the STEPS - Westin Pro Traxx Oval Nerf Steps.
- $125.00 for the INST - 1 hour EVT Certified Installation.
C) One (1) 2025 Chevrolet Express Van at a cost of $49,129 from Garber Chevrolet Buick GMC, Inc. for the Crime Scene Unit. This vehicle is being purchased with the following Non-OEM options in the amount of $587.90 for the vehicle. These Non-OEM options for the five vehicles fall within the Open Market Purchasing threshold:
- $4.90 for GRI - Routing grommet.
- $583.00 for VXW - LPO, Molded assist steps.
In addition to the Non-OEM options, this vehicle includes upfitting in the amount of $6,135. Garber Chevrolet Buick GMC, Inc. is utilizing a third-party vendor to perform the upfitting, which is permitted under Sections 1.08 and 2.10 of the Florida Sheriff’s Association (FSA) contract. The Police Department requires this upfitting as part of the purchase for the following reasons:
- The partition is a specialized component that is not readily available through general retail channels and is essential for the intended law enforcement use of this vehicle.
- The vendor is providing the partition at a cost that is below both the price and MSRP listed in the quote directly from the third-party upfitter.
According to FSA Cooperative Purchasing Program Coordinator Emily Purdin, “entities providing upfitting work are expected to have the proper certifications and licensing to perform those tasks. Awarded vendors may not have in-house technicians to do so and may look to third-party suppliers as defined in Section 1.08, to provide products and services which contribute to the overall finished item in this contract.” Additionally, Section 2.10 of the FSA contract states that “Prices and Percents bid for items and options should reflect the most complete item price, be below MSRP, and at a minimum should at least cover the cost of the item or option bid.” Therefore, this upfitting is allowable under the terms of the FSA contract, as the work is being performed by a qualified third-party vendor and the pricing complies with the contract's cost and pricing requirements.
5. Request Commission to approve the purchase of two (2) 2025 Ford F-150 XL Super Crew Cab for $96,750 from Duval Ford, five (5) 2025 Chevrolet Silverado 2WD Crew Cab for $224,749 from Garber Chevrolet Buick GMC, Inc., and one (1) 2025 Chevrolet Express Cargo Van for $49,129.90 from Garber Chevrolet Buick GMC, Inc., for a total amount not to exceed $370,628.90 for eight (8) vehicles, 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) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $370,628.90
b) Amount budgeted for this item in Account No: Funds are budgeted in the following accounts:
# 001-521-3001-664214-0000-000-0000- (Truck) $96,750
# 001-529-3001-664214-0000-000-0000-09007 (Truck) $224,749
# 001-521-3001-664221-0000-000-0000- (Van) $49,129.90
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.