Title
MOTION TO APPROVE THE PURCHASE OF THE FOLLOWING LIST OF VEHICLES FROM DUVAL FORD LLC IN THE AMOUNT NOT TO EXCEED $446,699, AND GARBER FLEET IN THE AMOUNT NOT TO EXCEED $46,380, FOR A TOTAL AMOUNT NOT TO EXCEED $493,079 FOR FIFTEEN (15) VEHICLES, UTILIZING THE FLORIDA SHERIFFS ASSOCIATION'S (FSA) BID # FSA19-VEL27.0 PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES:
FIRE DEPARTMENT
TWO (2) - 2020 DODGE CHARGER SXT (29G)
THREE (3) - 2020 FORD FUSION (P0G)
PUBLIC SERVICES DEPARTMENT
TWO (2) - 2020 FORD F-350 XL SUPER DUTY SUPER CAB DRW (X3C)
TWO (2) - 2020 FORD F-150 XLT SUPER CAB (X1C)
FIVE (5) - 2020 FORD TRANSIT T250 MEDIUM ROOF CARGO VAN RWD (R1C)
ONE (1) - 2020 FORD TRANSIT T250 MEDIUM ROOF CARGO VAN RWD (R1C)
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- The City is utilizing FSA bid # FSA19-VEL27.0 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.
- 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:"
- Pursuant to 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.”
SUMMARY EXPLANATION AND BACKGROUND:
1. The City's fiscal year 2019-20 adopted budget provided funding for the purchase of new and replacement vehicles throughout the City's fleet.
2. Existing vehicles are marked for surplus 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 fiscal year 2019-20 budget included funding for the purchase of five (5) vehicles.
5. Below is a list of the vehicles being requested by the Fire Department:
Two (2) - 2020 Dodge Charger SXT (29G) at a price of $23,190 each for a total cost of $46,380
Three (3) - 2020 Ford Fusion (P0G) at a price of $17,613 each for a total cost of $52,839
6. The Fire Department has identified three (3) vehicles that have already been sent to surplus or are currently marked for surplus (Please see attached # 2 "Vehicles to be Surplused" for details). Two (2) new vehicles are being requested: one for the new Fire Prevention Lieutenant, and the other for the new Community Risk Reduction Specialist.
Public Services Department
7. The Public Services Department fiscal year 2019-20 budget included funding for the purchase of ten (10) vehicles.
8. Below is a list of the vehicles being requested by the Public Services Department:
Two (2) - 2020 Ford F-350 (X3C) at a price of $54,816 each for a total cost of $109,632
Two (2) - 2020 Ford F-150 (X1C) at a price of $27,822 each for a total cost of $55,644
Five (5) - 2020 Ford Transit T250 (R1C) at a price of $39,521 each for a total cost of $197,605
One (1) - 2020 Ford Transit T250 (R1C) for a total cost of $30,979
9. The Public Services Department requested the following non-scheduled options: (JV2AAAA) Whelen Justice LED Lightbar- Amber with clear lenses (Roof Mounted), (PCC6W) 6- Switch Controller- Wire Lightbar With Directional as upgrade options to be added to the two (2) 2020 Ford F350s. A quote was provided and the cost is included in the total cost for the 2020 Ford F-350 XL Super Duty Super Cab DRW (X3C)
10. The Public Services Department has identified two (2) vehicles that have already been sent to surplus or are currently marked for surplus (Please see attached # 2 "Vehicles to be Surplused" for details). The above purchase of ten (10) vehicles exceeds the number of vehicles that are being sent to surplus as the Public Services Department is adding eight (8) new vehicles to their fleet to meet new department needs resulting from new hires.
RECOMMENDATION:
11. Request Commission approve the purchase of the following list of vehicles from Duval Ford LLC in the amount not to exceed $446,699, and Garber Fleet in the amount not to exceed $46,380, for a total amount not to exceed $493,079 for fifteen (15) vehicles, utilizing the Florida Sheriffs Association's (FSA) BID # FSA19-VEL27.0, pursuant to section 35.18(C)(5) of the City's Code of Ordinances:
Fire Department
Two (2) - 2020 Dodge Charger SXT (29G)
Three (3) - 2020 Ford Fusion (P0G)
Public Services Department
Two (2) - 2020 Ford F-350 XL Super Duty Super Cab DRW (X3C)
Two (2) - 2020 Ford F-150 XLT Super Cab (X1C)
Five (5) - 2020 Ford Transit T250 Medium Roof Cargo Van RWD (R1C)
One (1) - 2020 Ford Transit T250 Medium Roof Cargo Van RWD (R1C)
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $493,079
b) Amount budgeted for this item in Account No:
Fire Department
1-529-4003-64028 - Car $46,380
1-529-4003-678-64028 - Car $52,839
Public Services Department
1-519-6004-64214 - Truck $109,632
1-539-6006-64214 - Truck $55,644
1-539-6004-64221 - Van $79,042
1-539-6001-64221 - Van $149,542
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.