Title
MOTION TO APPROVE THE PURCHASE OF ONE (1) 2024 CHEVROLET SILVERADO 2500HD CRED CAB 172" LONG BED WORK TRUCK FROM GARBER CHEVROLET BUICK GMC, INC. FOR A TOTAL AMOUNT NOT TO EXCEED $51,637.50, UTILIZING THE FLORIDA SHERIFFS ASSOCIATION’S CONTRACT # FSA 23-VEL-31.0 "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 35.18(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 City’s fiscal year 2023-24 adopted budget provided funding for the purchase of replacement vehicles throughout the City’s fleet.
2. On January 7, 2024, the City Commission approved the purchase of one 2023 Chevrolet Tahoe for the Community Services Department to add an additional vehicle to their current fleet and make their current Chevrolet Tahoe a pool vehicle for their department. The total cost of the 2023 Chevrolet Tahoe was for $52,344.05, utilizing prices established by the Florida Sheriffs Association’s (FSA) contract # FSA 23-VEL-31.0. However, Stingray Chevrolet, the awarded vendor notified the City after the award that they would no longer be able to provide the requested vehicle.
3. As a result, the Community Services Department is requesting to purchase one Summit White 2024 Chevrolet Silverado 2500HD 4WD Crew Cab 172" Work Truck in lieu of the 2023 Chevrolet Tahoe.
4. The City received a quote from Garber Chevrolet Buick GMC, Inc., the primary FSA awarded vendor, for the 2024 Chevrolet Silverado 2500HD 4WD Crew Cab (Long Bed 172" - 1WT 4x4, CK20943) in the amount of $51,637.50, which includes the following items that are not specifically listed on the contract:
- $44.10 for two additional keys
- $320.00 for Window Tints on all windows
- $575.00 for Spray In Bedliner
- $509.00 for Side Steps
- $1,604.00 for a 8' Tonneau Cover for the Truck Bed
- $165.00 for Dealer Installed Back Up Alarm
- $125.00 for Installation Services
5. The Community Services Department would like to make this purchase based on the following factual findings:
- The total cost for the options above that were not specifically listed on the contract is $3,342.10, which is less than the City's threshold of $5,000 for open market purchases.
- The vehicle is currently on the vendor's lot and is available for purchase and already has all of the options listed above installed, except for the Back Up Alarm that is a safety feature that is being requested by the Department.
- The Chevrolet Tahoe that the Department originally planned to purchase is no longer available.
- The Chevrolet Tahoe that was previously approved by the City Commission for purchase was $52,344.05, therefore the purchase of the Chevrolet Silverado would result in a savings of $706.55.
6. Request Commission to approve the purchase of one (1) 2024 Chevrolet Silverado 2500HD 4WD Crew Cab (Long Bed 172" - 1WT 4x4, CK20943) Work Truck from Garber Chevrolet Buick GMC, Inc., for a total amount not to exceed $51,637.50, utilizing the Florida Sheriffs Association’s contract # FSA 23-VEL-31.0 "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: $51,637.50
c) Source of funding for difference, if not fully budgeted: Funds are available in account # 001-569-8001-664003-0000-000-0000 (Vehicle).
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.