Title
MOTION TO APPROVE THE PURCHASE OF TWO FORD T-250 TRANSIT VANS FROM COGGIN FORD, IN THE TOTAL AMOUNT OF $59,283.50, IN THE BEST INTEREST OF THE CITY, PURSUANT TO SECTION 35.18(C)(8) OF THE PROCUREMENT CODE.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. The City of Pembroke Pines operates a City run Charter School System and an Early Development Program which includes seven separate sites:
- East Campus (Elementary)
- Central Campus (EDC, Elementary & Middle)
- West Campus (EDC, Elementary & Middle)
- FSU Campus (Elementary)
- Academic Village Campus (Middle-High)
- Village Community Center (EDC)
- WCY Bright Beginnings (EDC)
2. The City of Pembroke Pines has an agreement with a Food Service Management Company (FSMC), Compass Group USA, Inc., to provide food services for the Charter School and Early Development students.
3. Compass Group USA, Inc. operates out of a central kitchen that prepares the food and delivers it to the various sites.
4. As part of the agreement, the City is responsible for providing transportation vehicles to be used by the FSMC. The City has been providing the following vehicles to the FSMC:
V#4260 - 2002 Chevrolet G250 Van
V#4265 - 2003 Ford Van
V#4272 - 2003 Ford Van
V#2415 - 2007 Ford E-350 Box Truck
5. Vehicle # 4265 & 4272 are 15 years old and are in dis-repair and need to be replaced as soon as possible to keep the food service program operating efficiently.
6. The Public Services Department has reviewed the State of Florida State Term Contract # 25100000-18-1 "Motor Vehicles" and the Florida Sheriffs Association's (FSA) bid # FSA18-VEL26.0 "Police Rated Administrative, Utility Vehicles, Trucks and Vans." When ordering new vehicles off of the State contract or FSA contract, there is normally a long lead time as the orders get submitted to the manufacturers to create and then the vehicles are shipped to the dealer which in turn delivers the vehicle to the City. In order to obtain a vehicle that would meet the needs of the department in a timely fashion, the Public Services Department reached out to various dealers that were awarded Ford Transit Vans on both contracts to see if they had any vehicles on their lots that were ready for purchase, and received the following quotes:
|
|
|
|
Total |
Quantity |
|
Vendor |
Vehicle |
Contract |
Amount |
Available |
|
Garber Fleet |
Ford T-250 (W2X) High Roof |
State |
$ 31,079.50 |
1 |
|
Duval Ford |
Ford T-250 (R2C) Med Roof |
State |
$ 30,831.55 |
1 |
|
Coggin Ford |
Ford T-250 (R2C) Med Roof |
N/A |
$ 29,641.75 |
2 |
7. Coggin Ford was awarded the Ford T-250 (R2X) High Roof on the Florida Sheriffs Association's (FSA) bid # FSA18-VEL26.0 for the Southern region, however the FSA bid did not include the Ford T-250 (R2C) Medium Roof Option.
8. Section 35.18(C)(8) Best Interest of the City states "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 shall not be placed on the City Commission consent agenda."
9. Below are the factual findings:
- The Food Service Program needs replacement vehicles as soon as possible to keep the program for the Charter Schools and Early Development Center running efficiently.
- When ordering new vehicles off of the State contract or FSA contract, there is normally a long lead time as the orders get submitted to the manufacturers to create and then the vehicles are shipped to the dealer which in turn delivers the vehicle to the City.
- Coggin Ford has two Ford T-250 (R2C) Medium Roof vehicles on their lot that are ready for sale.
- The Public Services Department has reached out to various dealerships to find out what vehicles they have on their lot and have determined these vehicles to be the best price and fit for the department's needs.
10. Request Commission to approve the purchase of two Ford T-250 Transit Vans from Coggin Ford, in the total amount of $59,283.50, in the best interest of the City, pursuant to section 35.18(C)(8) of the Procurement Code.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $59,283.50
b) Amount budgeted for this item in Account No: Funds are available in account # 1-539-6004-64214 (Truck).
c) Source of funding for difference, if not fully budgeted: A budget adjustment will be made to move $59,284 from account # 1-539-6004-64214 (Truck) to account # 1-539-6004-64221 (Van).
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.