Title
MOTION TO APPROVE THE PURCHASE OF THE FOLLOWING LIST OF VEHICLES FROM ALAN JAY CHEVROLET, BUICK, GMC, CADILLAC IN THE AMOUNT NOT TO EXCEED $153,942.06, BOZARD FORD IN THE AMOUNT NOT TO EXCEED $138,853, COGGIN FORD IN THE AMOUNT NOT TO EXCEED $32,246, AND DUVAL FORD LLC IN THE AMOUNT NOT TO EXCEED $89,170, FOR A TOTAL AMOUNT NOT TO EXCEED $414,211.06 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:
POLICE DEPARTMENT
TWO (2) - 2020 FORD ESCAPE (U0F)
TWO (2) - 2020 TOYOTA 4RUNNER SUV (8642)
TWO (2) - 2020 GMC ACADIA (TNB26 3SA)
TWO (2) - 2020 CHEVY SILVERADO CREW (1LT)
ONE (1) - 2020 TOYOTA CAMRY XLE (2554)
ONE (1) - 2020 FORD EXPLORER (K7B)
ONE (1) - 2020 FORD TRANSIT T350 LOW ROOF (T350LR-W)
RECREATION DEPARTMENT
TWO (2) - 2020 FORD RANGER XL SUPERCAB 4X2 XL (R1E)
ONE (1) - 2020 FORD ESCAPE S FWD (U0F)
TECHNOLOGY SERVICE DIVISION
ONE (1) - 2020 TRANSIT T-150 MEDIUM ROOF CARGO VAN RWD (E1C)
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 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.
Police Department
4. Below is a list of the eleven (11) vehicles being requested by the Police Department to replace the eight (8) vehicles that have already been sent to surplus or are currently marked for surplus. Three (3) new vehicles are being requested: one for Police PSA, one for the Police Detective Bureau and the other for Code Compliance PSA.
Two (2) - 2020 Ford Escape (U0F) at a price of $21,314 each for a total cost of $42,628.
Two (2) - 2020 Toyota 4Runner SUV (8642) at a price of $33,660.13 each for a total cost of $67,320.26.
Two (2) - 2020 GMC Acadia (TNB26) at a price of $28,985.86 each for a total cost of $57,971.72
One (1) - 2020 Toyota Camry XLE (2554) for a total cost of $28,650.08
One (1) - 2020 Chevy Silverado Crew (1LT) for a total cost of $28,554
One (1) - 2020 Ford Explorer (K7B) for a total cost of $27,825
One (1) - 2020 Ford Transit T350 Low Roof (T350LR-W) for a total cost of $32,246
One (1) - 2020 Chevy Silverado Crew (1LT) for a total cost of $27,465
5. The Police Department requested the following non-scheduled options: (KHAT) set running board, (CV1000) set retractable cargo cover, and (MC2000) carpet floor mats w/ lipped carpet cargo mat as upgrade options to be added to the two (2) 2020 Toyota, 4Runner SR5 (8642). The total amount for non-scheduled items is $1,880 of the $67,320.26 for the two (2) 2020 Toyota, 4Runner SR5 (8642).
The Police Department also requested the (LGX M3W) 3.6L DOHC V6 engine with 9-speed automatic transmission, electronically controlled, (PDG) cargo package includes: retractable cargo shade, and cargo net, and (ZQ2) driver convenience package as upgrade options to be added to the two (2) 2020 GMC, Acadia SLE (TNB26). The total amount for non-scheduled items is $6,074 of the $57,971.72 for the two (2) 2020 GMC, Acadia SLE (TNB26).
These were all non-scheduled options; a quote was provided and the cost is included in the total cost for each 2020 Toyota, 4Runner SR5, (8642) and each 2020 GMC, Acadia SLE (TNB26).
6. The pricing for the line items provided in the quotes are at or below the FSA Bid pricing for both primary and secondary vendor.
Recreation Department
7. Below is a list of the three (3) vehicles being requested by the Recreation Department:
Two (2) - 2020 Ford Ranger XL Supercab 4X2 XL (R1E) at a price of $23,670 each for a total cost of $47,340
One (1) - 2020 Ford Escape S FWD (U0F) for a total cost of $21,060
8. The Recreation Department requested non-scheduled option (HDMATS) WeatherTech floor liners for driver and passenger front. A quote was provided and the cost is included in the total cost for the 2020 Ford Ranger XL Super Cab (R1E). The total amount for the non-scheduled item is $298 of the $47,340 for the two (2) 2020 Ford Ranger XL Super Cab (R1E).
9. The Fleet Manager has identified three (3) vehicles that have already been sent to surplus or are currently marked for surplus.
Technology Service Division
10. The Technology Services Division fiscal year 2019-20 budget included funding for the purchase of one (1) -2020 Ford Transit 150 Medium Roof (E1C) for a total cost of $33,151.
11. The Technology Services Division has identified one (1) vehicle that has already been sent to surplus or is currently marked for surplus.
Recommendation
12. Request Commission approve the purchase of the following list of vehicles from Alan Jay Chevrolet, Buick, GMC, Cadillac in the amount not to exceed $153,942.06, Bozard Ford in the amount not to exceed $138,853, Coggin Ford in the amount not to exceed $32,246, and Duval Ford LLC in the amount not to exceed $89,170, for a total amount not to exceed $414,211.06 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:
Police Department
Two (2) - 2020 Ford Escape (U0F)
Two (2) - 2020 Toyota 4runner SUV (8642)
Two (2) - 2020 GMC Acadia (TNB26 3SA)
Two (2) - 2020 Chevy Silverado Crew (1LT)
One (1) - 2020 Toyota Camry XLE (2554)
One (1) - 2020 Ford Explorer (K7B)
One (1) - 2020 Ford Transit T350 Low Roof (T350LR-W)
Recreation Department
Two (2) - 2020 Ford Ranger Xl Supercab 4X2 XL (R1E)
One (1) - 2020 Ford Escape S FWD (U0F)
Technology Service Division
One (1) - 2020 Transit T-150 Medium Roof Cargo Van RWD (E1C)
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $414,211.06
b) Amount budgeted for this item in Account No:
Police Department
1-521-3001-64028 (Car) $28,650.08
1-521-3001-64214 (Truck) $224,298.98
1-521-3001-64221 (Van) $0.00
1-529-3001-9007-64214 (Truck) $27,465
Recreation Department
1-572-7001-64214 (Truck) $68,400
Technology Service Department
1-513-2002-64221 (Van) $30,879
c) Source of funding for difference, if not fully budgeted: Upon Commission approval, the following budget adjustments will be made:
From:
1-521-3001-64028 (Car) $32,246
1-513-2002-64400 (Other Equipment) $2,272
To:
1-521-3001-64221 (Van) $32,246
1-513-2002-64221 (Van) $2,272
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.