Title
MOTION TO APPROVE THE PURCHASE OF A 2021 FORD F-250 ¾ TON SUPER DUTY REG CAB FROM DUVAL FORD LLC FOR AN AMOUNT NOT TO EXCEED $39,046 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.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- 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:"
- Section 35.18(C)(5) states, “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(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."
- 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.
SUMMARY EXPLANATION AND BACKGROUND:
1. The Utilities Division is requesting to purchase a 2021 Ford F-250 ¾ Ton Super Duty Reg Cab from Duval Ford LLC. utilizing the FSA Bid #FSA19-Vel27.0.
2. The 2021 Ford F-250 is a new vehicle that will be utilized by the City’s Water Meter Department being operated by the City's Function Sourcing Contractor, Operations Management International (OMI), for the purposes of implementing the City's Cross Connection Control Ordinance.
3. The City's Cross Connection Control Ordinance Number 1849 was passed on August 17, 2016 with the intention of bringing the City into compliance with the Florida Administrative Code 62-555.630 and the following specific intentions:
(1) To protect the public water main against actual or potential cross-connections, backflow by backpressure and backsiphonage by isolating within the premises or private property contamination or pollution that has occurred or may occur because of same undiscovered or unauthorized cross-connection on the premises or private property.
(2) To protect the water supply system within the premise or private property against actual or potential cross-connections, backflow by backpressure and backsiphonage by requiring such air gaps, vacuum breakers, backflow preventers, special devices as required by this Program, or other applicable regulations.
(3) To eliminate cross-connections, backflow by backpressure and backsiphonage on any other source of water or process water used for any purpose whatsoever which may jeopardize the safety of the water supply or which may endanger the health and welfare of the general public.
(4) To establish a cross-connection control and backflow prevention program that includes provisions for inspection and maintenance to ensure compliance.
4. The City entered into an agreement with OMI to provide for the operation, maintenance and management services for the City's Utility System and to provide for Customer Service on February 13, 2015 (Agreement), which was eighteen (18) months prior to the promulgation of the Cross Connection Control Ordinance and therefore the Cross Connection Control Ordinance was not in the Scope of the Agreement.
5. During negotiations for the October 1, 2020 renewal of the OMI Agreement, both the City and OMI agreed to include the City's Cross Connection Control Ordinance in the Scope of Work of OMI including all labor and costs thereof, but excluding equipment.
6. The purchase of this 2021 Ford F-250 is to fulfill the obligations of OMI and the City under the Amended and Restated Agreement as presented to the City Commission and approved on April 15, 2020. Once purchased, the 2021 Ford F-250 shall be added to the list of City equipment operated and maintained by OMI for the purposes of fulfilling the City's Cross Connection Control Ordinance.
7. Duval Ford LLC. has provided a quote for the 2021 Ford F-250 at a total cost of $39,046.
8. Duval Ford LLC., the alternate vendor, was chosen because the primary vendor, Bozard Ford, provided a more expensive quote for the Ford F-250 at a total cost of $39,180.
9. Request City Commission to approve the purchase of a 2021 Ford F-250 ¾ Ton Super Duty Reg Cab from Duval Ford LLC for an amount not to exceed $39,046 utilizing the Florida Sheriffs Association’s Bid #FSA19-VEL27.0, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $39,046
b) Amount budgeted for this item in Account No: $39,046 in Account No. 471-533-6032-64214 (Truck)
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.