Title
MOTION TO APPROVE THE PURCHASE OF THE FOLLOWING LIST OF VEHICLES FROM GARBER CHEVROLET BUICK GMC IN THE AMOUNT NOT TO EXCEED $544,848 AND FROM STINGRAY CHEVROLET IN THE AMOUNT NOT TO EXCEED $123,780 FOR A TOTAL AMOUNT NOT TO EXCEED $668,628 FOR TWENTY (20) VEHICLES, UTILIZING THE FLORIDA SHERIFFS ASSOCIATION’S (FSA) BID # FSA20-VEL28.0, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY’S CODE OF ORDINANCES.
POLICE DEPARTMENT
SIXTEEN (16) - 2022 CHEVY TAHOE (CC10706/9C1)
ONE (1) - 2022 CHEVY TAHOE LS (CC15706/1FL)
THREE (3) - 2022 CHEVY TRAVERSE LT (1NB56-LS)
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:"
- 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.”
- 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 2021-22 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 twenty (20) vehicles being requested by the Police Department to replace the twenty (20) vehicles that have already been sent to surplus or marked for surplus, which includes four (4) vehicles which were declared a total loss after being in an accident. The twenty (20) new vehicles are being requested for: 16 for Patrol Officers, 1 for Administration, and 3 for Investigations.
Sixteen (16) - 2022 Chevy Tahoe at a price of $34,053 each for a total of $544,848.
One (1) - 2022 Chevy Tahoe LS at a price of $41,082.
Three (3) - 2022 Chevy Traverse LT at a price of $27,566 each for a total of $82,698.
5. The City is utilizing FSA contract # FSA20-VEL28.0, which commenced on October 1, 2020 and ends on September 30, 2023, to complete these purchases. Pursuant to Section 3.16 of the contract, FSA requests vendors include most frequently purchased 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 non-scheduled option. The purchaser has the opportunity to request the vendor’s discount pricing for any non-scheduled options during the quote process. At no time should the non-scheduled option exceed MSRP or Published List Price. 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.
6. The Police Department requested the (LS-A50) LS trim upgrades from base 1FL, (3KLS) Third keyless/fob combo w/ remote start, (WPD) Driver Alert Package as upgrade options to be added to the one (1) Administrative Chevy Tahoe from Stingray Chevrolet. The total amount for non-scheduled items is $2,922. Additionally, noted in the Stingray quote is a $700 increase from General Motors, for the new 2022 year model of non-PPV and non-SSV Tahoes, to offset cost of additional content and equipment in the new 2022 year model of the vehicle and the economic change.
The Police Department also requested the upgrade option (LT-NC56) LT trim upgrade and (3KF) for additional keys and key fobs to be added to the 2022 Chevy Traverse. The total amount for non-scheduled items is $2,948 per Chevy Traverse. Additionally, noted in the Stingray quote is a $300 increase from General Motors, for the new year model to offset cost for increase for safety additions in the new 2022 year model.
The Procurement Department contacted the Florida Sheriffs Association’s Cooperative Purchasing Program Manager, Craig Chown, which confirmed that Section 3.04 of the contract provides for annual price adjustments based on the US Bureau of Labor and Statistics PPI, manufacturer certifications, and other variables on an annual basis. In addition, he confirmed that the FSA has reviewed and approved the increases for the Traverse and Tahoes and are in the process of updating the information into the award pages posted on the FSA website.
Recommendation
7. Request Commission approve the purchase of the following list of vehicles from Garber Chevrolet Buick GMC in the amount not to exceed $544,848 and from Stingray Chevrolet in the amount not to exceed $123,780, for a total amount not to exceed $668,628 for twenty (20) vehicles, utilizing the Florida Sheriffs Association’s (FSA) bid # FSA20-VEL28.0, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
Police Department
Sixteen (16) - 2022 Chevy Tahoe (CC10706/9C1)
One (1) - 2022 Chevy Tahoe LS (CC15706/1FL)
Three (3) - 2022 Chevy Traverse LT (1NB56-LS)
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $668,628
b) Amount budgeted for this item in Account No: 1-521-3001-664214-0000-000-0000.
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.