Title
MOTION TO APPROVE THE PURCHASE OF THREE (3) TYPE C BLUE BIRD SCHOOL BUSES FROM FLORIDA TRANSPORTATION SYSTEMS, INC. AT A COST OF $116,354 EACH FOR A TOTAL AMOUNT NOT TO EXCEED $349,062, UTILIZING THE PRICING ESTABLISHED FROM THE STATE OF FLORIDA DEPARTMENT OF EDUCATION (FDOE) BID # ITB 2020-16, 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 that, Utilization of other governmental agencies' contracts. 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 this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- 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 Charter School fiscal year 2021-22 adopted budget provided funding for the purchase of three (3) Type C Blue Bird school buses for the City’s Charter School System.
2. City Administration would like to purchase new school buses gradually in the upcoming years to replace the current, aging fleet.
3. On January 1, 2020, the State of Florida Department of Education (FDOE) entered into a contract resulting from ITB # 2020-16 for the purchase of “Types A, C and D School Buses and Optional Equipment” with Florida Transportation Systems, Inc. for Blue Bird Corporation Buses for a two (2) year period ending on January 1, 2022.
4. The City has obtained a quote from Florida Transportation Systems, Inc. for three (3) Type C Blue Bird school buses at a cost of $116,354 each for a total amount not exceed $349,062, in accordance with the pricing from the FDOE Contract.
5. Request City Commission to approve the purchase of three (3) Type C Blue Bird School Buses from Florida Transportation Systems, Inc. at a cost of $116,354 each for a total amount not to exceed $349,062, utilizing the pricing established from the State of Florida Department of Education (FDOE) ITB # 2020-16, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $349,062
b) Amount budgeted for this item in Account No: $315,000 is currently budgeted for this purchase in account # 173-569-5061-664325-7800-651-0000 (School Bus)
c) Source of funding for difference, if not fully budgeted: The difference of $34,062 will be funded by the FSU Elementary fund balance (reserves). Once Commission approves this item, a Budget Amendment will be entered to increase the Beginning Surplus Revenue account (#173-000-0000-389940-3489-000-0000-) and the School Bus expenditure account (#173-569-5061-664325-7800-651-0000-) by $34,062.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: None.