TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Terrence R. Moore, ICMA-CM
DATE: May 20, 2025
Title
APPROVAL OF RESOLUTIONS NO. 84-25 AND 85-25 TO AWARD AGREEMENTS WITH FLEETPRIDE, INC. AND SUMIG DISTRIBUTION, LLC FOR THE PURCHASE OF HEAVY EQUIPMENT PARTS AND SERVICES UTILIZING MARTIN COUNTY RFB 2023-3467 IN THE AMOUNT OF $20,000 PER YEAR FOR A REVISED AGREEMENT TOTAL OF $320,000.00
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Recommended Action:
Recommendation
Motion to approve Resolutions No. 84-25 and 85-25 to award agreements FleetPride, Inc. and Sumig Distribution, LLC for the purchase of Heavy Equipment Parts and Services utilizing Martin County RFB 2023-3467 in the amount of $20,000 per year for revised agreement total of $320,000.00.
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Background:
On February 13, 2023, Martin County, FL, issued a three-year Agreement for RFB 2023-3467 with FleetPride, Inc. and Sumig Distribtion, LLC for the purchase of heavy equipment parts and services. The Agreement is valid through February 13, 2026, with options to renew for two (2) additional one-year periods.
Fleet Maintenance has an ongoing need to purchase heavy equipment parts and services on an as-needed basis. These parts and services include, but are not limited to, heavy equipment brakes, batteries, engine and air conditioning components, and suspension parts. The Fleet Maintenance Division of the Public Works Department (Fleet Maintenance) wishes to utilize the terms, conditions, and pricing of Martin County Agreement No. RFB2023-3467 to enter into its own agreement for the purchase of heavy equipment parts and services. The contract allows for 50% discount off list pricing for parts and labor services at $135/hour.
On January 4, 2024, the City Commission (City) approved Resolution No. 25-24 to award an agreement (Agreement P2024-011) to Total Truck Parts, Inc., one (1) of the three (3) vendors awarded under Martin County RFB 2023-3467. The initial term value was $90,000.00, and $45,000.00 for each of the two (2) renewals, for an agreement total of $180,000.00
On November 4, 2024, Fleet Maintenance requested an increase to Agreement P2024-011 of $40,000 for the initial term and $10,000 for each of two (2) renewals, for a total increase of $60,000 and revised agreement total of $240,000.00.
Fleet Maintenance is now requesting the addition of two (2) new vendors, FleetPride Inc. and Sumig Distribution, LLC, previously awarded under the same Martin County agreement to the City’s Agreement P2024-011 through Resolutions No. 84-25 and 85-25. The requested annual allocation for these vendors is $40,000 for the initial term, and $20,000 for each of the two (2) renewal terms for a total of $80,00. The new agreement total is $320,000.00.
|
Agreement Value |
|
|
|
Initial Term |
Upon execution - February 13, 2026 |
$130,000 (revised initial term) + $40,000 = $170,000 |
|
Renewal Year 1 |
February 14, 2026 - February 13, 2027 |
$55,000.00 (revised renewal term) +$20,000 = $75,000.00 |
|
Renewal Year 2 |
February 14, 2027- February 13, 2028 |
$55,000.00 (revised renewal term) +$20,000 = $75,000.00 |
|
TOTAL |
|
$320,000.00 |
The City, at its sole discretion, reserves the right to terminate this agreement with or without cause immediately upon providing written notice to the contractor. Upon receipt of such notice, the contractor shall not incur any additional costs under the agreement. The City shall be liable only for reasonable costs incurred by the contractor prior to the date of the notice of termination. The City shall be the sole judge of “reasonable costs.”
This motion is in accordance with the Code of Ordinances Chapter 36.02, Commission Approval Required; and Purchasing Policies and Procedures, Accessing Contracts from Other Government Agencies and Not-for-Profit Organizations.
Attachments:
1. Resolutions No. 84-25 and 85-25
2. Agreements P2024-011
3. Exhibits A to Agreements P2024-011
4. Legal Review Checklist
5. Agreement No. RFB2023-3467
6. Solicitation No. RFB2023-3467
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding is available from account number 501-43-000-549.52-52 (Operating Supplies External Parts) and 501-43-000-549.52-51 (Outside Service).