TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Terrence R. Moore, ICMA-CM
DATE: December 17, 2024
Title
APPROVAL OF RESOLUTION NO. 253-24 FOR THE ISSUANCE OF PURCHASE ORDERS TO INNOVATIVE EQUIPMENT SERVICES 2 LLC DBA CASE POWER & EQUIPMENT OF FLORIDA; BACHRODT FT, LLC DBA PALMETTO FORD OF MIAMI; BOZARD FORD CO.; AMERI-RECREATIONAL SPORTS, LLC.; KELLY TRACTOR COMPANY; GLADE & GROVE SUPPLY CO INC.; TAMPA CRANE & BODY ACQUISITION LLC DBA TAMPA CRANE; ALAN JAY CHEVROLET CADILLAC; ALAN JAY FORD LINCOLN MERCURY INC.; GARBER CHEVROLET BUICK PONTIAC GMC; AND RIGHT TRAILERS, INC., UTILIZING FLORIDA SHERIFF'S ASSOCIATION CONTRACTS NO. FSA23-EQU21.0, FSA23-VEH21.1 AND FSA24-VEL32.0, AND SOURCEWELL CONTRACTS NO. 082923-AGCO, 093021-SWZ, AND 091521-NAF FOR THE PURCHASE OF NEW VEHICLES IN AN AMOUNT OF $3,591,799.00
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Recommended Action:
Recommendation
Motion to approve Resolution No. 253-24 for the Issuance of Purchase Orders to Innovative Equipment Services 2 LLC dba Case Power & Equipment of Florida; Bachrodt Ft, LLC dba Palmetto Ford of Miami; Bozard Ford Co.; Ameri-Recreational Sports, LLC.; Kelly Tractor Company; Glade & Grove Supply Co Inc.; Tampa Crane & Body Acquisition LLC dba Tampa Crane; Alan Jay Chevrolet Cadillac; Alan Jay Ford Lincoln Mercury Inc.; Garber Chevrolet Buick Pontiac GMC; and Right Trailers, Inc., Utilizing Florida Sheriff's Association Contracts No. FSA23-EQU21.0, FSA23-VEH21.1, and FSA24-VEL32.0, and Sourcewell Contracts No. 082923-AGCO, 093021-SWZ, and 091521-NAF for the Purchase of New Vehicles in an amount of $3,591,799.00
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Background:
Each year, the Fleet Division of the Public Works Department (Fleet) evaluates the City of Delray Beach’s (City) fleet of vehicles to provide recommendations for replacements. Vehicle conditions are monitored throughout the year, and vehicle history data is utilized to identify those vehicles that meet the thresholds that are used as criteria for these recommendations. The criteria considered includes age (as compared to predicted life cycle), mileage (usually based on 100,000-mile threshold), dollars spent on repairs and/or maintenance as compared to original purchase cost (expressed in percentage), overall vehicle condition, and replacement score as calculated on the City’s fleet software, FASTER. Fleet is requesting approval to issue purchase orders for 53 vehicles via Resolution No. 253-24. The cost for replacement vehicles and upfitting is as follows:
|
Cost for Replacement Vehicles - Reso. 253-24 |
$3,249,402.00 |
|
Cost for Upfitting |
$372,700.00 |
|
TOTAL (Capital Lease) |
$3,622,102.00 |
In addition to vehicle replacements, 11 new vehicles were approved in the FY 2024-2025 Operating Budgets in various departments. Fleet is requesting approval to issue purchase orders for eight (8) vehicles via Resolution No. 253-24. For the remaining three (3) additional vehicles, a PO has been issued for two (2) 2025 Chevy Malibu sedans ($50,505) and three (3) quotes were obtained for one (1) 2024 Yamaha Waverunner and trailer ($13,800). The total additional vehicle cost 11 vehicles, plus upfitting is as follows:
|
Cost for Additional Vehicles - Reso. 253-24 |
$342,397.00 |
|
Cost for Two (2) 2024 Chevy Tahoe SUVs |
$101,442.00 |
|
Cost for Two (2) 2025 Chevy Malibu Sedans |
$50,505.00 |
|
Cost for One (1) 2024 Yamaha Waverunner + Trailer |
$13,800.00 |
|
Cost for Upfitting for Police Vehicles |
$33,500.00 |
|
TOTAL (Operating Funds) |
$541,644.00 |
Utilizing pricing, terms, and conditions, of the following contracts, Fleet is proposing the purchase of 40 vehicles from Florida Sheriff's Association (FSA) contracts and 21 vehicles from Sourcewell contracts for a total of 61 vehicles via Resolution No. 253-24
The terms of the FSA contracts are as follows: FSA23-EQU21.0 is valid from October 1, 2023, through September 30, 2025; FSA23-VEH21.1 is valid from October 1, 2024, through September 30, 2025; and FSA24-VEL32.0 is valid from October 1, 2024, through September 30, 2025.
The terms of the Sourcewell contracts are as follows: 082923-AGCO is valid from October 9, 2023, through October 11, 2027; 093021-SWZ is valid November 22, 2021, through November 16, 2025; and 091521-NAF is valid from November 4, 2021, through November 8, 2025.
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. Resolution No. 253-24
2. Exhibit A - Replacement Vehicles List
3. Exhibit B - Additional Vehicles List
4. Simple Legal Review
5. Quotes - Replacement Vehicles
6. Quotes - Additional Vehicles
7. Contract No. FSA24-EQU21.0
8. Contract No. FSA23-VEH21.1
9. Contract No. FSA24-VEL32.0
10. Sourcewell Contract No. 082923-AGCO
11. Sourcewell Contract No. 093021-SWZ
12. Sourcewell Contract No. 091521-NAF
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding for vehicle replacement purchases was approved in the Fiscal Year 2025 through Fiscal Year 2029 Capital Improvement Program Budget. These expenditures will be financed with the proceeds of a capital lease. New/additional vehicles are funded by individual departments as approved in the Fiscal Year 2024-2025 Operating Budget. Funding is available from the following GL accounts:
|
Public Works/Garage CIP |
Replacement |
$3,249,402.00 |
501-43-390-549.64-20 |
|
Dev. Serv./Building |
New |
$207,620.00 |
125-26-220-524-64.20 |
|
Police |
New |
$101,442.00 |
001-21-110-521.64-90 |
|
Utilities |
New |
$33,335.00 |
441-36-251-536.64-90 |
|
TOTAL |
|
$3,591,799.00 |
|
Timing of Request:
Approval is time sensitive as purchase orders are required to secure the vehicle purchases.