TO: Mayor and Commissioners
FROM: Caryn Gardner-Young, Assistant City Manager
THROUGH: Mark R. Lauzier, City Manager
DATE: April 17, 2018
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APPROVAL OF A PURCHASE FROM ALAN JAY FORD LINCOLN MERCURY, INC. FOR THE PURCHASE OF FIFTEEN NEW VEHICLES IN AN AMOUNT NOT-TO-EXCEED $520,000 UTILIZING THE FLORIDA SHERIFF’S ASSOCIATION CONTRACT NO. FSA17-VEL25.0
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Recommended Action:
Recommendation
Motion to approve a purchase from Alan Jay Ford Lincoln Mercury, Inc. for the purchase of fifteen new vehicles in an amount not-to-exceed $520,000 utilizing the Florida Sheriff’s Association Contract No. FSA17-VEL25.0.
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Background:
On October 1, 2017, the Florida Sheriff's Association awarded Contract No. FSA17-VEL25.0 to several car dealerships, by geographical location, for the purchase of over 200 different vehicle makes and models. The Contract is valid from October 13, 2017 through September 30, 2018. Alan Jay Ford Lincoln, Inc. (Alan Jay) is the awarded authorized Ford dealership for Ford Interceptor Utility All Wheel Drive (AWD) vehicles for Palm Beach County. The price per vehicle utilizing the Florida Sheriff's Association Contract No. FSA17-VEL25.0 is $34,468.25. Staff requests an contingency fund of $2,976.25 to allow unforeseen costs, such as minor specification changes.
The Police Department requires fifteen new vehicles to replace existing vehicles, each which have a life expectancy of seven years. In terms of age in years for the existing vehicles, three vehicles are eight, eight vehicles are nine, and four vehicles are ten. Additionally, all fifteen existing vehicles have over 90,000 miles recorded, with several vehicles having over 115,000 miles recorded. Another factor weighing on the decision to replace the vehicles is the percentage of maintenance costs compared to the vehicle's purchase cost. Each vehicle has needed repairs and maintenance of at least 65% of the vehicle’s purchase cost.
This motion is in accordance with the Code of Ordinances Chapter 36, Commission Approval Required and Purchasing Policies, Accessing Contracts from Other Government Agencies and Not-for-Profit Organizations.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding is available from account number 501-43-390-549.64-20 - Machinery & Equipment Automotive.