TO: Mayor and Commissioners
FROM: Susan Goebel-Canning, Public Works Director
THROUGH: Mark R. Lauzier, City Manager
DATE: August 21, 2018
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APPROVAL OF VEHICLE PURCHASES FROM VARIOUS CAR DEALERSHIPS IN AN AMOUNT NOT-TO-EXCEED $680,000 UTILIZING THE FLORIDA SHERIFF’S ASSOCIATION CONTRACT NOS. FSA17-VEH15.0 AND FSA17-VEL25.0 AND THE NATIONAL JOINT POWERS ALLIANCE CONTRACT NO. 120716-NAF
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Recommended Action:
Recommendation
Motion to approve vehicle purchases from Alan Jay Nissan, Inc., Alan Jay Ford Lincoln Mercury, Inc, Duval Ford, LLC, and Prestige Ford, Inc. for the purchase of twenty-one new vehicles in an amount not-to-exceed $680,000 utilizing the Florida Sheriff’s Association Contract Nos. FSA17-VEH15.0 and FSA17-VEL25.0 and the National Joint Powers Alliance Contract No. 120716-NAF.
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Background:
Each year, the Fleet Division of Public Works 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 %), overall vehicle condition, and replacement score as calculated on the City’s fleet software, called FASTER. In the FASTER software, fifteen (15) is the highest replacement score.
Based on available funding, between 35 and 50 vehicles have typically been replaced each year. The life of some vehicles are extended beyond original projections when conditions are favorable to do so, such as lower mileage vehicles or those having a low percentage of repair and maintenance costs. In FY 2015/16, 37 vehicles were replaced and in FY 2016/17 there were 46 vehicles replaced. In the current fiscal year, through Phase 1, 28 vehicles have been ordered year to date. As part of Phase 2, an additional 21 replacements are recommended for a total of 49 replacement vehicles in FY 2017/18.
On October 1, 2017, the Florida Sheriff's Association awarded Contract Nos. FSA17-VEH15.0 and FSA17-VEL25.0 (FSA Contracts) to several car dealerships, by geographical location, for the purchase of over 200 different vehicle makes and models. The FSA Contracts are valid from October 13, 2017 through September 30, 2018. On January 17, 2017, the National Joint Powers Alliance awarded Contract No. 120716-NAF (NJPA Contract) to the National Auto Fleet Group, of which Alan Jay Automotive Network is a partner of. The NJPA Contract is valid through January 17, 2021.
The City of Delray Beach (City) has a need to purchase twenty (21) new vehicles utilizing the FSA Contracts’ pricing, terms, and conditions, and one (1) new vehicle utilizing the NJPA Contract’s pricing, terms, and conditions. Pricing per vehicle, as well as required quantities of each vehicle, are noted below. Staff requests a contingency fund of $2,663.21 to allow unforeseen costs, such as minor specification changes.
Included in Phase 2 recommendations are five Police Patrol cars, one compact pickup truck, five ½ ton pickup trucks, five ¾ ton Utility trucks, three 1 ton Utility trucks with cranes, and two fifteen passenger vans. Note that two ¾ ton pickup trucks are recommended as being replaced by ½ ton pickups due to their type of use not requiring a ¾ ton truck.
Ford F-150 4x2 Pickup (5) $22,845
Ford F-250 4x2 Pickup (5) $32,029
Ford F-350 4x2 Utility with Crane (3) $49,536
Nissan Frontier (1) $20,738.54
Ford Police Interceptor (5) $34,143.25
Ford T-350 Transit Van (2) $31,452
For vehicle specifics, including the department each vehicle is assigned to, please refer to the attached spreadsheet.
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.
Attachments:
1. FSA17-VEH15.0 & FSA17-VEL25.0 Terms and Conditions
2. FSA17-VEL25.0 F-150 Pricing
3. FSA17-VEL25.0 F-250 Pricing
4. FSA17-VEL25.0 F-350 Pricing
5. FSA17-VEL25.0 Ford Transit Pricing
6. FSA17-VEL25.0 Police Interceptor Pricing
7. F-150 Pickup Quote-Duval Ford 6-28-18
8. F-250 Utility Quote-Duval Ford 7-25-18
9. F-350 Utility with Crane-Duval Ford 6-28-18
10. Police Interceptor Quote-Alan Jay 6-27-18
11. T-350 15 Passenger Van-Prestige Ford 6-15-18
12. NJPA RFP and Addendum-120716 Cars and Trucks
13. NJPA 120716-NAF Pricing
14. Frontier Pickup Quote-NJPA-Alan Jay 7-26-18
15. 2018 Replacement Vehicles Phase 2 7-26-18
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.