TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Jennifer Alvarez, Interim City Manager
DATE: September 10, 2020
Title
APPROVAL OF RESOLUTION NO. 97-20 FOR THE PURCHASE OF TWENTY-NINE NEW VEHICLES FROM VARIOUS CAR DEALERSHIPS UTILIZING THE FLORIDA SHERIFF’S ASSOCIATION CONTRACT NOS. FSA19-VEL27.0 AND FSA19-VEH17.0 AND THE SOURCEWELL CONTRACT NO. 120716-NAF - $1,035,000
Body
Recommended Action:
Recommendation
Motion to approve Resolution No. 97-20 to purchase twenty-nine (29) new vehicles from Alan Jay Chevrolet, Alan Jay Toyota, Alan Jay Ford, Duval Chevrolet, Stingray Chevrolet, Bozard Ford, and Palmetto Ford in an amount not-to-exceed $1,035,000 utilizing the Florida Sheriff’s Association Contract Nos. FSA19-VEH17.0 and FSA19-VEL27.0 and the Sourcewell Contract No. 120716-NAF.
Body
Background:
On October 1, 2019, the Florida Sheriff's Association awarded Contract Nos. FSA19-VEH17.0 and FSA19-VEL27.0 (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 1, 2019 through September 30, 2020. On January 17, 2017, Sourcewell (formerly NJPA) awarded Contract No. 120716-NAF to the National Auto Fleet Group, of which Alan Jay is a partner, and is effective through January 17, 2021.
The City of Delray Beach (City) has a need to purchase twenty-one (21) new vehicles utilizing the FSA Contracts’ pricing, terms, and conditions, and eight (8) new vehicle utilizing the Sourcewell 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 $2,903.00 to allow for unforeseen costs, such as specification changes.
Each year, the Fleet Division of the Public Works Department evaluates the City’s 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. 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. Resolution No. 97-20
2. FSA19-VEH17.0 & FSA19-VEL27.0 Terms and Conditions
3. Sourcewell 120716-NAF
4. Excel Spreadsheet
5. 2020 Silverado 2500 Crew Cab Utility Truck Quote (3)
6. 2020 Silverado 3500 Crew Cab Utility Truck Quote (1)
7. 2020 Silverado 1500 Pickup Truck Quote (7)
8. 2020 Ford Interceptor Quote-Patrol Configuration Quote (6)
9. 2020 Ford Interceptor Quote-Lieutenant Configuration Quote (5)
10. 2020 Toyota Camry Quote (2)
11. 2020 Ford T-350 15 Passenger Van Quote (1)
12. 2020 Chevrolet Traverse Quote (2)
13. 2019 Toyota RAV4 Hybrid Quote (1)
14. 2020 Ford F-650 Dump Body Quote (1)
City Attorney Review:
City Attorney recommends approval.
Funding Source/Financial Impact:
501-43-390-549.64-20 - Vehicle Replacements
Timing of Request:
Due to several model order banks closing soon, this is time sensitive.