SUBJECT/RECOMMENDATION:
Title
Authorize the purchase of heavy- and light-duty vehicles and equipment in a not-to-exceed amount of $22,251,080 pursuant to Clearwater Code of Ordinances Sections 2.563(1)(c), Piggyback; 2.563(1)(d), Noncompetitive Purchases, and 2.561(5), Small Purchases; declare the vehicles and equipment being replaced as surplus and authorize disposal through public auction or trade-in, whichever is determined to be in the best interest of the City, pursuant to Code Sections 2.623(7)(c), Public Auction, and 2.623(7)(e), Trade-In; authorize lease purchase under the City's Master Lease Purchase Agreement or internal financing through an interfund loan from the Capital Improvement Fund, whichever is determined to be in the City's best interest; and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The Fleet Division is requesting consolidated expenditure authorization in a not-to-exceed amount of $22,251,080 for the acquisition of heavy- and light-duty vehicles, specialized equipment, trailers, mowers, carts, and other operational assets identified in the Fiscal Year 2027 Vehicle and Equipment Purchase and Replacement Plan.
The proposed purchases include $20,111,030 for replacement vehicles and equipment and $2,140,050 for net-new vehicles and equipment needed to support approved departmental operations and service needs. Net-new identifies vehicles and equipment that are not directly associated with the replacement of a specific existing asset. Due to prior vehicle and equipment turn-ins, these purchases do not necessarily represent an increase in the City's overall fleet size.
The proposed purchases support Building Maintenance, Customer Service, Fire, Fleet, Gas, Parks and Recreation, Planning, Police, Public Utilities, Public Works, Recycling, and Solid Waste operations. The supporting documentation provides the proposed purchases by department and identifies each asset as a replacement or net-new purchase.
Fleet evaluates vehicles and equipment before recommending replacement. Replacement decisions are not based solely on age. Fleet also considers mileage or operating hours, maintenance and operating costs, repair history, reliability, anticipated repair needs, availability of replacement parts, overall physical and mechanical condition, and whether the asset continues to meet operational needs. This process helps ensure that vehicles and equipment are replaced when continued operation is no longer reliable, cost-effective, or in the City's best interest.
Asset Selection, Standardization, and Procurement Flexibility
The vehicles and equipment identified in the supporting documentation represent the City's anticipated purchases based on current departmental needs, estimated pricing, and market conditions. General Services will work with departments to ensure that each asset is appropriately sized and configured for the work it is intended to perform while promoting fleet standardization where practical.
Specific makes, models, configurations, and quantities may be adjusted by General Services based on availability, pricing, operational and safety requirements, fleet standardization, lifecycle costs, or other relevant considerations. If a listed vehicle or piece of equipment is unavailable, or another option is determined by General Services to provide better operational or lifecycle value, General Services requests authorization to purchase a comparable vehicle or piece of equipment for the same or substantially similar operational purpose. Any adjustments will remain consistent with approved departmental needs, available funding, the approved not-to-exceed authorization, and applicable procurement requirements.
Piggyback Procurement Authorization
Authorization is requested to utilize the following cooperative and governmental contracts pursuant to Clearwater Code Section 2.563(1)(c):
Bradford County Sheriff's Office (BCSO)
• Contract No. BCSO 22 27-1.0 - Vehicles, valid through September 12, 2027
Florida Sheriffs Association (FSA)
• Contract No. FSA25-VEL33.0 - Pursuit, Administrative, and Other Vehicles, valid through September 30, 2027
• Contract FSA25-VEH23.0 - Heavy Trucks and Buses, valid through September 30, 2027
• Contract FSA23-Equ21.1 - Equipment Extension Packet, valid through September 30, 2026
Omnia Partners
• Contract No. EV2671-01 - Utility, Transportation, and Golf Vehicles, valid through December 31, 2026
Sourcewell, formerly NJPA
• Contract No. 032824-NAF - Class 4-8 Chassis and Cabs with Related Equipment, Accessories, and Services, valid through July 9, 2028
• Contract No. 081325-NAF - Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories, valid through November 13, 2029
State of Florida, Department of Management Services
• Contract No. 25101600-21-STC - Medium & Heavy Trucks, valid through December 31, 2026
• Contract No. 25101900-21-STC - Agricultural and Lawn Equipment, valid through December 31, 2026
• Contract No. 22100000-21-STC - Construction and Industrial Equipment, valid through June 30, 2027
• Contract No. 2510000-26-STC - Motor Vehicles, valid through May 16, 2028
Authorization is also requested to utilize additional eligible cooperative or governmental contracts, as necessary, to address vehicle and equipment availability, meet operational requirements, support fleet standardization, and obtain competitive pricing.
Upfitting and Related Services
Authorization is further requested pursuant to Clearwater Code Section 2.563(1)(d) to purchase required or optional features, accessories, operational components, upfitting, and related services that may not be included in an applicable cooperative or governmental contract. This may include, but is not limited to, manufacturer- or dealer-installed equipment, specialized operational equipment, accessories, safety equipment, lighting, communications equipment, graphics, window tinting, registration, title, tags, delivery, and other features or services necessary to place the asset into operation.
When practical and financially beneficial, General Services may acquire vehicles and equipment in a completed or substantially completed configuration. This approach may reduce the time needed to place assets into service, improve consistency and standardization, reduce coordination among multiple vendors, address warranty or compatibility considerations, and allow eligible acquisition and upfitting costs to be financed with the asset over its useful life.
While most vehicles and equipment are anticipated to be purchased through cooperative or governmental contracts, authorization is requested to obtain competitive quotes pursuant to Clearwater Code Section 2.561(5), Small Purchases, for eligible purchases below $50,000. This will be monitored for compliance by the Procurement Division.
Retention and Disposal of Replaced Assets
Once a replacement vehicle or piece of equipment has been received, appropriately upfitted, and placed into service, General Services will evaluate the asset being replaced for its remaining operational and economic value.
General Services may temporarily retain a limited number of serviceable vehicles or pieces of equipment for reserve, motor-pool, training, emergency-response, seasonal, or other operational support needs when continued use provides a demonstrated operational or financial benefit to the City. Retained assets may support continuity of City services and reduce downtime, rental costs, or emergency replacement needs when frontline vehicles or equipment are unavailable.
Retained vehicles and equipment will be periodically reviewed by General Services based on utilization, condition, reliability, maintenance and repair costs, and continued operational need. Through approval of this agenda item, the vehicles and equipment identified for replacement are declared surplus and authorized for disposal when General Services determines they are no longer operationally beneficial or cost-effective to retain. Disposal will occur through one of the following methods; public auction, trade-in, scraping or donation, whichever is determined to be in the best interest of the City, in accordance with applicable City requirements.
Budget Authorization
Due to extended manufacturing and delivery schedules, the Fleet Division is requesting authorization to begin the procurement process for identified high-priority vehicles before fiscal year 2027 begins on October 1, 2026. Manufacturer order banks may open and close with limited notice, and certain vehicles and equipment may have extended delivery times. Early authorization will allow Fleet to place orders as manufacturer order banks open, reducing delivery delays, and limiting exposure to future price increases.
The total cost of vehicles identified as high-priority is estimated at $14.8M, within the current project budgets available. Purchase orders for the remaining vehicles and equipment will not be issued until the fiscal year 2026/27 budget is approved and additional funding becomes available.
APPROPRIATION CODE AND AMOUNT:
The total consolidated authorization for fiscal year 2026/27 vehicle and equipment purchases is estimated at $22,251,080 to be funded with lease/purchase financing in capital project L1910, Motorized Vehicle Replacement - L/P and L2301, Motorized Vehicle Purchase - L/P; garage fund revenue in project 94233, Motorized Equipment-Cash; and Penny for Pinellas revenue in project 94238, Police Vehicles; as outlined in the table below.
Funding is currently available for the purchase of high-priority vehicles in projects L1910, L2301, and 94238, estimated at $14,762,650. Purchase orders for the remaining vehicles and equipment will be issued after approval of the fiscal year 2026/27 budget and the availability of funding. The remaining purchases will be adjusted, as necessary, to reflect any changes made during the budget adoption process.
|
Fund |
Department |
Amount |
Funding Source |
|
010 |
General Fund |
6,561,730 |
L/P 1910 |
|
419 |
PW-Stormwater |
2,603,500 |
L/P 1910 |
|
435 |
PW-Parking |
84,600 |
L/P 1910 |
|
421 |
Public Utilities |
570,000 |
L/P 1910 |
|
423 |
Gas |
742,000 |
L/P 1910 |
|
424 |
Solid Waste |
6,383,000 |
L/P 1910 |
|
426 |
Recycling |
1,989,000 |
L/P 1910 |
|
565 |
General Services |
90,000 |
L/P 1910 |
|
566 |
General Services |
108,000 |
L/P 1910 |
|
|
Total Replacements |
19,215,830 |
L/P 1910 |
|
|
|
|
|
|
|
Police Replacement |
403,750 |
Cash 94238 |
|
|
Garage Equip - Replacement |
491,450 |
Cash 94233 |
|
|
Total Cash |
895,200 |
Cash |
|
|
|
|
|
|
|
Police |
1,049,750 |
L/P 2301 |
|
|
Fire |
166,400 |
L/P 2301 |
|
|
Solid Waste |
40,000 |
L/P 2301 |
|
|
Public Works |
91,500 |
L/P 2301 |
|
|
Public Utilities |
364,200 |
L/P 2301 |
|
|
Gas |
162,000 |
L/P 2301 |
|
|
Parks |
266,200 |
L/P 2301 |
|
|
Total New Purchases |
2,140,050 |
L/P 2301 |
|
Total - Consolidated Authorization |
22,251,080 |
|
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands, enviro resources, and historic features through systematic management efforts.
