SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order to Alan Jay Automotive Management, Inc. d/b/a/ Alan Jay Fleet Sales of Sebring, FL for one (1) 2026 Ford F-450 Super Crew Cab in the amount of $109,423.00, pursuant to Clearwater Code of Ordinances Sections 2.563(1)(c), Piggyback and 2.563(1)(d) Non-competitive Purchase, and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
Clearwater Fire & Rescue (CFR) requests authorization to purchase a 2026 Ford F-450 Super Crew Cab Chassis 4WD DRW 179” WB XL 60” CA (gas engine option) to replace Rescue Unit G5034, in the amount of $109,423.00.
The base vehicle cost is $59,303.00 with additional competitively procured options totaling $5,775.00. These items were procured through the City of Tallahassee, Florida Agreement No. 5179 for New Municipal Vehicles, Cars, Vans, Sport Utility Vehicles, and Light Trucks, valid through January 12, 2027, and authorization to piggyback this contract is requested.
Additional department-specific aftermarket equipment totaling $44,345.00 is being requested as a non-competitive purchase. These items consist of a custom service body package, storage systems, slide assemblies, shelving, lighting, paint, and related apparatus components specifically configured for Clearwater Fire & Rescue operations. Procurement of these components through a separate vendor after delivery would require removal and reinstallation of equipment, increase overall costs, create warranty and compatibility concerns, and delay placement of the apparatus into service. Procuring and installing the equipment as part of the vehicle build ensures proper integration, maintains manufacturer warranties, and provides the most efficient and cost-effective delivery of the completed apparatus.
Cost Breakdown:
• $ 59,303.00: Base 2026 Ford F-450 Super Crew Cab Chassis 4WD DRW 179” WB XL 60” CA
• $ 5,775.00: Competitively Procured Factory Options
• $ 44,345.00: Non-Competitive Purchase, After Market Equipment and Installation
• $109,423.00: Total Purchase Amount
The aftermarket equipment is integral to the operational functionality of the vehicle and is not being purchased as standalone accessories. The equipment must be installed and integrated during the vehicle build process to meet Clearwater Fire & Rescue operational requirements.
The quoted pricing includes the estimated chassis cost for a 2026 Ford F-450 Super Crew Cab chassis. Due to manufacturer production schedules and extended build timelines, the final chassis model year may change at the time of production, which could result in pricing adjustments from the chassis manufacturer. Any additional cost, if required, will be handled in accordance with the City’s purchasing approval authority.
Early ordering of this apparatus is necessary due to the estimated two-year build timeline. The estimated manufacturing and delivery timeframe is approximately 24 months after the manufacturer receives the City’s accepted proposal. Payment is not required until the unit is received.
CFR provides emergency medical services (EMS) under contract with the Pinellas County EMS Authority. This purchase is budgeted in the Capital Improvement Plan (91236, Rescue Vehicle) and is funded through Pinellas County EMS tax reimbursement anticipated upon receipt of the rescue unit in fiscal year 2027/28. Annual operating and maintenance costs are included in CFR’s operating budget.
Upon delivery, Rescue Unit G5034 will transition to reserve status once the new unit is placed in service. There are no units identified for surplus at this time.
APPROPRIATION CODE AND AMOUNT:
This rescue purchase is budgeted in capital project 91236, Rescue Vehicle, in fiscal year 2027/28 to be funded by revenues reimbursed from Pinellas County EMS Taxes.
USE OF RESERVE FUNDS:
NA
STRATEGIC PRIORITY:
Foster safe and healthy communities through first-class public safety and emergency response services.
