SUBJECT/RECOMMENDATION:
Title
Authorize the purchase of vehicles (heavy and light duty) and equipment in the not-to-exceed amount of $12,713,580.00 pursuant to Clearwater Code Section 2.563(1)(c) Piggyback, 2.563(1)(d) Non-competitive purchases, and 2.561(5) Small Purchases; Authorize an increase to purchase order with Enforcement One of Oldsmar, FL for the upfit of ten Ford Police Interceptors in an amount of $169,172.75 bringing the purchase order total to $444,172.75 pursuant to ITB 46-22; Declare the vehicles and equipment being replaced as surplus and authorize for disposal at auction or trade-in, whichever is in the best interest of the City, pursuant to Clearwater Code Section 2.623(7)(c) public auction or (e) trade-in; Authorize lease purchase under the City's Master Lease Purchase Agreement or internal financing via an interfund loan from the Capital Improvement Fund, whichever is deemed to be in the City's best interest and authorize the appropriate officials to execute the same. (Consent)
Body
SUMMARY:
The Fleet Division is requesting consolidated expenditure authorization in a not-to-exceed amount of $12,713,580.00 for the acquisition of vehicles and equipment as outlined in the attached spreadsheet. These purchases are intended to replace designated units scheduled for replacement in Fiscal Year 2026, which have reached the end of their useful and economic life.
Determination of end-of-life status is based on several factors, including but not limited to:
• Age and life-to-date performance
• Mileage and hours of operation
• Historical maintenance costs compared to similar units
• Operating cost per mile or hour
• Ongoing and anticipated repair needs
• Overall physical condition
The attached spreadsheet outlines the full list of vehicles and equipment planned for purchase. This includes an additional $5,050,100.00 for the acquisition of heavy-duty equipment for Solid Waste and Recycling and Public Works, which was previously approved by the Council under Item #25-0501 on 06/18/25 and Item #25-0596 on 7/10/25. This request seeks authorization for the remaining funding needed to complete the purchases.
Due to continued delays in manufacturing and order fulfillment, the Fleet Division is seeking approval to begin the procurement process for the vehicles and equipment identified on the FY26 vehicle purchase/replacement list in advance of the FY26 budget, which begins October 1, 2025. In addition to extended lead times, vehicle order banks remain unpredictable and can open and close without notice. Early ordering will enable Fleet to secure placement ahead of other municipalities that may submit orders later. This authorization will also help protect the City from anticipated price increases to be made based on current quotes.
Piggyback Procurement Authorization
Authorization is requested to piggyback off the following cooperative contracts, pursuant to Clearwater Code Section 2.563(1)(c):
• Bradford County Sheriff's Office (BCSO)
o Contract No. BCSO 22 27-1.0 valid through 09/12/2027
• Florida Sheriffs Association (FSA)
o Contract No. FSA24-VEL32.0 - Pursuit, Administrative & Other Vehicles valid through 09/30/2025
o Contract No. FSA23-VEH21.1 - Heavy Trucks valid through 9/30/2025
o Contract No. FSA23-EQU21.0 - Heavy Equipment valid through 9/30/2025
• Omnia Partners (City of Kansas City, MO)
o Contract No. EV2671-01 - Utility, Transportation, and Golf Vehicles valid through 12/31/2026
• Sourcewell (formerly NJPA)
o Contract No. 032824-NAF - Class 4-8 Chassis & Related Equipment valid through 7/9/2028
o Contract No. 091521-NAF - Cars, Trucks, Vans, SUVs, Cab Chassis, & Other Vehicles valid through 11/8/2026
• State of Florida, Department of Management Services
o Contract No. 25100000-23-STC - Motor Vehicles valid through 5/16/2026
o Contract No. 25101600-21-STC - Medium & Heavy Trucks valid through 9/30/2026
o Contract No. 25101900-21-STC - Agricultural & Lawn Equipment valid through 12/31/2026
o Contract No. 2210000-21-STC - Construction & Industrial Equipment valid through 6/30/2027
Authorization to add additional piggyback contracts is requested as needed to ensure the City is receiving the most competitive pricing for vehicles and equipment which will be monitored by the Procurement Division. Should a specific vehicle model become unavailable, Fleet requests authorization to procure a comparable vehicle with similar features, in accordance with procurement requirements.
Authorization to procure optional features not included on the piggyback contract, as impractical, due to delay in receipt of vehicle and/or equipment, possible void of warranty for after-market items, manufacturer delay in receiving parts, etc., pursuant to Clearwater Code 2.563(1)(d). Procuring optional features directly through the dealership often results in pricing below Manufacturer Suggested Retail Price (MSRP). This will be monitored for compliance by the Procurement Division.
While most of the vehicles and equipment are procured through piggyback contracts, for those that do not fall under this category, authorization is requested to procure these vehicles and equipment through competitive quotes pursuant to Section 2.561(5) Small Purchases, for items under $50,000.00. This will be monitored for compliance by the Procurement Division.
Additionally, in good faith, Alan Jay has reserved ten Police Interceptors for the City of Clearwater, contingent upon approval of this authorization. To upfit these ten vehicles to road ready condition, Fleet is requesting an increase to our current purchase order with Enforcement One in the amount of $169,172.75, bringing the purchase order total to $444,172.75.
Fleet and the Police Department are also requesting to retain 15 Ford Interceptors, vehicles G4257, G4393, G4396, G4397, G4398, G4400, G4401, G4541, G4543, G4676, G4698, G4707, G4708, G4709, and G4711, to maintain a surplus of vehicles available when others are undergoing repairs or are temporarily out of service. Industry standards recommend a 10-15% surplus for active fleets and retaining these vehicles will help meet that target. These holdover vehicles will not be replaced once they become inoperable or too costly to maintain, instead each year we will assess the fleet replacement list and holdover “newer” vehicles to maintain this surplus.
Once the new vehicle is road ready, including installation of graphics, accessories, and any required upfitting, with Council authorization, the corresponding vehicles and equipment identified for replacement will be declared surplus and transferred for disposal. Surplus assets will be sent to Royal Auction Group which was competitively solicited by Pinellas County under Contract No. 190-537-R, valid through November 16, 2027.
APPROPRIATION CODE AND AMOUNT:
Budget is available, planned with lease/purchase financing, in capital project L1910, Motorized Vehicle Replacement - L/P, and L2301, Motorized Vehicle Purchase - L/P to fund these purchase orders. This project is budgeted as lease/purchase for short term financing; debt payments are included in fleet charge backs of the user departments.
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Fund Impacted: |
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|
010 |
General Fund |
5,032,675.00 |
L1910 |
|
419 |
PW-Stormwater |
1,724,000.00 |
L1910 |
|
419 |
PW-Parking |
111,000.00 |
L1910 |
|
421 |
Public Utilities |
1,643,600.00 |
L1910 |
|
423 |
Gas |
904,000.00 |
L1910 |
|
424 |
Solid Waste |
868,000.00 |
L1910 |
|
555 |
Customer Service/IT |
35,000.00 |
L1910 |
|
565 |
General Services |
650,600.00 |
L1910 |
|
566 |
General Services |
389,000.00 |
L1910 |
|
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Total Replacements - L1910 |
$ 11,357,875.00 |
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|
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Penny 94238 |
327,050.00 |
Cash |
|
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Garage Equip-Cash 94233 |
110,080.00 |
Cash |
|
|
Police L2301 |
132,075.00 |
L2301 |
|
|
Solid Waste L2301 |
187,500.00 |
L2301 |
|
|
Public Works L2301 |
145,000.00 |
L2301 |
|
|
Public Utilities L2301 |
165,000.00 |
L2301 |
|
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Gas L2301 |
118,000.00 |
L2301 |
|
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Bldg & Maint L2301 |
171,000.00 |
L2301 |
|
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Total New Purchases |
$ 1,355,705.00 |
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Total - Consolidated Authorization |
$ 12,713,580.00 |
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Previously Approved |
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Solid Waste L1910 |
986,000.00 |
L/P - L1910 |
|
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Recycling L1910 |
2,027,000.00 |
L/P - L1910 |
|
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Solid Waste L2301 |
1,526,000.00 |
L/P - L2301 |
|
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Public Works C1908 |
511,100.00 |
L/P - L2301 |
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Total Previously Approved |
$ 5,050,100.00 |
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Grand Total All Vehicles |
$ 17,763,680.00 |
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Total 25/26 Vehicle Replacement Budget |
$ 17,763,680 |
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Total for 24/25 Vehicle Replacement Budget |
$ 17,575,900 |
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Budget Change 25/26 vs 24/25 |
$ 187,780 |
|
Budget Increase/Decrease |
1% |
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts. 