SUBJECT/RECOMMENDATION:
Title
Approve the purchase authorization of vehicles (heavy and light duty) and equipment on the 16/17 Vehicle Replacement List as approved in the 16/17 Fiscal Year Budget, per the pricing, terms and conditions of the following contracts, in accordance with City Code of Ordinances, Section 2.564 (1)(d) Other Government Entities Bid: Florida Sherriff’s Contract/ Florida Association of Counties (FSA/FAC) Contracts: Police Rated, Administrative, Utility Vehicles, Trucks and Vans Contract, Heavy Equipment, Cab/Chassis and Other Fleet Equipment Contract; National Joint Powers Alliance (NJPA), Heavy and Utility Equipment; Houston-Galveston Area Council (HGAC); Various State of Florida: Department of Management Services, (DMS) Vehicles, Equipment and Fleet Contracts. (consent)
Body
SUMMARY:
The Fleet Department is requesting a consolidated expenditure authorization not to exceed $8,461,740.00 for the acquisition of vehicles and equipment, and the authorization to surplus the designated units being replaced. New purchases are to replace designated units due for replacement in Fiscal Year (FY) 2017, which have reached the end of their useful and economic life. Factors used to determine the end of useful life and economic life include but are not limited to: age, life to date, mileage/hours of operations, historical maintenance cost as compared to like vehicles, operating cost per mile/hour, anticipated and ongoing repairs, and physical condition.
All of the contracts recommended for purchase authorization are competitively bid and awarded by their respective jurisdictions:
• FSA/FAC is a purchasing cooperative in the State of Florida for police and municipal requirements.
• NJPA is a purchasing cooperative operating under legislative authority in the State of Minnesota
• The HGAC is a regional purchasing cooperative in Southeastern Texas comprising over thirteen counties and 100 cities.
• State of Florida, Department of Management Services, cooperatively bids requirements of agencies throughout Florida.
The city anticipates expenditures of approximately $5.7 million of the $6 million budgeted for the 15/16 Vehicle Replacement List.
The authorization to surplus the designated units being replaced as the new vehicle(s)/equipment arrive is being requested. Pursuant to City of Clearwater Code of Ordinances, Section 2.621, surplus sales of common bulk items of an estimated value greater than $5,000 shall be through public auction or open market, following authorization by the City Council.
Both authorizations requested herein represent a consolidation of multiple agenda items, and authorizations by the City Manager and Purchasing Manager required during Fiscal Year 2017 for vehicle/equipment purchases and surplus authorization.
APPROPRIATION CODE AND AMOUNT:
|
Fund Impacted |
Fund Impacted General Fund |
$1,364,000.00 |
|
419 |
Stormwater |
$659,600.00 |
|
421 |
Public Utilities |
$538,000.00 |
|
423 |
Gas |
$657,000.00 |
|
424 |
Solid Waste |
$2,918,000.00 |
|
435 |
Parking |
$71,000.00 |
|
555 |
Customer Service |
$105,000.00 |
|
565 |
General Services |
$128,000.00 |
|
|
Total |
$6,440,600.00 |
|
|
|
|
|
Penny Funds (315-94238) |
$300,000.00 |
|
Garage Fund Motorized Cash (315-94233) |
$46,800.00 |
|
Parking L/P Additional (316-94244) |
$21,000.00 |
|
Fire Department L/P Additional (316-94244) |
$42,000.00 |
|
Solid Waste Operating Budget (424-02082) |
$200,000.00 |
|
Parks & Rec LP Additional (316-93662/93663/93244) |
$130,840.00 |
|
Police L/P Additional (316-94238) |
$680,000.00 |
|
Public Utilities LP Additional (316-96210/96781) |
$134,000.00 |
|
Public Utilities Operating Budget (421-1347/1353/2051) |
$42,500.00 |
|
Gas L/P Additional (316-96390/96392) |
$424,000.00 |
|
|
|
|
Total |
$2,021,140.00 |