SUBJECT/RECOMMENDATION:
Title
Authorize the purchase of vehicles (heavy and light duty) and equipment as approved in the 20/21 Fiscal Year Budget for a not-to-exceed amount of $6,535,100.00, per the recommended contracts in accordance with Clearwater Code of Ordinances Section 2.564 (1)(d) Other Government Entities; declare surplus effective upon receipt of new vehicles and equipment and authorize for disposal at auction the vehicles and equipment being replaced in accordance with Clearwater Code of Ordinances Section 2.622, or trade-in if in the best interest of the city in accordance with Clearwater Code of Ordinances Section 2.621, Sale of Surplus Property - Exceptions, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The Fleet Department is requesting a consolidated expenditure authorization not to exceed $6,535,100.00 for the acquisition of vehicles and equipment. New purchases are to replace designated units due for replacement in Fiscal Year (FY) 2021, 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 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. Contract# FSA18-VEL26.0 October 1, 2019 - September 30, 2020 and Contract # FSA18-VEH16.0 October 1, 2019 - September 30, 2020. There is an anticipated contract renewals with effective dates of October 1, 2020- September 30, 2021.
• Sourcewell (formerly NJPA) is a purchasing cooperative operating under legislative authority in the State of Minnesota. Contract #120716-NAF January 17, 2017- January 17, 2022.
• The HGAC is a regional purchasing cooperative in Southeastern Texas comprising over thirteen counties and 100 cities. Contract# GR01-20 January 1,2020 - December 31, 2021 and Contract # VE11-18 November 11, 2018- October 31, 2020.
• State of Florida, Department of Management Services, cooperatively bids requirements of agencies throughout Florida. Contract #21100000-15-1 September 01, 2015- December 31, 2020. Contract # 25101600-16-1 October 1, 2016- September 30, 2021.
The preparation of a new vehicle may include the application of decals, accessories or upfitting of components. Due to delays in vehicle delivery and part manufacturing for upfitting, the Fleet Department is requesting approval to keep G3929 G3930 G4018 G4020 and G4023 for up to an additional six months after their respective replacements have arrived and are deemed road ready.
Vehicles and equipment designated for surplus authorization will be transferred to auctioneer Tampa Machinery Auction for disposition upon mobilization of the replacement vehicle or traded-in, whichever is deemed to be in the City’s best interest.
APPROPRIATION CODE AND AMOUNT:
|
Fund Impacted 010 |
Fund Impacted General Fund |
$1,824,000.00 |
|
419 |
Stormwater |
$0.00 |
|
421 |
Public Utilities |
$334,000.00 |
|
423 |
Gas |
$237,000.00 |
|
424 |
Solid Waste |
$2,610,000.00 |
|
426 |
Recycling |
$112,000.00 |
|
432 |
Marina |
$0.00 |
|
435 |
Parking |
$0.00 |
|
565 |
General Services |
$84,000.00 |
|
566 |
General Services |
$0.00 |
|
|
General Fund Subtotal |
$5,201,000.00 |
|
Penny Funds (315-94238) |
$101,000.00 |
|
Garage Fund Motorized Cash (315-94233) |
$198,300.00 |
|
Parks Cash (010-TBD) |
$35,700.00 |
|
Fire L/P Additional (316-91236) |
$78,000.00 |
|
Parks & Rec L/P Additional (L1901) |
$163,100.00 |
|
Stormwater L/P Additional (C1908) |
$758,000.00 |
|
Miscellaneous Fund Subtotal |
$1,334,100.00 |
|
|
|
|
Fiscal Year 20/21 Total |
$6,535,100.00 |