SUBJECT/RECOMMENDATION:
Title
Authorize the purchase of vehicles (heavy and light duty) and equipment as approved in the 21/22 Fiscal Year Budget for a not-to-exceed amount of $6,100,850.00, per the recommended contracts in accordance with Clearwater Code of Ordinances Section 2.563 (1)(c) Other Government Entities; authorize lease purchase under the City’s Master Lease Purchase Agreement, or internal financing via an inter fund loan from the Capital Improvement Fund, whichever is deemed to be in the City’s best interest; declare surplus and authorize to transfer to city departments, for disposal at auction, or trade-in vehicles and equipment being replaced in accordance with Clearwater Code of Ordinances Section 2.623; and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The Fleet Department is requesting a consolidated expenditure authorization not to exceed $6,100,850.00 for the acquisition of vehicles and equipment per attached spreadsheet. New purchases are to replace designated units due for replacement in Fiscal Year (FY) 2022, 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. Due to delays in manufacturing, the Fleet Department is requesting to begin the procurement of the vehicles and equipment on the 21/22 Vehicle Replacement ahead of the 21/22 budget that starts October 1, 2021.
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# FSA20-VEL28.0 October 1, 2020 - September 30, 2022 and Contract # FSA20-VEH18.0 October 1, 2020 - September 30, 2022.
• Sourcewell 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 # VE11-20 November 11, 2020- October 31, 2022.
• State of Florida, Department of Management Services, cooperatively bids requirements of agencies throughout Florida. Contract #’s 25101900-21-STC January 1, 2021- December 31. 2021, 22100000-21-STC July 1, 2021- June 30, 2024 and 25100000-19-1 November 17, 2019 - November 16, 2021.
The preparation of a new vehicle may include the application of decals, accessories or upfitting. Vehicles and equipment designated for surplus authorization will be transferred to auctioneer Tampa Machinery Auction for disposition upon mobilization of the replacement vehicle, traded-in, or transferred to another city department whichever is deemed to be in the City’s best interest.
APPROPRIATION CODE AND AMOUNT:
|
Fund Impacted 010 |
Fund Impacted General Fund |
$1,613,000.00 |
|
419 |
Stormwater |
$0.00 |
|
421 |
Public Utilities |
$789,000.00 |
|
423 |
Gas |
$0.00 |
|
424 |
Solid Waste |
$1,400,000.00 |
|
426 |
Recycling |
$0.00 |
|
432 |
Marina |
$0.00 |
|
435 |
Parking |
$0.00 |
|
565 |
General Services |
$0.00 |
|
566 |
General Services |
$0.00 |
|
|
General Fund Subtotal |
$3,802,000.00 |
|
Penny Funds (315-94238) |
$114,000.00 |
|
Garage Fund Motorized Cash (315-94233) |
$190,700.00 |
|
Parks Cash (010-TBD) |
$15,000.00 |
|
Code Enforcement Cash (1432-591000) |
$52,000.00 |
|
Parking Cash (1334-591000) |
$60,000.00 |
|
Gas Cash (2068-591000) |
$36,000.00 |
|
Solid Waste Additional |
$185,000.00 |
|
Fire Department L/P Additional (91236) |
$49,000.00 |
|
Parks & Rec L/P Additional (L1901) |
$105,750.00 |
|
Public Utilities L/P Additional (L1904) |
$1,049,000.00 |
|
Stormwater L/P Additional (C1908) |
$442,400.00 |
|
Miscellaneous Fund Subtotal |
$2,298,850.00 |
|
Fiscal Year 20/22 Total |
$6,100,850.00 |