SUBJECT/RECOMMENDATION:
Title
Authorize the purchase of vehicles (heavy and light duty) and equipment in the not-to-exceed amount of $9,056,200.00, budgeted in the Fiscal Year (FY) 23 budget, pursuant to Clearwater Code of Ordinances Sections 2.563(1)(c), Piggyback, 2.563(1)(d), Non-competitive purchases, and 2.561(5), Small Purchases; 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 same. (consent)
Body
SUMMARY:
The Fleet Division is requesting a consolidated expenditure authorization in the not-to-exceed amount of $9,056,200.00 for the acquisition of vehicles and equipment per attached spreadsheet. New purchases are a mix of designated units due for replacement in FY23, which have reached the end of their useful and economic life, and vehicle additions related to the anticipated addition of FTE’s for FY23. Factors used to determine the end of useful 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 procurement of the vehicles and equipment on the FY23 Vehicle Replacement ahead of the FY23 budget that starts October 1, 2022.
Authorization is requested to piggyback off the following contracts, pursuant to Clearwater Code 2.563(1)(c):
• Florida Sheriffs Association (FSA), a purchasing cooperative in the State of Florida
o Contract #FSA20-VEL28.0, Pursuit, Administrative and Other Vehicles - valid through September 30, 2022.
o Contract #FSA20-VEH18.0, Heavy Trucks - valid through September 30, 2022.
o Contract #FSA20-EQU18.0, Heavy Equipment - valid through September 30, 2023.
§ There are anticipated renewals on all contracts
• Omnia Partners (Omnia), the largest cooperative purchasing organization for public sector procurement.
o Contract #EV2671-01 Utility, Transportation, and Golf Vehicles valid through December 31. 2026.
• Sourcewell (formerly NJPA), a purchasing cooperative operating under legislative authority in the State of Minnesota.
o Contract #060920-NAF, Class 4-8 Chassis with Related Equipment - valid through August 1, 2024.
o Contract #091521-NAF, Cars, Trucks, Vans, SUVs, Cab Chassis & Other Vehicles - valid through November 8, 2025
• State of Florida, Department of Management Services, cooperatively bids requirements of agencies throughout Florida.
o Contract #2510000-21-STC, Motor Vehicles valid through November 16, 2022. Link to contract:
Complete Contract - Contracts / Motor Vehicles / State Term Contracts / State Contracts and Agreements / State Purchasing / Business Operations / Florida Department of Management Services - DMS (myflorida.com) <https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contracts/motor_vehicles/complete_contract_contracts>
o Contract # 25101600-21-STC, Medium and Heavy Trucks - valid through September 30, 2026.
o Contract # 25101900-21-STC, Agriculture and Lawn Equipment - valid through December 31, 2023.
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. Any authorization of additional contracts will not go beyond the not-to-exceed amount requested.
Authorization to procure additional features not included in the piggyback contracts, 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 of Ordinances Section 2.563(1)(d). Typically, when procuring additional features through the dealership, these features are priced 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 vehicles that do not fall under this category, authorization is requested to procure these vehicles and equipment through competitive quotes pursuant to Clearwater Code of Ordinances Section 2.561(5) Small Purchases, purchases under $50,000.00. This will be monitored for compliance by the Procurement Division.
APPROPRIATION CODE AND AMOUNT:
Fund Impacted
|
010 |
General Fund |
$2,420,700 |
|
419 |
Stormwater |
- |
|
421 |
Public Utilities |
$840,000 |
|
423 |
Gas |
$604,000 |
|
424 |
Solid Waste |
$2,840,000 |
|
426 |
Recycling |
- |
|
432 |
Marina |
$39,000 |
|
435 |
Beach Guard Operations |
$26,000 |
|
555 |
Customer Service |
$27,000 |
|
565 |
General Services |
- |
|
566 |
General Services |
- |
|
|
Subtotal - Replacements (L1910) |
$6,796,700 |
|
Garage Fund-Replace Cash (94233) |
$187,000 |
|
Garage Fund NEW (L2301) |
$1,428,000 |
|
Penny Funds (315-94238) |
$104,000 |
|
Stormwater Replacements (C1908) |
$511,000 |
|
Public Works 0101341 |
$2,500 |
|
Public Utilities 4211351 |
$27,000 |
|
Miscellaneous Fund Subtotal |
$2,259,500 |
|
Fiscal Year 22/23 Total |
$9,056,200 |