Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval to Participate in the Florida Sheriffs Association’s Cooperative Contract # FSA23-VEH21.1 to Purchase Heavy Trucks and Buses, Renewal of City Contract # 20240002.
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Submitted By: India Barr, Procurement Contracting Officer 1, (PMD).
Strategic Plan Link: The City’s Mission to provide exceptional services.
Summary Brief (Agreements/Contracts only)
1. Prepared by: India Barr, (PMD).
2. Parties: City of Port St. Lucie and Florida Sheriffs Association (FSA) with all awarded vendors.
3. Purpose: To purchase heavy trucks and buses at discounted prices.
4. New/Renewal/Modified: Renewal.
5. Duration: October 1, 2024 through September 30, 2025.
6. Benefits to Port St. Lucie: Allows the City to purchase heavy trucks and buses.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual expenditures for FY 2025 Heavy Trucks and Buses is $4,000,000.00 based on appropriations in the City Budget. Future expenditures will be appropriated in future budget amendments.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve participation in the Florida Sheriffs Association #FSA23-VEH21.1, per Chapter 35.08(a)(9)a. (cooperative purchasing exception), with all awarded vendors.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve to participate in the Florida Sheriffs Association #FSA23-VEH21.1.
2. Move that the Council not approve to participate in the Florida Sheriffs Association #FSA23-VEH21.1, and provide staff with direction.
Background: The Florida Sheriffs Association offers statewide purchasing contracts on a variety of vehicles, equipment, and services that are available to eligible agencies. Since its inception in November 1993, approximately 56,000 vehicles have been purchased using these cooperative purchasing contracts, resulting in tremendous savings for participating agencies statewide. These contracts provide a discount for purchases much larger than if the City issued a solicitation of its own. The City has used the FSA Contracts to purchase fleet vehicles and equipment in previous years at discounted prices.
Issues/Analysis: Staff reviewed the FSA contract #FSA23-VEH21.1 and finds that it meets the requirements of the City’s procurement ordinance. City Departments will collaborate with the Facilities Department’s Fleet Manager to ensure fleet vehicles and equipment meet their needs. Departments may also obtain estimates from other cooperative contracts awarded to ensure that this contract provides the “best value to the City.”
Financial Information: Funds are appropriated in the FY 2024-2025 budget in various City Departments/Vehicles.
Special Consideration: The original cooperative agreement #FSA23-VEH21.0 was approved by Council on November 13, 2023. The cooperative agreement #FSA23-VEH21.1 requested in this item is an extension available to purchase fleet vehicles and equipment. Staff is requesting that the Council approve the ability of the various City Departments to make purchases off the Florida Sheriffs Association #FSA23-VEH21.1 cooperative agreement in accordance with the FY 2024-2025 budget already approved by the Council. Therefore, the estimated budget contains all vehicles that are anticipated to be purchased from the Florida Sheriffs Association #FSA23-VEH21.1, and individual purchases will not be placed in front of the Council for additional approval. However, each purchase order issued pursuant to the Florida Sheriffs Association #FSA23-VEH21.1 will require the vendor to agree to the terms of the Florida Sheriffs Association #FSA23-VEH21.1, substituting the City for the Florida Sheriffs Association, to ensure protection for the City under the cooperative agreement.
Location of Project: N/A.
Attachments:
1. FSA23-VEH21.1 - Heavy Trucks and Buses Extension Packet.
2. Awarded Vendors.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 24303-03
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.