Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval to Participate in the Sourcewell Cooperative Contract #091521-NAF for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories Under City of Port St. Lucie Contract #20260129.
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Submitted By: Kevin Eggleston, Procurement Contracting Officer I, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Kevin Eggleston, Procurement Contracting Officer I, PMD.
2. Parties: City of Port St. Lucie and Alan Jay Automotive Management, Inc.
3. Purpose: To streamline fleet purchasing and equipment installation through the use of a single vendor.
4. New/Renewal/Modified: New.
5. Duration: Initial contract term is from the date of contract execution through November 8, 2026.
6. Benefits to Port St. Lucie: Using a single vendor to coordinate vehicle purchasing and equipment installation will reduce lead times, improve performance and issue resolution, and minimize miscommunication and installation errors.
7. Cost to Port St. Lucie (Annual and Potential): Total estimated spend is $2,000,000.00.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve, per City Code of Ordinances, Section 35.08(a)(9)(a), to participate in the Sourcewell Cooperative Contract #091521-NAF with Alan Jay Automotive Management, Inc. for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve participating in the Sourcewell Cooperative Contract #091521-NAF with Alan Jay Automotive Management, Inc.
2. Move that the Council not approve and provide staff with direction.
Background: The Police Department currently procures most fleet vehicles through the Florida Sheriffs’ cooperative contract, with vehicles delivered directly from the dealership to a third-party vendor (Strobes R Us) for equipment installation. Upon delivery, the vehicle warranty begins, even though the vehicle is not yet in service. Due to extended lead times for equipment installation, vehicles may sit for several months before being fully outfitted and placed into service, reducing the effective warranty period available to the Police Department. Awarding a single vendor streamlines procurement and installation, reducing lead times, and maximizing the usable vehicle warranty while improving overall fleet readiness.
Issues/Analysis: Staff has reviewed the proposed procurement approach and finds that awarding a single vendor provides best value by streamlining vehicle purchasing and equipment installation, reducing lead times, and maximizing the effective vehicle warranty.
Financial Information: Funds to be appropriated in Police Department account #001-2105-546100.
Special Consideration: N/A.
Location of Project: N/A - Fleet vehicles will be delivered and upfitted off-site prior to deployment Citywide.
Attachments:
1. City Cooperative Agreement #20260129, Signed.
2. Sourcewell Cooperative Contract #091521-NAF.
3. Sourcewell Alan Jay Pricing.
4. Sourcewell RFP Evaluation.
5. Sourcewell Board Resolutions.
6. Sourcewell RFP Document.
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: 25356-01.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.