Placement: Consent Agenda
Action Requested: Motion / Vote
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Award Contract #20240001 to Purchase Fleet Vehicles.
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Submitted By: Michelle Fentress, Procurement Contracting Officer II, Procurement Management Division (PMD).
Strategic Plan Link: The City’s Mission to provide exceptional municipal services.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Michelle Fentress, Procurement Contracting Officer II, PMD.
2. Parties: City of Port St. Lucie and Florida Sheriff’s Association (FSA) with all awarded vendors.
3. Purpose: To purchase fleet vehicles at discounted prices.
4. New/Renewal/Modified: New.
5. Duration: October 1, 2023 through September 30, 2024.
6. Benefits to Port St. Lucie: Allows the City to purchase Police-rated, Administrative vehicles, electric vehicles, cargo and passenger vans, pickup trucks, motorcycles, and other light and mid-size vehicles.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual expenditures for FY 2024 Fleet vehicles is $4,600.000.00 based on appropriations in the City’s Budget. Future expenditures will be appropriated in any future budget amendments.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve participating in Florida Sheriff’s Association #FSA23-VEL31.0, 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 participating in the Florida Sheriff’s Association #FSA23-VEL31.0.
2. Move that the Council not approve participating in Florida Sheriff’s Association #FSA23-VEL31.0 and provide staff with direction.
Background: The Florida Sheriff’s 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-VEL31.0 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 2023-2024 budget in various City Departments/Vehicles.
Special Consideration: The cooperative agreement represented is an option 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 Sheriff’s Association #FSA23-VEL31.0 cooperative agreement in accordance with the FY 2023-2024 budget already approved by the Council. Therefore, the estimated budget contains all vehicles that are anticipated to be purchased from the Florida Sheriff’s Association #FSA23-VEL31.0, and individual purchases will not be placed in front of the Council for additional approval. However, each purchase order issued pursuant to the Florida Sheriff’s Association #FSA23-VEL31.0 will require the vendor to agree to the terms of the Florida Sheriff’s Association #FSA23-VEL31.0, substituting the City for the Florida Sheriff’s Association, to ensure protections for the City under the cooperative agreement.
Location of Project: N/A.
Attachments:
1. FSA Contract Packet
2. Awarded Vendors List
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: 23276-05
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, Interim City Attorney.