Placement: Consent Agenda
Action Requested: Motion / Vote
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Award Contract #20230001 to Purchase Fleet Vehicles and Other Equipment
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Submitted By: Michelle Fentress, Procurement Agent I, 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 Agent I, PMD.
2. Parties: City of Port St. Lucie and Florida Sheriff’s Association (FSA) with all awarded vendors.
3. Purpose: To purchase fleet vehicles and equipment at discounted prices.
4. New/Renewal/Modified: New.
5. Duration: FSA22-VEL30.0 and FSA22-VEH20.0 effective October 1, 2022 to September 31, 2023 (1-year period) and FSA22-PWR1.0 effective July 1, 2022 to June 30, 2024 (2-year period).
6. Benefits to Port St. Lucie: Allows the City to purchase Police-rated, Administrative and Utility vehicles, Trucks, Vans, Cabs & Chassis, Heavy Equipment and other fleet equipment.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual expenditures for FY 2023 Fleet vehicles and equipment is $6,500,000.00 based on appropriations in the City’s Budget.
Presentation Information: N/A.
Staff Recommendation: Move that the Council waive the provisions of the Code pursuant to Section 35.04(c), for good cause shown, and approve Contract #20230001 to allow for the participation in the Florida Sheriff’s Association Cooperative Purchasing Contract FSA22-VEL30.0, FSA22-VEH20.0 and FSA22-PWR1.0, for use in vehicle and equipment purchases when authorized.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve the Contract #20230001.
2. Move that the Council not approve Contract #20230001 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 #FSA22-VEL30.0, FSA22-VEH20.0 and FSA22-PWR1.0 and find 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 2022-2023 budget in various City Departments/Vehicles.
Special Consideration: The contract represented is an option available to purchase fleet vehicles and equipment. Actual purchases of vehicles will be presented to the City Council for approval, as required by the Procurement Code, at the time each acquisition is sought.
Location of Project: N/A.
Attachments:
1. FSA Contract Terms and Conditions FSA22-VEL30.0 and FSA22-VEH20.0.
2. Awarded Vendors FSA22-VEL30.0.
3. Awarded Vendors FSA22-VEH20.0.
4. FSA Contract Terms and Conditions FSA22-PWR1.0.
5. Awarded Vendors FSA22-PWR1.0.
6. ITB Advertisement.
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: #9108
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.