Placement: Consent Agenda
Action Requested: Motion / Vote
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Award Contract #20240063 Fleet Vehicle and Equipment Maintenance and Management Services with Vector Fleet Management, LLC.
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Submitted By: Nathaniel Rubel, Procurement Assistant Director, 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: Nathaniel Rubel, Procurement Assistant Director, PMD.
2. Parties: City of Port St. Lucie and Vector Fleet Management, LLC.
3. Purpose: To provide fleet management, maintenance, and repair services for standard vehicles, standard equipment, and heavy equipment for City departments.
4. New/Renewal/Modified: New.
5. Duration: Three years with an option to renew for (3) three additional twelve (12) month terms.
6. Benefits to Port St. Lucie: The Contract provides necessary fleet management, repair, and preventive maintenance services for the City’s fleet and equipment.
7. Cost to Port St. Lucie (Annual and Potential): The three-year cost for Contractual Services will be $6,418,165.45 plus Non-Contract work being performed at the Hourly Non-Contract Labor Rate for Repairs per the Contract.
Presentation Information: N/A.
Staff Recommendation: Move that the Council award Contract #20240063 for Fleet Vehicle and Equipment Maintenance and Management Services to Vector Fleet Management, LLC.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Contract #20240063 with Vector Fleet Management, LLC.
2. Move that the Council reject all proposals and provide staff with direction to reissue the solicitation or cancel the Request for Proposals.
Background: The City requires a qualified fleet management and maintenance service provider to maintain its fleet of standard vehicles & equipment and heavy equipment.
The City issued a Request for Proposals (RFP) on July 25, 2024 to 188 potential proposers. There were 11 planholders with three proposals being received on August 23, 2024.
Issues/Analysis: Staff has reviewed the 3 proposals and forwarded a copy to the RFP Evaluation Committee for Individual Scoring. The Evaluation Committee reviewed all proposals and ranked the firms based on the criteria set forth in the RFP, submittals, and questions and answers. Based on the consolidated scores, the highest ranked firm was Vector Fleet Management, LLC. Staff, along with the stakeholder departments, concur that the negotiated Contract as presented provides the best value to the City.
Financial Information: Funds are appropriated in the various departmental budgets.
Special Consideration: N/A.
Location of Project: 450 SW Thornhill Drive, Port St. Lucie, FL 34984.
Attachments: 1. Notice of Intent to Award.
2. RFP #20240063 - Tabulation Report.
3. Consolidated Score Sheet.
4. Signed Contract.
5. Vector Fleet Management Proposal.
6. RFP #20240063 Documents.
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: 24179-06.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.