Placement: New Business
Action Requested: Motion / Vote
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Award Contract #20190087 for Fleet Vehicle / Equipment Maintenance and Management Services to First Vehicle Services, Inc.
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Submitted By: Robyn Holder, CPPB, Procurement Management Department (PMD).
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Robyn Holder, CPPB.
2. Parties: City of Port St. Lucie and First Vehicle Services, Inc.
3. Purpose: To provide fleet management, maintenance and repair services for standard vehicles, standard equipment and heavy equipment for various City departments.
4. New/Renewal/Modified: New.
5. Duration: Two years with an option for three additional one-year terms. Effective December 1, 2019 through November 30, 2021.
6. Benefits to Port St. Lucie: The contract provides necessary fleet management, repair and preventative maintenance services for the City’s fleet and equipment.
7. Cost to Port St. Lucie (Annual and Potential): Projected bi-annual expenditures will be $3,630,276.
Presentation Information: Staff will present an overview of the new contract.
Staff Recommendation: Move that the Council award Contract #20190087 for Fleet Vehicle/Equipment Maintenance and Management Services to First Vehicle Services, Inc.
Alternate Recommendations:
1. Move that the Council amend the recommendation and award Contract #20190087.
2. Move that the Council not approve Contract #20190087 and provide staff with direction.
Background: The City’s current contract for Fleet Vehicle/Equipment Maintenance and Management Services expired on September 30, 2019. The contract was extended for an additional two months while negotiations were being conducted. The City issued a Request For Proposals (RFP) to update the specifications and program guidelines for a new service contract. The RFP was issued on May 22, 2019 to 11 potential proposers. There were 7 plan holders with 3 proposals being received on July 15, 2019.
Issues/Analysis: The evaluation committee reviewed all proposals and ranked the firms based on the criteria set forth in the RFP, submittals, questions and answers. Based on the consolidated scores, the highest rank firm was First Vehicle Services, Inc. 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: 430 SW Thornhill Drive, Port St. Lucie, Florida.
Attachments:
1. Consolidated score sheet.
2. Proposed contract for execution.
3. Recommended proposal.
4. RFP 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.
LEGAL SUFFICIENCY REVIEW:
Approved as to Legal form and sufficiency by James D. Stokes, City Attorney. (Reference Legistar database for authorizing City Attorney representative.)