Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval of Amendment #3 for the Renewal of Contract #20190087 for the Fleet Vehicle / Equipment Maintenance and Management Services with First Vehicle Services, Inc.
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Submitted By: Robyn Holder, CPPB, Procurement Management Division (PMD).
Strategic Plan Link: The City’s Mission to provide exceptional municipal services.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Robyn Holder, CPPB (PMD).
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: Renewal.
5. Duration: Initial start date was 12/1/2019 for 2 years with the option to renew for three 1-year periods. This renewal period is 12/1/2023 through 11/30/2024. There are no more renewal periods after this.
6. Benefits to Port St. Lucie: Provide necessary fleet management, repair, and preventative maintenance services.
7. Cost to Port St. Lucie (Annual and Potential): Projected annual expenditure is $2,091,096.96 plus $31.92 per hour for all non-contract labor.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve the renewal of Contract #20190087 for Fleet Vehicle / Equipment Maintenance and Management Services with First Vehicle Services, Inc. This renewal includes a 5% CPI increase as permitted in the Contract. This is the last renewal option for this Contract.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve the renewal of Contract #20190087 with the 5% increase.
2. Move that the Council not approve the renewal of Contract #20190087 and provide staff with direction.
Background: The City’s current Contract for Fleet Vehicle / Equipment Maintenance and Management Services is due to expire on November 30, 2023. The Contract has options for renewal with a maximum CPI price adjustment upward or downward of 5%. The contractor is exercising the option of the maximum CPI increase of 5% to help offset all the cost increases this past year.
Issues/Analysis: Staff has reviewed the request and find that a 5% increase is fair and reasonable. The actual CPI increase was 11.5%, however, the Contract only allows for a maximum of 5%.
Financial Information: Funds are appropriated in various departmental budgets.
Special Consideration: N/A.
Location of Project: 430 SW Thornhill Drive, Port St. Lucie, Florida.
Attachments:
1. Amendment #3.
2. Amendment #2.
3. Amendment #1.
4. Original Contract.
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: 23229-03
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.