2013-28204 Reso RESOLUTION NO. 2013-28204
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING THE PURCHASE OF EIGHT (8)
BUDGETED REPLACEMENT VEHICLES, IN THE AMOUNT OF $191,681.26,
UTILIZING FLORIDA STATE CONTRACT NUMBER 071-000-13-1.
WHEREAS, upon approval of funds, the City has historically pursued the purchase of
vehicles through contracts that have been competitively awarded by the State of Florida
(State) and the Florida Sheriffs Association (FSA); and
WHEREAS, the State, through its Department of Management Services,
competitively awards a comprehensive vehicle contract yearly to be used by all agencies
and political subdivisions of the State; and
WHEREAS, the FSA also competitively awards a vehicle contract yearly, based on
the requirements of law enforcement agencies State-wide, for use by law enforcement and
political subdivisions of the State; and
WHEREAS, the City benefits from the expertise and staff resources of the State and
the FSA and the leveraged buying power of public agencies in the State, resulting in cost-
effective vehicle. purchases; and
WHEREAS, in some cases, the City has the opportunity to purchase a number of
vehicles more cost effectively by utilizing the State Motor Vehicles contract versus utilizing
the FSA contract; and
WHEREAS, the pricing from the State Contract was more cost-effective than the
pricing from the FSA contract.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby approve the purchase of eight (8) budgeted replacement vehicles, in the
amount of$191,681.26, utilizing Florida State Contract Number 071-000-13-1.
PASSED AND ADOPTED this 81h day of May, 2013.
ATTEST:
A_/ ,tti� err ra' gower, Mayor
Rafa Grana , City Clerk
INCORP ORA T ED
Date
Cit Attor
y APPROVED AS TO
FORM &LANGUAGE
&FOR CUTION
TAGENDA12013\May 8\Fleet-FSA Vehicle Purchases RESO 2013-05-08.docx
C me 1 ate
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Approving The
Purchase Of Eight (8) Budgeted Replacement Vehicles, In The Amount Of$191,681.26, Utilizing Florida
State Contract Number 071-000-13-1.
Key Intended Outcome Supported:
Increase visibility of Police; Maintain crime rates at or below national trends; Ensure well-maintained
facilities; and Maintain City's infrastructure.
Supporting Data (Surveys, Environmental Scan, etc.):
The eight vehicles being replaced have exceeded their life expectancy and currently average 3.5 years,
or 73% beyond originally projected replacement date, with maintenance and repair expenses to date
averaging 70%, of vehicle original acquisition cost.
Item Summa /Recommendation:
The Fleet Management Division ("Fleet Management") provides vehicles and equipment for all City of
Miami Beach departments and divisions. In coordination with the various departments, Fleet
Management develops a list of replacement vehicles and equipment which is submitted to the
Commission for funding during the City's budget process each fiscal year. Replacement considerations
are based on a combination of factors that include age, condition, maintenance/repair/collision expenses,
and operating environment. The list of replacement vehicles and equipment, as well as any new vehicles
and equipment submitted by a department as part of a service level enhancement initiative, are subject to
approval by the City Commission during the annual budget process.
Upon approval of funds, staff will pursue the purchase of vehicles through competitively awarded
contracts by the State of Florida (State) or the Florida Sheriffs Association (FSA), depending on which
provides the best cost to the City. The State, through its Department of Management Services,
competitively awards a comprehensive vehicle contract yearly to be used by all agencies and political
subdivisions of the State. The FSA also competitively awards a vehicle contract yearly, based on the
requirements of law enforcement agencies state-wide, for use by law enforcement and political
subdivisions in the State. Both the State and the FSA have staff dedicated to the complex tasks of
developing specifications, aggregating volume from agencies across the state, competitively soliciting
awards and managing contracts used by most public agencies in the State for the purchase of vehicles.
Unlike the State and the FSA, the City does not have the internal expertise, staffing resources or buying
power of these agencies. Nonetheless, through the use of these contracts, the City benefits from the
expertise and staff resources of the State and the FSA and the leveraged buying power of public
agencies across the State resulting in cost-effective vehicle purchases. For the vehicles referenced
herein, staff has determined that the State Contract Number 071-000-13-1 is the more cost-effective
option. Accordingly, this is a request for the City Commission to approve utilizing of the State Contract
Number 071-000-13-1, a competitively awarded contract, for the purchase of those vehicles noted above
as more cost-effective than prices in the FSA contract.
THE ADMINISTRATION RECOMMENDS THAT THE MAYOR AND THE CITY COMMISSION
APPROVE THE PURCHASE OF VEHICLES LISTED HEREIN THROUGH THE REFERENCED STATE
CONTRACT.
Financial Information:
Source of Amount Account
Funds: 1 $78,050.40 Fleet Management FY 2012/13 Account No. 510-6173-000673
2 $44,171.71 Property Management FY 2012/13 Account No. 520-1720-000673
3 $69,459.15 Information Technology FY 2012/13 Account No.440-0441-000673
OBPI Total 1 $191,681.26
City Clerk's Office Legislative Tracking:
JJF/JCC Public Works,Ext.3601
Sign-Offs:
De artment Director istant Ci a er City Man a er
JJF AD KGB JLM
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AGENDA ITEM C 7
0
MIAMIBEACH DATE - �
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and MemtDD of the Ci Commission
FROM: Jimmy L. Morales, City Manager
DATE: May 8, 2013
SUBJECT: A RESOLUTION OF THE MAYOR A ITY CO MMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, APPROVING THE PURCHASE OF EIGHT (8) BUDGETED
REPLACEMENT VEHICLES, IN THE AMOUNT OF$191,681.26, UTILIZING FLORIDA
STATE CONTRACT NUMBER 071-000-13-1.
ADMINISTRATION RECOMMENDATION
Approve the purchase.
FUNDING
Funding is available from the following sources:
Fleet Management Fund, previously appropriated in $78,050.40
FY 2012/13 Capital Budget (Account No. 510-6173-000673):
Property Management FY 2012/13 Operating Budget $44,171.71
(Account No. 520-1720-000673):
Information Technology Department FY 2012/13 Operating Budget $69,459.15
(Account No. 550-0640-000673):
Total: $191,681.26
BACKGROUND AND ANALYSIS
The Fleet Management Division ("Fleet Management") provides vehicles and equipment for all City
of Miami Beach departments and divisions. In coordination with the various departments, Fleet
Management develops a list of replacement vehicles and equipment which is submitted to the
Commission for funding during the City's budget process each fiscal year. Replacement
considerations are based on a combination of factors that include age, condition,
maintenance/repair/collision expenses, and operating environment.The list of replacement vehicles
and equipment, as well as any new vehicles and equipment submitted by a department as part of a
service level enhancement initiative, are subject to approval by the City Commission during the
annual budget process.
Commission Memorandum -May 8, 2013
Request for Approval of Vehicles from the Florida State Contract 071-000-13-1
Page 2
Upon approval of funds, staff pursues the purchase of vehicles through competitively awarded
contracts by the State of Florida (State) and the Florida Sheriffs Association (FSA). The State,
through its Department of Management Services, competitively awards a comprehensive vehicle
contract yearly to be used by all agencies and political subdivisions of the State. The FSA also
competitively awards a vehicle contract yearly, based on the requirements of law enforcement
agencies state-wide, for use by law enforcement and political subdivisions in the State. The FSA,
founded in 1893 to promote effective law enforcement and public safety programs, is one of the largest
law-enforcement associations in the nation. Both the State and the FSA have staff dedicated to the
complex tasks of developing specifications, aggregating volume from agencies across the state,
competitively soliciting awards and managing contracts used by most public agencies in the State for the
purchase of vehicles. Unlike the State and the FSA,the City does not have the internal expertise,staffing
resources or buying power of these agencies. Nonetheless, through the use of these contracts,the City
benefits from the expertise and staff resources of the State and the FSA and the leveraged buying power
of public agencies in the State resulting in cost-effective vehicle purchases.
The table below demonstrates the pricing from the State Motor Vehicles Contract was more cost-effective
than the pricing from the FSA contract.
Florida Sheriffs Association State of Florida
Description Qty. 12-20-0905 071-000-13-1
Price Total Price Total
2013 Ford Police PI 3 $26,416.00 $79,248.00 $26,016.80 $78,050.40
Sedan P2M
......................................................._._................__._...._..................._..........._..................._.................................................................---....._......................_._....................................................................._.............._......_...................................................................................................................
.
2013 Ford F-250 Utility 1 $23,852.00 $23,852.00 $23,725.60 $23,725.60
Body 4WD 3/4 Ton
..._......._._.......................--..__........---..._...._.-........................................_......................_............__............_......._..........._............................._._.................................................................................._......................................................................._.................................................
2014 Ford F-250 Utility 1 $20,876.00 $20,876.00 $20,446.11 $20,446.11
Body 2WD 3/4 Ton
2013 Ford Transit 3 $24,006.00 $72,018.00 $23,153.05 $69,459.15
Connect Cargo Van
Total: 8 $195,994.00 $191,681.26
The eight vehicles being replaced have exceeded their life expectancy and currently average 3.5
years, or 73%beyond originally projected replacement date,with maintenance and repair expenses
to date averaging 71%, of vehicle original acquisition cost (refer to table below).
Commission Memorandum -May 8, 2013
Request for Approval of Vehicles from the Florida State Contract 071-000-13-1
Page 3
L' - 0 N
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CL C } N J C Q U U > G�
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Car-
Police Crown Full-
N N Patrol 2006 Ford Vic Size 83,224 5 1.9 $10,950 $3,959 $4,284 $355
Pursuit
Car—
° N Police Crown Full-
0' Patrol 2007 Ford Vic Size 104,572 5 1.6 $40,801 $8,045 $4,440 $355
Pursuit
Car—
N Police Crown Full-
N � Patrol 2007 Ford Vic Size 120,036 5 1.6 $40,801 $2,676 $1,383 $355
Pursuit
Truck
M N Property 2WD
v N Mgt 2005 Ford F-250 314 Ton 51,278 6 4.5 $8,444 $1,429 $702 $400
Utility
Body
Truck
N Property 2WD
v " Mgt. 2003 Ford F-250 3/4 Ton 22,782 6 1.8 $5,104 $456 $557 $400
Utility
Body
Van—
Computers Chevrolet Astro Mini/ 20,463 6 4.5 $6,892 $1,015 $1,111 $250
o Computers Cargo
Van—
�' o Comm. 2001 Chevrolet Astro Mini/ 32,311 6 6.1 $9,204 $1,514 $3,256 $250
Cargo
Van—
M IT- 2001 Chevrolet Astro Mini/ 11,475 6 6.1 $7,196 $364 $225 $250
o Comm. Cargo
CONCLUSION
Based on the analysis of the need for vehicles by the various City Departments, the due diligence of
staff, and pricing available through competitively awarded contracts established by the State and the
FSA, it is recommended that the City Commission approve the purchase of eight (8) budgeted
replacement vehicles, in the amount of$191,681.26, utilizing Florida State Contract Number 071-
000-13-1.
J LM/MT/ETC/AD/JJ F/J C
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