2013-28206 Reso RESOLUTION NO. 2013-28206
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, WAIVING, BY 5/7T" VOTE, THE
COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE
IN THE BEST INTEREST OF THE CITY, AND APPROVING THE PURCHASE
OF ONE (1) FORD TAURUS FROM BARTOW FORD, IN THE AMOUNT OF
$22,056; ONE (1) FORD F-350 TRUCK FROM ALAN JAY FORD, IN THE
AMOUNT OF $24,942; AND ONE (1) FORD F-150 TRUCK FROM DUVAL
FORD, IN THE AMOUNT OF $18,504; FROM CONTRACT NO. 12-20-0905,
WITH THE FLORIDA SHERIFFS ASSOCIATION.
WHEREAS, upon approval of funds, the City has historically pursued the purchase of
vehicles through competitively awarded contracts 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 FSA contract versus utilizing the State contract;
and
WHEREAS, since the City Code does not explicitly allow for purchase from the FSA,
approval of purchases from FSA Contract No. 12-20-0905 for three (3) vehicles at a total
cost of$65,502.00 will require the waiver of competitive bidding, by a 5/7'h vote.
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 waive, by 5/7`h vote, the competitive bidding requirement, finding such
waiver to be in the best interest of the City, and approve the purchase of one (1) Ford Taurus
from Bartow Ford, in the amount of $22,056; one (1) Ford F-350 truck from Alan Jay Ford, in
the amount of $24,942; and one (1) Ford F-150 truck from Duval Ford, in the amount of
$18,504; from Contract No. 12-20-0905 with the Florida Sheriffs Association.
-I.u13-AI,10&
PASSED AND ADOPTED this 8th day of May, 2013.
ATTEST:
a ti errer ower, May&
Rafae Granado, City Clerk �1 6
\p, ...... ..... q .
City Attorney Date INCORP ORATED:
26 , .�
TAAGENDA12013W1ay 81Fleel-FSA Vehicle Purchases RESO 2013-05-08.docx
APPROVED AS TO
FORM & LANGUAGE
WjECUTION
Date
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Waiving, By 5/7
Vote, The Competitive Bidding Requirement, Finding Such Waiver To Be In The Best Interest Of The
City, And Approving The Purchase Of One (1) Ford Taurus From Bartow Ford, In The Amount Of
$22,056; One (1) Ford F-350 Truck From Alan Jay Ford, In The Amount Of$24,942; And One (1) Ford F-
150 Truck From Duval Ford, In The Amount Of$18,504; From Contract No. 12-20-0905, With The Florida
Sheriffs Association.
Key Intended Outcome Supported:
Ensure compliance with code enforcement within a reasonable timeframe; Maintain MB public areas and
rights-of-way, Citywide; Ensure safety and appearance of building structures and sites; Increase
satisfaction with family recreational activities; and Ensure well-maintained facilities.
Supporting Data(Surveys, Environmental Scan, etc.):
The three vehicles being replaced have exceeded their life expectancy and currently average 3.6 years,
or 73% beyond their originally projected replacement date, with maintenance and repair expenses to
date, as a percent of vehicle and equipment original acquisition cost, averaging 82%.
Item Summa /Recommendation:
Based on approved funding, the Fleet Management Division ("Fleet Management") purchases vehicles for
all City of Miami Beach departments and divisions. The City has historically pursued the purchase of
vehicles through competitively awarded contracts by the State of Florida (State) and the Florida Sheriffs
Association (FSA). 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. 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.
In the due diligence process, vehicle pricing from the FSA and State contracts, both competitively
awarded contracts, were analyzed. However, as the FSA is not one of the agencies named in the City
code as an agency from whose contracts piggyback purchases may be exercised, the City Attorney's
Office has determined that approval of purchases from the FSA contract will require the waiver of
competitive bidding requirements, by 5/7th vote. Accordingly, this is a request for the City Commission to
approve utilizing FSA contract 12-10-0905, a competitively awarded contract, for the purchase of those
vehicles noted above as more cost effective than prices in the State contract as noted in Attachment A.
Based on the analysis of the need for vehicles by 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 purchases of the three vehicles from the FSA
contract as the most cost-effective alternative identified. In addition to the cost-effective pricing,
purchases through the FSA contract will allow the City to benefit from subject-matter expertise and
dedicated staff resources of the FSA.
THE ADMINISTRATION RECOMMENDS THAT THE MAYOR AND THE CITY COMMISSION
APPROVE THE PURCHASE OF VEHICLES LISTED HEREIN THROUGH THE REFERENCED FSA
CONTRACT.
Financial Information:
Source of Amount Account
Funds: 1 $22,056.00 Parking FY 2012/13 Account No. 480-0462-000673
2 $24,942.00 Property Management FY 2012/13 Account No. 520-1720-000673
3 $18,504.00 Convention Center FY 2012/13 Account No. 440-0441-000673
PI Total $65,502.00
City Clerk's Office Legislative Tracking:
JJF/JCC Public Works,Ext. 3601
Sign-Offs-
Department Director nt City Manager A City Manager
JJF�e AD
1'F Z M JLM
T:WG A�20 mMay k&Keet-FSA Vehicle Purchases 3-05-08.doc
MIAMIBEACH AGENDA DATE S S
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 M bers of th City Commission
FROM: Jimmy L. Morales, City Manager
DATE: May 8, 2013
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, WAIVING, BY 5/7T" VOTE, THE COMPETITIVE
BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST
INTEREST OF THE CITY, AND APPROVING THE PURCHASE OF ONE (1)
FORD TAURUS FROM BARTOW FORD, IN THE AMOUNT OF $22,056; ONE (1)
FORD F-350 TRUCK FROM ALAN JAY FORD, IN THE AMOUNT OF $24,942;
AND ONE (1) FORD F-150 TRUCK FROM DUVAL FORD, IN THE AMOUNT OF
$18,504; FROM CONTRACT NO. 12-20-0905, WITH THE FLORIDA SHERIFFS
ASSOCIATION.
ADMINISTRATION RECOMMENDATION
Approve the purchase.
FUNDING
Funding is available from the following funding sources:
Parking FY 2012/13 Operating Budget $22,056.00
(Account No. 480-0462-000673):
Property Management FY 2012/13 Operating Budget $24,942.00
(Account No. 520-1720-000673):
Convention Center FY 2012/13 Operating Budget $18,504.00
(Account No. 440-0441-000673):
Total: $65,502.00
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 Commissi0on during the annual budget process.
Commission Memorandum
Request for Approval of Vehicles from the Florida Sheriffs Association Contract 12-10-0905
Page 2 of 3
Upon approval of funds, the City has historically pursued 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 FSA contract is more cost-effective than the
pricing from the State contract.
State of Florida Florida Sheriffs Association
Description Qty 071-000-13-1 12-20-0905
Price Total Price Total
2013 Ford Taurus 1 $22,064.00 $22,064.00 $22,056.00 $22,056.00
(Parking— On Street)
......................................................................................................................................................... ..........................................................................
2013 Ford F-350
Utility Body 4WD 1- 1 $25,566.00 $25,566.00 $24,942.00 $24,942.00
Ton with Lift Gate
...(Property'..M�'r)....................
................................................................................................. ..........................................................................
2013 Ford F-150
Reg. Cab 2WD 1 $18,525.40 $18,525.40 $18,504.00 $18,504.00
Convention Center
Total: 3 $66,155.40 $65,502.00
Since the FSA is not one of the agencies named in the City code as an agency from whose
contracts piggyback purchases may be exercised, the City Attorney's Office has determined
that approval of purchases from the FSA contract will require the waiver of competitive
bidding requirements by a 5/7`h vote. Accordingly, this is a request for the City Commission
to approve utilizing FSA contract 12-10-0905, a competitively awarded contract, for the
purchase of those vehicles noted above as more cost-effective than prices in the State
contract.
The three vehicles being replaced have exceeded their life expectancy and currently
average 3.6 years, or 73% beyond their originally projected replacement date, with
maintenance and repair expenses to date, as a percent of vehicle and equipment original
acquisition cost, averaging 71% (refer to table below).
We ore committed to providing excellent public service and safety to off who live, work,and play in our vibrant, tropical, historic community.
Commission Memorandum
Request for Approval of Vehicles from the Florida Sheriffs Association Contract 12-10-0905
Page 3 of 3
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o On Street 2006 Chevrolet Impala Full Size- 55,200 5 2.1 $25,601 $10,765 $5,317 $250
Admin.
Truck
N Property 2WD 3/4-
~ Mgt. 2003 Ford F-250 Ton Utility 50,891 6 4.5 $7,721 $386 $1,692 $250
Body
M Convention Van
`" o Center 2003 Chevrolet Astro Mini/Cargo 25,233 6 4.4 $10,204 $1,683 $1,736 $250
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 Mayor and City Commission waive by
5/7 1h vote, the formal competitive bidding requirement, finding such waiver to be in the best
interest of the City, and approve the purchase of three (3) vehicles at a total cost of
$65,502.00, from Contract No. 12-20-0905, with the Florida Sheriffs Association.
J LM/MT/ETC/AD/JJ F/JC
T:\AGENDA\2013\May 8\Fleet-FSA Vehicle Purchases MEMO 2013-05-08.docx
We are committed to providing excellent public service and safety to oil who live, work,and play in our vibrant, tropical,historic community.