2013-28224 Reso RESOLUTION NO. 2013-28224
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 TWO (2) FORD F-450 TRUCKS IN THE AMOUNT OF
$77,056, FROM DUVAL FORD, FROM CONTRACT NO. 12-10-0905; ONE
(1) FORD EXPEDITION XL SUV, IN THE AMOUNT OF $38,012, AND ONE
(1) FORD F-250 TRUCK, IN THE AMOUNT OF $27,827, FROM DUVAL
FORD, FROM CONTRACT NO. 12-20-0905; AND TWO (2) TRAUMAHAWK
AMBULANCES FROM ETR, L.L.C., IN THE AMOUNT OF $492,514, FROM
CONTRACT NO. 11-10-1202; THROUGH 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 Nos. 12-10-0905, 12-20-0905, and 11-10-1202 for six
(6) vehicles at a total cost of $635,409 will require the waiver of competitive bidding, by a 5/7th
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 5/7th vote, the competitive bidding requirement, finding such waiver to be in the best
interest of the City, and approve the purchase of two (2) Ford F-450 trucks in the amount of
$77,056, from Duval Ford, from Contract No. 12-10-0905; one (1) Ford Expedition XI SUV, in
the amount of $38,012, and one (1) Ford F-250 truck, in the amount of $27,827, from Duval
Ford, from Contract No. 12-20-0905; and two (2) Traumahawk Ambulances from Etr, L.L.C., in
the amount of $492,514, from Contract No. 11-10-1202; through The Florida Sheriffs
Association.
PASSED AND ADOPTED this 51h day of June, 2013.
ATTEST:
atti Herrera Bower, Mayor
Rafa I Granado, City Clerk �1 B'�-
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City Attorn Date INCORP ORATED-
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TAAGENDA\2013\June S\Fleet-FSA Vehicle Purchases RESO 2013-06-05.docx
APPROVED AS TO
FORM &LANGUAGE
Z OR EXECUTION
m V Date
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida,Waiving, By 5/7th
Vote, The Competitive Bidding Requirement, Finding Such Waiver To Be In The Best Interest Of The
City, And Approving The Purchase Of Two (2) Ford F-450 Trucks In The Amount Of$77,056, From Duval
Ford, From Contract No. 12-10-0905; One (1) Ford Expedition XL SUV, In The Amount Of $38,012, And
One (1) Ford F-250 Truck, In The Amount Of$27,827, From Duval Ford, From Contract No. 12-20-0905;
And Two (2) Traumahawk Ambulances From ETR, L.L.C., In The Amount Of $492,514, From Contract
No. 11-10-1202; Through The Florida Sheriffs Association.
Key Intended Outcome Supported:
Ensure safety and appearance of building structures and sites; Increase satisfaction with family
recreational activities; and Increase community satisfaction with City government.
Supporting Data (Surveys, Environmental Scan, etc.):
The four (4) non-ambulance vehicles being replaced have exceeded their life expectancy and currently
average 2.2 years, or 44% beyond their originally projected replacement date, with maintenance and
repair expenses to date, as a percent of vehicle and equipment original acquisition cost, averaging 48%.
Life-to-date maintenance and repair expenses for two (2) rescue units to be replaced total $89,055 and
$82,771, respectively, representing approximately 60% of the original cost of the units. They also do not
meet current National Fire Protection Association standards. 97% of residents and 95% of business rated
Fire services as excellent or good. 96% of residents and 93% of business rated EMR as excellent or
good.
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 the competitively awarded FSA contract numbers 12-10-0905, 12-20-0905, and 11-10-
1202 for the purchase of those vehicles noted above.
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, it is recommended that the City
Commission approve the purchases of the six vehicles from the FSA contracts as the most cost-effective
alternative identified. In addition to the cost-effective pricing, purchases through the FSA contracts 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 o Amount Account
Funds: 1 $635,409 Fleet Management FY 2012/13 Account No. 510-6173-00673
OB I Total $635,409
City Clerk's Office Legislative Tracking:
JJF/JCC Public Works, Ext.3601
Sign-Offs:
� De artment Director sistant Cit na er City Manager
ETC AD MT KGB JLM
T:AGENDA\2013Uune F et-FSA Vehicle Purchases M 2013-06-0 ombined.docx
MIAMMEACH AGENDA ITEM G7L
DATE 6'S
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov
C MMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and M tubers o the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: June 5, 2013
SUBJECT: A RESOLUTION OF THE MAYOR ND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, WAIVING, BY 517TH VOTE, THE COMPETITIVE BIDDING
REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE
CITY, AND APPROVING THE PURCHASE OF TWO (2) FORD F-450 TRUCKS IN THE
AMOUNT OF $77,056, FROM DUVAL FORD, FROM CONTRACT NO. 12-10-0905; ONE
(1) FORD EXPEDITION XL SUV, IN THE AMOUNT OF $38,012, AND ONE (1) FORD F-
250 TRUCK, IN THE AMOUNT OF $27,827, FROM DUVAL FORD, FROM CONTRACT
NO. 12-20-0905; AND TWO (2) TRAUMAHAWK AMBULANCES FROM ETR, L.L.C., IN
THE AMOUNT OF $492,514, FROM CONTRACT NO. 11-10-1202; THROUGH THE
FLORIDA SHERIFFS ASSOCIATION.
ADMINISTRATION RECOMMENDATION
Approve the purchases.
FUNDING
Funding is available from the following source:
Fleet Management Fund, previously appropriated in $635,409.00
FY 2012/13 Capital Budget (Account No. 510-6173-000673):
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.
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
Commission Memorandum
Request for Approval of Vehicles from FSA Contract Nos. 12-10-0905, 12-20-0905& 11-10-1202
Page 2 of 4
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 vehicle contracts
yearly, based on the requirements of law enforcement and emergency response agencies
state-wide, for use by the agencies 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.
Vehicles
The table below demonstrates the pricing from the FSA contracts is more cost-effective than
the pricing from the State contract. Ambulances are not available in the State contract.
State of Florida Florida Sheriffs Association
071-000-13-1 12-10-0905/12-20-0905/
Description Qty 11-10-1202
Price Total Price Total
2013 Ford F-450
Truck, 4x2 2 $41,231.00 $82,462.00 $38,528.00 $77,056.00
(Parks- Greens ace)
2013 Ford Expedition
XL SUV 1 $38,020.00 $38,020.00 $38,012.00 $38,012.00
(Fire—Rescue)
2013 Ford F-250
Truck, Crew Cab, 4x4 1 $27,834.40 $27,834.40 $27,827.00 $27,827.00
(Fire—Rescue)
Total—Trucks: 4 1 $148,316.00 $142,895.00
Traumahawk
Ambulance 2 Not Available $246,257.00 $492,514.00
(Fire-Rescue)
Total—Rescue Vans 2 $492,514.00
GRAND TOTAL: 6 $635,409.00
The four (4) non-ambulance vehicles being replaced have exceeded their life expectancy
and currently average 2.2 years, or 44% beyond their originally projected replacement date,
with maintenance and repair expenses to date, as a percent of vehicle and equipment
original acquisition cost, averaging 48%. Fire Department vehicle #1014 (SUV) is being
replaced by an F-250 Truck that will be outfitted with a compartmentalized utility box
uniquely designed to carry equipment in a safe and organized manner. Vehicle #1014 will
be kept as a back-up unit (refer to table below).
We ore committed to providing excellent public service and safety to oil who live, work, and play in our vibrant, tropical, historic community.
Commission Memorandum
Request for Approval of Vehicles from FSA Contract Nos. 12-10-0905, 12-20-0905& 11-10-1202
Page 3 of 4
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Co Greenspace N Ford F-450 Truck 35,873 7 3.1 $22,042 $2,444 $3,175 $700
Co o Parks- o Dump Body
U') rn Greenspace N Ford F-450 Truck 72,029 7 3.1 $23,906 $7,066 $1,602 $700
o cNV Rescue N Ford Expedition SUV 4WD 46,187 5 1.3 $11,692 $1,864 $1,162 $350
Fire Rescue N Ford Expedition 4WD 28,377 5 1.3 $5,659 $1,902 $1,233 $675
Rescue Vans
The two (2) TraumaHawk Ambulances replace two (2) International Rescue Units that were
placed into service in 2005, and are no longer cost-effective to maintain and operate. Life-
to-date maintenance and repair expenses for the rescue units to be replaced (#1024 and
#1025) total $89,055 and $82,771, respectively, representing approximately 60% of the
original cost of the units to be replaced. They also do not meet current National Fire
Protection Association standards.
The Fire Department maintains a fleet of nine Rescue Vehicles to provide for six front line
units and three reserve units at all times. The reserve units are used when preventative
maintenance and/or emergency repairs are being performed on the front line units and when
special events/emergency staffing is necessary (i.e. hurricanes, spring breaks, Memorial
Day, etc.). The two (2) new rescue vans will be placed as frontline units and the two (2)
oldest units, presently serving as frontline units, shall be placed in reserve status. The new
units have the same chassis as the ones being replaced to promote consistency in the fleet
and standardize operations. This uniformity shortens maintenance time on the vehicles, and
also reduces the need to maintain additional parts in inventory from different manufacturers.
Following is a partial list of State of Florida municipalities and counties utilizing the FSA
contract for the purchase of rescue equipment:
■ Alachua County Fire Rescue
■ Brevard County Fire Rescue
■ Charlotte County Fire Rescue
Davie Fire Rescue
■ Desoto County Fire Rescue
■ Fernandina Beach Fire Rescue
We ore committed to providing excellent public service and safety to oil who live, work,and ploy in our vibrant, tropical, historic community.
Commission Memorandum
Request for Approval of Vehicles from FSA Contract Nos. 12-10-0905, 12-20-0905& 11-10-1202
Page 4 of 4
■ Islamorada Fire Rescue
■ Indian River County Fire Rescue
The Miami Beach Fire Department is currently only one of nine fire departments nationwide
that hold both Class 1 rating from the National Insurance Office and International
Accreditation from the Center for Public Safety Excellence. Achieving these ratings has
lowered the cost of fire insurance premiums for the residents of Miami Beach. The purchase
of the new equipment will allow the Fire Department to maintain the same number of
vehicles in its fleet and continue its Class 1 and International Accreditation ratings.
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 FSA contracts will require the waiver of competitive bidding
requirements by a 5/7th vote. Accordingly, this is a request for the City Commission to
approve utilizing the competitively awarded FSA Contracts 12-10-0905, 12-20-0905, and 11-
10-1202, for the purchase of those vehicles noted above.
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
5/7th vote, the formal competitive bidding requirement, finding such waiver to be in the best
interest of the City, and approve the purchase of six (6) vehicles at a total cost of $635,409,
from Florida Sheriffs Association Contract Numbers 12-10-0905 and 12-20-0905, and 11-
10-1202.
JLM/MT/k/A J., tlJC
T:\AGENDA\2013\June 5\Fleet-FSA Vehicle Purchase SUMM 2013-06-05.docx
We are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical, historic community.