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2013-28322 Reso RESOLUTION NO. 2013-128:322 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY MANAGER, OR HIS DESIGNEE, TO UTILIZE FLORIDA SHERIFFS ASSOCIATION (FSA) CONTRACT NUMBERS 12-20-0905, 12-10-09059 AND 11- 10-1202, OR THEIR SUCCESSOR CONTRACTS, FOR THE PURCHASE OF VEHICLES AND EQUIPMENT PREVIOUSLY APPROVED BY THE BUDGET PROCESS, THROUGH FISCAL YEAR 2013/14, WHEN THOSE CONTRACTS OFFER THE MOST COST COMPETITIVE OPTION; AND WAIVING BY 5/7T" VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY. 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 in 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, pursuant to Section 2-369 of the Miami Beach City Code, certain purchases from State contracts may be approved by the City Manager; and WHEREAS, since the City Code does not explicitly allow for purchase from the FSA, approval of purchases of vehicles and equipment from FSA Contract Numbers 12-10-0905 12- 20-0905, and 11-10-1202, or their successor contracts, will require the waiver of competitive bidding, by a 5/7 1h 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 approve and authorize the City Manager, or his designee, to utilize Florida Sheriffs Association Contract Numbers 12-10-0905, 12-20-0905, and 11-10-1202, or their successor contracts, for the purchase of vehicles and equipment previously approved by the budget process, through Fiscal Year 2013/14, when those contracts offer the most cost competitive option; and waiving by 5/7th vote, the formal competitive bidding requirement, finding such waiver to be in the best interest of the City. - _ -- --- -- PASSED AND ADOPTED THIS DAY OF 2013. ATTEST• .F. CIT CLERK MAYO' f T:AGENDA\201 e terll�r 11 l e X. c urchases RESO 2013-09-11.docx WCORP ORATED: APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION jZ ZA City Attoffi ey Date i COMMISSION ITEM SUMMARY Condensed Title: A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Approving And Authorizing The City Manager, Or His Designee, To Utilize Florida Sheriffs Association (FSA) Contract.. Numbers 12-20-0905, 12-10-0905, And 11-10-1202, Or Their Successor Contracts, For The Purchase Of Vehicles And Equipment Previously Approved By The Budget Process, Through Fiscal Year 2013/14, When Those Contracts Offer The Most Cost Competitive Option; And Waiving By 5/7`h Vote, The Formal Competitive Bidding Requirement, Finding Such Waiver To Be In The Best Interest Of The City. Key Intended Outcome Supported: Increase visibility of Police; Maintain crime rates at or below national trends; Improve cleanliness of MB rights- of-way; 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; Ensure well-maintained facilities; and Maintain City's infrastructure. Supporting Data (Surveys, Environmental Scan, etc.): Vehicles and equipment are replaced on an annual basis due to a combination of factors that include age, condition, and maintenance/repair/collision expenses. During FY 2012/13, such analysis resulted in the competitive purchase, utilizing FSA contracts, of twenty nine (29) vehicles and equipment valued at nearly$1.7 million. 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, 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. 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 5/7`h 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 vehicles and equipment previously approved by the budget process, through Fiscal Year 2013/14,when those contracts offer the most cost-competitive prices. Financial Information: Source of Amount Account Funds: ' 1 Appropriated funding for vehicles and equipment, previously approved by the budget process, through FY 2013/2014. 2 OBPI Total: City Clerk's Office Legislative Tracking: JCC Public Works,Ext.3601 Sign-Offs: Department Director Assistant City Manager .,City Manager ETC AD MT JLMLJ TAGENDA\2013\September 11\Fleet-FSA Vehicle Purchases SUMM 2013-09-11.docx AGENDA.ITEM C 70 AM' E SATE � 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 Me bers of the ity Commission FROM: Jimmy L. Morales, City Manager DATE: September 11, 2013 SUBJECT: A RESOLUTION OF THE MAYO AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, A ROVING AND AUTHORIZING THE CITY MANAGER, OR HIS DESIGNEE, TO UTILIZE FLORIDA SHERIFFS ASSOCIATION (FSA) CONTRACT NUMBERS 12-20-0905, 12-10-0905, AND 11- 10-1202, OR THEIR SUCCESSOR CONTRACTS, FOR THE PURCHASE OF VEHICLES AND EQUIPMENT PREVIOUSLY APPROVED BY THE BUDGET PROCESS, THROUGH FISCAL YEAR 2013/14, WHEN THOSE CONTRACTS OFFER THE MOST COST COMPETITIVE OPTION; AND WAIVING BY 5/7T" VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY. ADMINISTRATION RECOMMENDATION Approve purchases utilizing competitively-procured Florida Sheriffs Association (FSA) contracts to purchase vehicles and equipment when those contracts offer the most cost competitive option. FUNDING Appropriated funding for vehicles and equipment, previously approved by the budget process, through FY 2013/2014. 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 wftiich 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-Sept. 11, 2013 FSA Contract Vehicle&Equipment Purchases Page 2 of 2 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. 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 vehicles and equipment when those contracts offer the most cost-competitive prices. As part of the due diligence process by staff, vehicle pricing from both FSA and State contracts will be analyzed to determine the most cost-effective option. During FY 2012/13, such analysis resulted in the competitive purchase, utilizing FSA contracts, of twenty nine (29) vehicles and equipment valued at nearly $1.7 million. 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 authorize the City Manager, or his designee, to utilize Florida Sheriffs Association Contract Numbers 12-20-0905, 12-10-0905, and 11-10-1202, and/or their successor contracts, for the purchase of vehicles and equipment previously approved by the budget process, through Fiscal Year 2013/14, when those contracts offer the most cost competitive option; and waive by 5/7th vote, the formal competitive bidding requirement, finding such waiver to be in the best interest of the City. JLM/ /AD/JJF/JC T:\AGENDA 013\September 11\Fleet-FSA Vehicle Purchases MEMO 2013-09-11.docx We are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical, historic community.