2014-28727 Reso RESOLUTION NO. 2014-28727
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) CONTRACTS FOR THE PURCHASE OF VEHICLES AND
EQUIPMENT 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 for 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 instead of 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 Contracts will require a 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 of the City of
Miami Beach, Florida, hereby approve and authorize the City Manager, or his designee, to utilize
Florida Sheriff's Association Contracts for the purchase of vehicles and equipment, 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 16) DAY OF
ATTES
CITY CLERK••• .;!^ MAYOR
�, ` APPROVED AS TO
T:\AGENDA120141SeptemberlP�:b'�Wor \ �eii; Mr he �s ES02014-02014 /' FORM & LANGUAGE
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,•.. f �? City Attorney Date
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) Contracts For
The Purchase Of Vehicles And Equipment And Waiving, By 5/7th Vote, The Formal Competitive Bidding
Requirement, Finding Such Waiver To Be In The Best Interest Of The City.
Key Intended Outcome Supported:
Streamline the Delivery of Services Through All Departments; Ensure Expenditure Trends are Sustainable
Over the Long Term; Improve Cleanliness, City Beaches; and Enhance Beautification and Cleanliness of City
Owned Corridors.
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 2013/14, such analysis will have resulted in
the competitive purchase, utilizing FSA contracts, of (130) vehicles and equipment valued at approximately
$3.65 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 and expedited 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 competitively awarded FSA Contracts for the purchase
of vehicles and equipment, previously approved by the budget process, as a means of acquiring the required
vehicles in an efficient and cost-effective manner.
Financial Information:
Source of Amount Account
Funds: Appropriated funding for vehicles and equipment previously
approved by the budget process.
2
OBPI Total
City Clerk's Office Legislative Tracking:
JCC Public Works,Ext. 3601
Sign-Offs:
Department.Director AJACIffMftnt City Manager City Manager
ETC L/ AD M FiL
FAMECH ALL\CANO\COMMISSION ITEMS\Fleet- icle Purchases SUMM 2014-09-10.docx
1
M I AM I B EAC H AGENDA ITEM C 7�
DATE
NAIA&MIBEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members o the City mmission
FROM: Jimmy L. Morales, City Manager -� ��
DATE: September 10, 2014
SUBJECT: A RESOLUTION OF THE MAYOR ND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY
MANAGER, OR HIS DESIGNEE, TO UTILIZE FLORIDA SHERIFFS
ASSOCIATION (FSA) CONTRACTS FOR THE PURCHASE OF VEHICLES AND
EQUIPMENT 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.
FUNDING
Appropriated funding for vehicles and equipment previously approved by the budget
process.
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
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
Commission Memorandum-Sept. 10, 2014
FSA Contract Vehicle&Equipment Purchases
Page 2of2
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 and expedited 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 competitively awarded FSA Contracts for the purchase of vehicles and
equipment, previously approved by the budget process, as a means of acquiring the
required vehicles in an efficient and cost-effective manner.
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 2013/14,
such analysis will have resulted in the competitive purchase, utilizing FSA contracts, of(130)
vehicles and equipment valued at approximately $3.65 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 Contracts for the
purchase of vehicles and equipment and waive, by 5/7th vote, the formal competitive bidding
requirement, finding such waiver to be in the best interest of the City.
JLM/MT/ C/AD/JJF/JC
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