C2D-Request For Approval Purchase Several EquipmentCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Purchase One (1) Vactron From Vac-Tron Equipment LLC Pursuant To GSA Contract No.
GS-07F-0700N In The Amount Of $43,159.00, One (1) Nissan Forklift, One CAT Backhoe, One (1) Genie Aerial
Work Platform From Kelly Tractor, One (1) Freightliner M2 Chassis With Options From Atlantic Truck Center,
PursuantTo Florida State Contract No. 11-19-0907 In The Amount Of $228,361.00 And One (1) JLG Scissor Lift
From Grainger, Pursuant To Florida State Contract No. 450-000-11-ACS In The Amount Of $12,490.00.
Key Intended Outcome Supported:
Ensure well Maintained Facilities, Maintain Miami Beach Public Areas and Rights of Way Citywide, Maintain
City's Infrastructure.
Supporting Data (Surveys, Environmental Scan, etc.):
82.7% of Residents and 85% of businesses rated the appearance and maintenance of the City's public
buildings as excellent or good. 83% of residents and 81% of businesses rated landscape maintenance in
riQhts of way and public areas as excellent or good.
Issue:
Shall the Mayor and City Commission approve the purchase?
Item Summary/Recommendation:
The Freightliner M2 chassis with options is an approved budgeted replacement in fiscal year 11/12 and will be funded
by the Fleet Management Fund Capital Account No. 510-1780-000673. This equipment will be used by the Parks
Greenspace Dept. for the removal of debris. The Nissan Lift Truck, Genie Scissor Lift and JLG Scissor lift are
approved budgeted replacements in fiscal year 11/12 and will be funded by the Convention Center Fund Capital
Account No. 440-6039-000673. This equipment will be used for the maintenance of the Convention Center. The
CAT backhoe is an approved budgeted replacement in fiscal year 11/12 and will be funded by the Public Works
Water and Sewer Fund Account No. 425-0420-000673. This equipment will be used for excavation, installation and
repair of force mains, gravity mains and laterals. The Vactron was budgeted in FY 2011/12 by the Property
Management Fund Capital Account No. 520-1720-000674 and by the RDA City Center Operations Fund Capital
Account No. 168-9964-00067 4, this equipment will be used to remove and discard sand from the drainage system
along the beach.
The Administration recommends approving the purchase.
Advisory Board Recommendation:
j n/a
Financial Information:
Source of Amount Account
Funds: 1 $111 '706.00 510-1780-000673 Fleet Management Fund Capital
Account (*)
2 $ 79,500.00 425-0420-000673 Public Works Water and Sewer Fund
rr(i/· Account
3 $ 49,645.00 440-6039-000673 Convention Center Fund Capital
Account
4 $ 25,659.00 520-1720-00067 4 Property Management Fund Capital
Account
5 $ 17,500.00 168-9964-00067 4 RDA City Center Operations Fund
Account
OBPI Total $284,010.00
Financial Impact Summary: *Funding is previously appropriated in the City's FY 2011/12 Capital
Budget and is planned to be reimbursed by an equipment loan.
Clerk's Office Le islative Trackin :
Jay Fink, Assistant Public Works Director. Ext: 6319
Si n-Offs:
Department Director Manager
MIAMI BEACH
55
City Manager
KGB
AGENDA ITEM _C_:2._D=-_
DATE 7-/9-Jc_
lD MIAMI BEACH ""="
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members of the City Commission
Kathie G. Brooks, City Manager /~ h(_
July 18,2012 /
REQUEST FOR APPROVAL TO PURCHASE ONE (1) VACTRON FROM VAC-TRON
EQUIPMENT LLC PURSUANT TO GSA CONTRACT NO. GS-07F-0700N IN THE
AMOUNT OF $43,159.00, ONE (1) NISSAN FORKLIFT, ONE CAT BACKHOE, ONE (1)
GENIE AERIAL WORK PLATFORM FROM KELLY TRACTOR, ONE (1) FREIGHTLINER
M2 CHASSIS WITH OPTIONS FROM ATLANTIC TRUCK CENTER, PURSUANT TO
FLORIDA STATE CONTRACT NO. 11-19-09071N THE AMOUNT OF $228,361.00 AND
ONE (1) JLG SCISSOR LIFT FROM GRAINGER, PURSUANT TO FLORIDA STATE
CONTRACT NO. 450-000-11-ACS IN THE AMOUNT OF $12,490.00.
ADMINISTRATION RECOMMENDATION
Approve the purchase.
FUNDING
*Funding is previously appropriated in the City's FY 2011/12 Capital Budget and is planned to be
reimbursed by an equipment loan.
$111,706.00 Funding is available from the Fleet Management Fund Account No. 510-
1780-000673.
$ 79,500.00 Funding is available from the Public Works Water and Sewer Fund Account
No. 425-0420-000673.
$ 49,645.00 Funding is available from the Convention Center Fund Capital Account No.
440-6039-000673.
$ 25,659.00 Funding is available from the Property Management Fund Capital Account
No. 520-1720-000674.
$ 17,500.00 Funding is available from the RDA City Center Operations Fund Capital
Account No. 168-9964-000674.
ANALYSIS
The Nissan lift truck, Genie scissor lift, Freightliner M2 chassis, and CAT backhoe are
recommended to be purchased pursuant to Florida State Contract No. 11-19-0907. The Vactron is
recommended to be purchased pursuant to General Services Administration Contract No. GS-07F-
56
Commission Memorandum-Feet Vehicles-Memo
July 18, 2012
0700N. The JLG Scissor Lift is recommended to be purchased pursuant to Florida State Contract
No. 450-000-11-ACS.
Florida State Contract No.11-19-0907 Base Price MSRP As Ordered
Nissan Lift Truck $21,676.00 $ 30,965.00 $ 23,900.00
Genie Scissor Lift $18,142.00 $ 22,965.00 $ 13,255.00*
Freightliner M2 Chassis $33,322.00 $104,812.00 $111,706.00
CAT Backhoe $70,094.00 $101,080.00 $ 79,500.00
GSA Contract No. GS-07F-0700N Base Price MSRP As Ordered
Vactron $43,159.00 $50,080.00 $ 43,159.00
Florida State Contract No. 450-000-11-ACS Base Price MSRP As Ordered
JLG Scissor Lift $12,490.00 $18,750.00 $ 12,490.00
.. *less add1t1onal discount
The Freightliner M2 Chassis with options is a approved budgeted replacement in fiscal year 11/12
and will be funded by the Fleet Management Fund Capital Account No. 510-1780-000673. This
vehicle will be used by the Parks Greenspace Dept. for safely removing and transporting the debris
generated by tree trimming and other landscape projects. The Nissan Lift Truck, Genie Scissor Lift
and JLG Scissor Lift are approved budgeted replacements in fiscal year 11/12 and will be funded by
the Convention Center Fund Capital Account No. 440-6039-000673. This equipment will be used
for maintaining the Convention Center. The CAT Backhoe is an approved budgeted replacement in
fiscal year 11/12 and will be funded by the Public Works Water and Sewer Fund Account No. 425-
0420-000673. This equipment will be used for excavation, installation and repair of force mains,
gravity mains and laterals. The Vactron was budgeted in FY 2011/12 by the Property Management
Fund Capital Account No. 520-1720-000674 and the RDA City Center Operations Fund Capital
Account No. 168-9964-00067 4, this equipment will be used to safely remove and discard sand from
the drainage system along the beach.
BACKGROUND
In the typical Fleet Management vehicle replacement process, all vehicles and equipment are
scheduled for review and or replacement based on a pre-determined schedule using the average
life expectancy based on industry standards and type of service for which the vehicle/equipment is
being used. Each year the Fleet Management capital budget for replacements is adjusted in
accordance with the schedule.
Once the vehicle reaches its planned replacement, the vehicle/equipment is physically inspected. All
information related to the vehicle is reviewed i.e. age, mileage/hours, maintenance cost,
depreciation value, residual value, accident record and overall condition are taken into consideration
to determine whether the vehicle should be replaced or can safely remain in the fleet for an
additional time period and still be cost effective to maintain. Fleet Management and the Convention
Center has detailed maintenance and fuel records on each vehicle/equipment during its life cycle.
The vehicles to be replaced, as listed, have met or exceeded the established criteria for
replacement.
57
Commission Memorandum-Feet Vehicles-Memo
July 18, 2012
Veh# Dept Year Make Model Mileage/Hours
0650 0420 2001 Case 590SM 3.485 hours
0057-9 0441 1989 Yale GC50RD 1,324 hours
0571 0940 2000 Sterling L7500 38.444
0526 0940 2004 Morbark Tornado 600 hours
Life to Date Condition Maintenance
$63,248.00 Poor
$7,878.00 Poor
$40,274.00 Poor
$10.400.00 Poor
Criteria for replacement of vehicles are based on age, mileage, maintenance, engine hours (one engine hour idling = 35
miles), and overall condition of the vehicle. The life to date maintenance includes all costs associated with the vehicle,
including, but not limited to, repairs, routine maintenance, accidents and other damage.
In preparing the annual fleet acquisitions list, Fleet Management analyzes piggyback contract pricing
when such contracts are available and within the guidelines of the City Procurement Policy. The
analysis of the State wide contracts is critical as this review affects the decision to use the contracts
or pursue a separate bid. Historically, and again in this fiscal year, the review indicates that use of
the large State wide contracts is much more advantageous to the City than bidding on our own.
When the Contracts are compared to the manufacturer's suggested retail price (MSRP), the pricing
historically and also in this year, is significantly lower because certain Fleet dealers, usually high
volume factory recognized, receive a "price concession" from the vehicle manufacturers when
bidding on government contracts.
One of the primary contracts that we have historically accessed is the Florida Sheriffs Association
(FSA) Florida State Contract. FSA "request for bid" is sent to over 20 dealers throughout the state
for police vehicles. The results are a 2,000 page contract document which covers everything from
A TV's, motorcycles, police cars, rescues to waste haulers. Police and Fire Apparatus being the bulk
of the contract. This contract is a good example where the City benefits from the aggregate
purchasing power of FSA, which are over 6,000 units statewide annually.
CONCLUSION
Request for approval to purchase one (1) Vactron from Vac-Tron Equipment LLC pursuant to GSA
Contract No. GS-07F-0700N in the amountof$43, 159.00, one (1) Nissan forklift, one CAT backhoe,
one (1) Genie aerial work platform from Kelly Tractor, one (1) Freightliner M2 chassis with options
from Atlantic Truck Center, pursuant to Florida State Contract No. 11-19-0907 in the amount of
$228,361.00 and one (1) JLG scissor lift from Grainger, pursuant to Florida State Contract No. 450-
000-11-ACS in the amount of $12,490.00.
JGG/FHB/JJF/JC/JVD.
T:\AGENDA\2012\July 18\Consent\July 18.2012 Fleet Vehicles. doc
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