C7Q-Utilize Florida Sheriffs Association Contract Purchase VehiclesCOMMISSION 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/th 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 Summary/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 51th 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.
Fmanc1allnformabon:
Source of
Funds:· 1
2
OBPI Total
Amount
Clerk's Office Le islative Trackin
MIAMI BEACH
384
Account
JL
AGENDA ITEM __ C_7_Q_
DATE 11-/1-/3
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miomi Beoch, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Me
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 5/7TH
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
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
385
Commission Memorandum-Sept. 11,2013
FSA Contract Vehicle & Equipment Purchases
Page 2 of2
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/ih 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, 12-1 0-0905, 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/?'h vote, the formal competitive bidding requirement, finding such waiver to be in the
best interest of the City.
JLM/~.fl/AD/JJF/JC T:\AG~3\September 11\Fieet-FSA Vehicle Purchases MEMO 2013-09-11,docx
We are com miffed to prowdm9 excellent public seNice and :;afety to all who live, work, and ploy in our vibrant, tropical, hiolaric community
386
RESOLUTION TO BE SUBMITTED
387