C2E-Approve Purchase Several Vehicles Pursuant To Florida Sheriffs Association CCOMMISSION ITEM SUMMARY
Condensed Title·
Request For Approval To Purchase One (1) 2013 International Durastar Truck With A TCM425 HD
Industries Pot Hole Patcher, In The Amount Of $ 148,870.00, And One (1) 2013 International 7400
Sixteen (16) Cubic Yard Dump Truck, In The Amount Of $115,183.00, From Rechtien International
Trucks; And One (1) 2013 John Deere 544K Wheel Loader, In The Amount Of$ 132,504.00, From
Nortrax Inc., Pursuant To Florida Sheriffs Association Contract No. 12-1 0-0905; And One (1) Tennant
ATLV 4300 Sweeper, In The Amount Of $35,013.99, From Tennant Sates And Service Company,
Pursuant To Florida State Contract No. 365-001-11-1.
Key Intended Outcome Supported:
Maintain City's infrastructure; Increase satisfaction with family recreational activities; Ensure well-
maintained facilities; and Increase community satisfaction with City government.
Supporting Data (Surveys, Environmental Scan, etc.):
The three (3) vehicles being replaced have exceeded their life expectancy and currently average 5.6
years, or 94% beyond their originally projected replacement date, with maintenance, repair, and accident
expenses to date, as a percent of vehicle and equipment original acquisition cost, averaging 67%.
Item Summary/Recommendation:
The Fleet Management Division provides vehicles and equipment for all City of Miami Beach departments
and divisions. Vehicle replacement considerations are based on a combination of factors that include age,
condition, maintenance/repair/collision expenses, and operating environment. 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 various statewide agencies, for use by public safety agencies and
political subdivisions in the State. Once vehicles reach planned replacement, they are 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 has detailed maintenance and fuel
records on each vehicle/equipment during its life cycle.
The Fleet Management Division recommends the purchase of one (1) 2013 International Durastar
truck with a TCM425 HD Industries pot hole patcher, in the amount of $148,870.00, and one (1) 2013
International 7400 sixteen (16) cubic yard dump truck, in the amount of $115,183.00, from Rechtien
International Trucks; and one (1) 2013 John Deere 544K wheel loader, in the amount of$ 132,504.00,
from Nortrax Inc., pursuant to Florida Sheriffs Association Contract No. 12-10-0905. We also recommend
the purchase of one (1) Tennant ATLV 4300 sweeper, in the amount of $35,013.99, from Tennant Sales
and Service Company, pursuant to Florida State Contract No. 365-001-11-1.
THE ADMINISTRATION RECOMMENDS THAT THE MAYOR AND THE CITY COMMISSION APPROVE THE
PURCHASE OF VEHICLES LISTED HEREIN THROUGH THE REFERENCED FSA AND STATE CONTRACTS.
Fmanctal Information·
Source of Amount Account
Funds: ...-<1 1 $148,870.00 Fleet Management FY 2011/12 Vehicle/Equipment
Replacement-510-1780-000673
~)(~ 2 $247,687.00 Fleet Management FY 2012/13 Vehicle/Equipment
Replacement -51 0-6173-000673
'---"""'" /\'<~ 3 $35,013.99 Pay As You Go Capital -Flamingo Park Madvac System -
~02-6164-00067 4
OBPI Total $431,570.99
City Clerk's Office Legislative Tracking:
JCC Public Works, Ext. 3601
Sign-Offs: \
Depar1aJ..ent Director .r1A._ssistant City Manager I I C~y Manager
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T:\AGENDA\2013\0ctober 16\Fieet • FSA & State Pu!Qel"...,t013·10·16 SUMM.docx -
MIAMI BEACH
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AGENDA ITEM _C_,_E. __
DATE /o~tb-t3
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, vvww.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and
DATE: October 16, 2013
SUBJECT: REQUEST FOR APPROVAL T PURCHASE ONE (1) 2013 INTERNATIONAL
DURASTAR TRUCK WITH A TCM425 HD INDUSTRIES POT HOLE PATCHER,
IN THE AMOUNT OF $ 148,870.00, AND ONE (1) 2013 INTERNATIONAL 7400
SIXTEEN (16) CUBIC YARD DUMP TRUCK, IN THE AMOUNT OF $115,183.00,
FROM RECHTIEN INTERNATIONAL TRUCKS; AND ONE (1) 2013 JOHN
DEERE 544K WHEEL LOADER, IN THE AMOUNT OF $ 132,504.00, FROM
NORTRAX INC., PURSUANT TO FLORIDA SHERIFFS ASSOCIATION
CONTRACT NO. 12~10-0905; AND ONE (1) TENNANT ATLV 4300 SWEEPER,
IN THE AMOUNT OF $35,013.99, FROM TENNANT SALES AND SERVICE
COMPANY, PURSUANT TO FLORIDA STATE CONTRACT NO. 365-001-11-1.
ADMINISTRATION RECOMMENDATION
Approve purchases utilizing competitively procured Florida Sheriffs Association (FSA} and
State of Florida contracts to purchase vehicles and equipment.
FUNDING
Funding for vehicles and equipment, previously approved by the budget process, through
FY 2012/2013.
• Account No. 510-1780-000673:
• Account No. 510-6173-000673:
• Account No. 302-6164-000674:
BACKGROUND AND ANALYSIS
$148,870.00
$247,687.00
$35,013.99
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 Corpmission 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,
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Commission Memorandum-Oct. 16, 2013
FSA & State Contract Vehicle & Equipment Purchases
Page2 of2
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 various statewide agencies, for use by public safety
agencies and political subdivisions in the State. 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.
Once vehicles reach planned replacement, they are physically inspected. All vehicle
information (age, mileage/hours, maintenance cost, depreciation value, residual value,
accident record and overall condition) is reviewed and 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 has detailed
maintenance and fuel records on each vehicle/equipment during its life cycle.
One (1) 2013 International Dura star truck with a TCM425 HD Industries pot hole patcher, in
the amount of $148,870.00, and one (1) 2013 International 7400 sixteen (16) cubic yard
dump truck, in the amount of $115,183.00, from Rechtien International Trucks; and one (1)
2013 John Deere 544K wheel loader, in the amount of$ 132,504.00, from Nortrax Inc., will
be purchased pursuant to Florida Sheriffs Association Contract No. 12-10-0905. One (1)
Tennant ATLV 4300 sweeper, in the amount of $35,013.99, from Tennant Sales and Service
Company, is an addition and will be purchased pursuant to Florida State Contract No. 365-
001-11-1. The vehicles being replaced, shown in the table below, have exceeded the
established criteria for replacement.
Life-To-Date Projected Maintenance, Acquired Veh# Dept Year Repairs & Date Replacement Condition
Accidents Date
4535 0840 2002 $91,515 1/10/2002 1/10/2008 Poor
4529 0840 2002 $42,372 10/9/2001 10/9/2007 Poor
0548 0940 2001 $45,557 8/17/2001 8117/2007 Auctioned
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 approve
the purchase of one (1) 2013 International Durastar truck with a TCM425 HD Industries pot
hole patcher, in the amount of $148,870.00, and one (1) 2013 International 7400 sixteen
(16) cubic yard dump truck, in the amount of $115,183.00, from Rechtien International
Trucks; and one (1) 2013 John Deere 544K wheel loader, in the amount of$ 132,504.00,
from Nortrax Inc., pursuant to Florida Sheriffs Association Contract No. 12-1 0-0905; and one
(1) Tennant ATLV 4300 sweeper, in the amount of $35,013.99, from Tennant Sales and
Service Company, pursuant to Florida State Contract No. 365-001-11-1.
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T:\AGENDA\2013\0ctober 16\Fieet-FSA & State Purchases· 2013-10-16 MEMO docx
We me co•nmitted to providing excellent public service and sale.y Ia all who live, work. and play 1n our vibrant, troprcal, lmtoric cornrnumy.
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