C7R-Approve To Utilize FSA Contracts For Purchase Of Vehicles And EquipmentCOMMISSION 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
irement, Findinq Such Waiver To Be ln The Best lnterest Of The Ci
Key lntended Outcome Supported:
Streamline the Delivery of Services Through All Departments; Ensure Expenditure Trends are Sustainable
Over the Long Term; lmprove Cleanliness, City Beaches; and Enhance Beautification and Cleanliness of City
Owned Corridors.
Supporti n g Data (Su rveys, Envi ronmental 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 2013114, such analysis will have resulted in
the competitive purchase, utilizing FSA contracts, of (130) vehicles and equipment valued at approximately
.65 million.
Item Summary/Recommendation :
The Fleet Management Division ("Fleet Management") provides vehicles and equipment for all City of Miami
Beach departments and divisions. ln 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 517'n 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 lnformation:
Source of
Funds:
Amount Account
1
Appropriated funding for vehicles and equipment previously
aooroved bv the budqet process.
OBP!
2
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City of Mioml Beoch. 1700 Convention Center Drive, Miqmi Beoch, Floridq 33139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members
FRoM: Jimmy L. Morales, City Manager
DATE: September 10,2014
,.1
SUBJECT: A RESOLUTION OF THE MAYON hruO CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY
MANAGER, OR HIS DESIGNEE, TO UTILIZE FLORIDA SHERIFFS
ASSOCIATTON (FSA) CONTRACTS FOR THE PURCHASE OF VEHTCLES AND
EQUIPMENT AND WAIVING, BY 5/7TH VOTE, THE FORMAL COMPETTTTVE
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.
BAGKGROUND AND ANALYSIS
The Fleet Management Division ("Fleet Management") provides vehicles and equipment for
all City of Miami Beach departments and divisions. ln 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
354
Commission Memorandum - Sept. 10, 2014
FSA Contract Vehicle & Equipment Purchases
Page 2 of 2
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 5l7th 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 2013114,
such analysis will have resulted in the competitive purchase, utilizing FSA contracts, of (130)
vehicles and equipment valued at approximately $3.65 million.
CONCLUS!ON
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 5t7th vote, the formal competitive bidding
requirement, finding such waiver to be in the best interest of the City.
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F:\MECH\$A'EL\CANO\COMMISSION ITEMS\Fleet - FSA Vehicle Purchases MEMO 2014-09-10.docx
355
RESOLUTION TO BE SUBMITTED
356