AGENDA MEMORANDUM

 

 

Meeting Date:           May 10, 2010

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Purchase request 42307 for the purchase of seven 2010 Ford Crown Victoria patrol vehicles

 

 

Staff Recommendation:

Staff recommends approval of purchase request 42307 to Don Reid Ford for the purchase of seven 2010 Ford Crown Victoria patrol vehicles for a total cost of $151,193.00.

 

Analysis:

The Fleet Services Division requested the purchase of seven (7) model year 2010 Ford Crown Victoria patrol vehicles as replacements for existing patrol vehicles.  This purchase will cause seven aging vehicles that have higher than average maintenance and operation costs to be removed from the fleet and disposed of at auction.

 

Fleet Services originally budgeted $97,920 for the replacement of unit #426, a semi tractor assigned to the Electric Department.  Fleet will refurbish/rebuild the existing unit for approximately $8,000, in lieu of purchasing a new truck.  This will result in a savings of $89,920 for this vehicle.  Fleet also budgeted $48,640 for the purchase of a new trencher for the Gas Department replacing unit #568.  The Gas Department will continue to use the trencher they currently have.  The Electric Department also has a newer trencher Gas can borrow, if necessary.  Lower actual usage of the truck and trencher has eliminated the need for their replacement with new equipment.  By refurbishing #426 and deferring the replacement unit #568, Fleet has identified $138,560 in available funds for this purchase. 

 

Vehicles Being Replaced

 

Unit No.

Vehicle Year & Model

Current Miles

0830

2003 Ford Crown Victoria

97,130

0854

2003 Ford Crown Victoria

99,935

0859

2002 Ford Crown Victoria

74,815

0882

2002 Ford Crown Victoria

60,972

0883

2002 Ford Crown Victoria

67,883

0885

2002 Ford Crown Victoria

71,205

0886

2002 Ford Crown Victoria

75,671

 

 

The Purchasing Division issued Invitation to Bid 100231 soliciting interested dealers to provide seven new Ford Crown Victoria patrol vehicles as specified.  Four bid responses were received and are summarized here.

 

Dealer Name / Location

Unit Price

Unit Price Diff. from Low

Total Price

Don Reid Ford

Maitland, FL

$21,599.00

$0.00

$151,193.00

Garber Ford

Green Cove Springs, FL

$22,036.00

$437.00

$154,252.00

Bartow Ford

Bartow, FL

$22,218.00

$619.00

$155,526.00

Mike Davidson Ford

Jacksonville, FL

$23,324.00

$1,725.00

$163,268.00

 

 

Options:

1.  Approve the bid award and purchase to Don Reid Ford for a total amount of $151,193.00; or

2.  Such alternative action as the Commission may deem appropriate

 

 

Fiscal Impact: 

As described in the analysis section, $138,560 is available from re-evaluating budgeted vehicle purchases.  The additional $12,633 will come from savings on prior budgeted vehicle purchases.

 

Submission Date and Time:    5/10/2010 5:04 PM____

 

Department: _Public Works / Fleet_____

Prepared by:  _Mike Thornton______                     

Attachments:         Yes____   No __X____

Advertised:   _X__Not Required ______                     

Dates:   April 11, 2010________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. _______JB_________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _001-5110-519.64-13__

 

Project No. __FLEET___________

 

WF No. _WF00635052__________                     

       Jobs:  10,11,12,13,14,15,16

 

Budget  ____$675,098___________

 

Available ___$195,092____________