AGENDA MEMORANDUM

 

 

Meeting Date:           October 11, 2010

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Purchase request 42917 for the purchase of ten 2011 Ford Police Pursuit Vehicles

 

 

Staff Recommendation:

Staff recommends approval of purchase request 42917 to Don Reid Ford of Maitland for the     purchase of ten 2011 Ford Police Pursuit Vehicles for a total cost of $215,990.00.

 

Analysis:

The Fleet Services Division requested the purchase of ten 2011 model year Ford Police Pursuit Vehicles (PPV) as replacements for existing patrol vehicles.  This purchase will cause 10 aging vehicles having higher than average maintenance and operating costs to be removed from the fleet and disposed of at auction.

 

Fleet Services will fund the purchase of seven units from 2010 equipment replacement savings.  The additional three vehicles are budgeted in the 2011 fiscal year for replacement.  The purchase of seven  units was presented to commission on May 10, 2010, at which time the Commission voted to defer the purchase.

 

 

VEHICLE REPLACEMENT LISTING

 

Unit No.

Vehicle Year & Model

Current Miles

809*

2003 Ford PPV

85,700

830

2003 Ford PPV

102,568

854

2003 Ford PPV

102,611

812

2003 Ford PPV

80,298

8016

2004 Ford PPV

93,962

8014

2004 Ford PPV

86,458

8021

2004 Ford PPV

90,612

8022

2004 Ford PPV

99,149

8024

2004 Ford PPV

84,407

8025

2004 Ford PPV

89,494

*This unit was totaled in an accident.

 

The replacement list presented is subject to change depending on current vehicle conditions when the new vehicles are received in approximately 5-6 months.  If an unlisted vehicle begins to experience greater maintenance costs or significant problems then it may be moved into the list replacing one of those listed.  Fleet Services works closely with the Police Department to determine which vehicles are the best candidates for replacement.

 

The Purchasing Division issued Invitation to Bid 100231 on April 8, 2010 soliciting interested dealers to provide seven new Ford PPVs as specified.  Four bid responses were received and are summarized here.

 

 

SUMMARY OF ORIGINAL BIDS

 

Dealer Name / Location

Unit Price

Unit Price

Diff. from Low

Don Reid Ford

Maitland, FL

$21,599.00

$0.00

Garber Ford

Green Cove Springs, FL

$22,036.00

$437.00

Bartow Ford

Bartow, FL

$22,218.00

$619.00

Mike Davidson Ford

Jacksonville, FL

$23,324.00

$1,725.00

 

In lieu of issuing another Invitation to Bid, the Purchasing Division has confirmed with Don Reid Ford they will honor the $21,599.00 price previously bid for 2011 model year vehicles.  Orders must be placed prior to the manufacturers’ cutoff of October 31, 2010.

 

Options:

1.  Approve the purchase to Don Reid Ford for $215,990.00; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

The total cost of this purchase is $215,990.00.  Fiscal year 2009-10 included $151,193 of available Fleet Replacement Funds which were to be used to purchase seven of the (10) Police vehicles, these funds will have to the rolled over to Fiscal Year 2010-11.  The balance of $64,797 for three police vehicles was included in the fiscal year 2010-11 fleet services equipment replacement budget.

 

Submission Date and Time:    10/8/2010 5:19 PM____

Department: _Public Works___________

Prepared by:  _Mike Thornton_______                     

Attachments:         Yes____   No __X__

Advertised:   ____Not Required __X___                     

Dates:   __________________________                     

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__

 

WF No. _____WF00690036______

     Jobs:            18,19,20__________

 

Budget  ______$215,990_________

 

Available _____$215,990__________