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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.
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VEHICLE REPLACEMENT LISTING
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Unit No. |
Vehicle Year & Model |
Current Miles |
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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.
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SUMMARY OF ORIGINAL BIDS
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Dealer Name / Location |
Unit Price |
Unit Price Diff. from Low |
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Don Reid Ford Maitland, FL |
$21,599.00 |
$0.00 |
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Garber Ford Green Cove Springs, FL |
$22,036.00 |
$437.00 |
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Bartow Ford Bartow, FL |
$22,218.00 |
$619.00 |
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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____
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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__________ |