AGENDA MEMORANDUM

 

 

Meeting Date:           June 13, 2011

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Purchase Request and Bid Award for eight vehicles

 

 

Staff Recommendation:

Staff recommends approval of purchase request 43186 and award of Invitation to Bid (ITB) 110261 to the lowest bidders Mullinax Ford, Don Reid Ford, and Bartow Ford for a total amount of $201,550.00.

 

Background:

The Fleet Services Division has requested the purchase of eight [BR1] vehicles to replace existing motor pool vehicles assigned to various departments.

 

The vehicles requested are:

 

New Vehicle Information

Replaced Vehicle Information

Vehicle to Purchase

Low Bid Vendor

Location

Purchase Price

Assigned Dept.

Vehicle Being Replaced

Current

Mileage

2012 Ford Pick-up, 1 ½ Ton, 4-wheel drive

Mullinax Ford

Kissimmee, FL

$42,237.00

Gas

#520 2000

Ford F-450 Utility

104,300 mi

2012 Ford Pick-up, 1 ½ Ton, 4-wheel drive

Mullinax Ford

Kissimmee, FL

$42,237.00

Gas

#522 2000

Ford F-550 Utility

93,837 mi

2012 Ford Pick-up 3/4 Ton, 4-wheel drive

Don Reid Ford

Maitland, FL

$23,230.00

Electric

#489 2001

Ford Dodge Utility

94,689 mi

2012 Ford Pick-up, 3/4 Ton, 4-wheel drive

Don Reid Ford

Maitland, FL

$23,530.00

Electric

#492 1999

GMC 1 ton Utility

85,000 mi

2012 Ford Pick-up, 1/2 Ton, extended cab, 4-wheel drive

Mullinax Ford

Kissimmee, FL

$20,566.00

Meter

#194 2001

GMC Sonoma

95,000 mi

2012 Ford Pick-up, 1/2 Ton

Crew cab, 4-wheel drive

Mullinax Ford

Kissimmee, FL

$23,486.00

Electric

#498 2002

Chevy S-10

40,000 mi

(Bad Motor)

2012 Ford Focus Subcompact

Bartow Ford

Bartow, FL

$13,132.00

Electric

#920 2006

Ford Taurus

88,000 mi

2012 Ford Focus Subcompact

Bartow Ford

Bartow, FL

13,132.00

Fleet

#945 2002

 Dodge Durango

84,000 mi

 

To realize the most competition and allow local car dealers to participate, the Purchasing Division issued Invitation to Bid 110261 in lieu of piggybacking other competitively bid contracts such as the Florida Sheriffs Association bid award for equipment providing quantities and specifications of the vehicles to be purchased  A comparison of Florida Sheriffs Association contract pricing compared to City ITB 110261 low bid pricing is provided here for comparison.  Pricing is for vehicles equipped the same or similar as recommended award.

 

Vehicle Description

Florida Sheriffs Assoc.

City ITB 110261

Price Difference

(Savings)

Truck, 1-1/2 Ton Pick-up 4x4 (2 each)

$42,163.00

$42,237.00

$74.00

Truck, ¾ Ton, Utility Body,  4x4

$25,004

$23,230.00

($1,774)

Truck, ¾ Ton, Service Body,  4x4

$25,604

$23,530.00

($2,074)

Truck, ½ Ton Pick-up, Extended Cab, 4x4

$21,828.00

$20,566.00

($1,262)

Truck, ½ Ton Pick-up, Crew Cab, 4x4

$25,288.00

$23,486.00

($1,802)

Car, Sub-Compact, Focus (2 each)

$13,132.00

$13,132.00

-$0-

Total

($6,764.00)

  

The bid specifications were broad enough to allow bidding by dealers representing Ford, Chevrolet, GMC, and Dodge manufacturers.  Leesburg dealers received Invitation to Bid documents but only one bid from George Nahas Chevrolet in Wildwood was received.

 

The detailed bid tabulation is attached to this report for your review.

 

Procurement & Bid Analysis:

On May 2, 2011, the Purchasing Division issued ITB 110261 incorporating fleet services division prepared specifications for the purchase of 6 trucks and 2 sub-compact cars.  On May 19, 2011, four responses were received.

 

The bids received were evaluated by the Fleet Management and Purchasing Departments which resulted in a determination that the pricing submitted by Mullinax Ford on Items 1 and 3 to be the lowest; pricing submitted by Don Reid Ford on Item 2 to be the lowest while the lowest pricing for the two sub-compact vehicles was offered by the Bartow Ford.  

 

The original bid submitted by George Nahas Chevrolet of Wildwood indicated all truck orders must be placed by June 21, 2011.  During confirmation of bid prices received from George Nahas Chevrolet, staff was informed the cutoff for placing truck orders with Chevrolet had been moved up to June 1, 2011.  This caused their bids to be deemed non-responsive since the City could not meet the June 1, 2011 order deadline.

 

Options:

1.  Approve the purchase to the three vendors for the vehicles as listed; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

A total of $253,950.00 is budgeted and available in the 2011 fiscal year to replace the listed vehicles.  The total purchase cost of $201,550 will result in a budget versus actual savings of $52,400.00.

 

 


 

 

Submission Date and Time:    6/10/2011 12:42 PM____

Department: _Public Works/Fleet Services_

Prepared by:  _Mike Thornton_________                     

Attachments:         Yes____   No __X___

Advertised:   _X___Not Required ______                      

Dates:   _____May 1, 2011_____________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. ______JB__________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _001-5110-519.61-13__

 

Project No. __Fleet____________

 

WF No. ____WF0690036________

                     Jobs: 4,6,8,9,10,11,12,16    

 

Budget  ____$253,950.00________

 

Available ___$253,950.00________

 

 



 [BR1]Called Mike to find about 8th vehicle