 |
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________
|
