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Item No:                    5H.

 

Meeting Date:           April 8, 2013

 

From:                          Mike Thornton, Purchasing Manager for

                                    DC Maudlin, Acting Public Works Director

 

Subject:                      Purchase request by Fleet Services for the purchase of nine Dodge Charger Police Pursuit Vehicles.

 

 


Staff Recommendation:

Staff recommends approval of the purchase request for nine 2013 Dodge Charger Police Pursuit Vehicles (PPV) to Maroone Chrysler Dodge Jeep Ram of Pembroke Pines for a total amount of $190,719.00.

 

Analysis:

This purchase is for the replacement of nine marked police patrol cars.  Fleet Services has completed evaluation of the FY 13 vehicle replacement list using the vehicle condition assessment process and score sheet, approved by the Commission during the August 2, 2012 budget workshop. The condition assessment score is based on evaluation of five operational criteria: (1) age and mileage by type of service, (2) reliability, (3) cost to maintain, (4) overall condition, and (5) mission criticality. The replacement criteria recommends replacing vehicles with a score higher than 38 in the next budget cycle and those with scores of 34-38 in one of the next two budget cycles.

 

Based on the results of vehicle condition assessments performed by Fleet personnel during the first quarter of FY13, Fleet recommends replacing 7 of the 11 patrol cars on the FY13 vehicle replacement list.  Two cars on the list, units 8026 and 8033, were replaced in the FY 12 budget process to avoid unreasonable repair costs (unit 8026 - engine went bad, unit 8033 - transmission went out).  Two cars, units 8023 and 8030 scored 34 and 33 respectively on the condition assessment and therefore did not meet the replacement criteria.  The condition assessment sheets for each vehicle are summarized in Table 1.

 

In addition, two patrol cars, units 8040 and 8014 were not on the FY 13 replacement list; however, these vehicles scored 37 and 35 with 105,619 and 96,669 miles respectively on the condition assessment. The Police Department requested that they be replaced this year and Fleet concurs.

The base price quoted by Maroone is $21,191.00 per vehicle. In addition to the vehicle purchase cost, Fleet installs police equipment such as light bars, accessory lights, equipment racks, center console, rear transport seat, back seat partition, and exterior police markings/decals.   These items cost approximately $5,015.00 per car and set the total cost to put a new patrol car into service at $26,206.00.  The estimated total cost to put these nine vehicles into service is $235,854.00.  Items such as dashboard cameras, radios and computer equipment are reused from the patrol car being replaced.

The vehicles turned in are sent to auction. Historically, the City receives approximately $1,700 for a patrol car with an operational drive train. Staff estimates receiving $15,300 from the sale of the surplus.

In summary, the FY 13 vehicle replacement budget includes $286,792.00 for replacement of 11 police patrol cars. Based on the results of vehicle condition assessments, Fleet recommends replacing nine vehicles. Proceeds from auctioning the old vehicles will offset the expenditure, reducing the total expense to replace the nine cars to $220,554.00. This recommendation has been coordinated with the Police Department.

Table 1 – List of Vehicles to be Replaced

 

Unit

Number

Year

Odometer Reading

Description

Replacement

Budget

Condition Assessment

Score

Fleet

Comments

8022

2004

119,315

Crown Vic –Patrol Car

$26,072

39

Replace

8024

2004

102,787

Crown Vic –Patrol Car

$26,072

36

Replace

8025

2004

114,621

Crown Vic –Patrol Car

$26,072

37

Replace

8027

2004

104,828

Crown Vic –Patrol Car

$26,072

37

Replace

8028

2004

N/A

Crown Vic –Patrol Car

$26,072

Gone

Replace

8029

2004

107,790

Crown Vic –Patrol Car

$26,072

35

Replace

8031

2004

101,648

Crown Vic –Patrol Car

$26,072

36

Replace

8014

2004

96,669

Crown Vic –Patrol Car

$26,072

35

Replace

8040

2005

105,619

Crown Vic –Patrol Car

$26,072

37

Replace

 

 

Procurement Analysis:

On March 21, 2013 the Purchasing Division issued Invitation to Bid (ITB) 130331.  The bid was posted on-line and distributed directly to two local vendors, Bill Bryan Chrysler Dodge Jeep located in Fruitland Park; and Advantage Dodge in Mount Dora.  The timeline for the procurement cycle did not permit advertising in the newspaper.  The order deadline with the manufacturer, Chrysler, is April 30, 2013.

 

On March 29, 2013 two bid responses were received and are shown in the attached Final Bid Tabulation.  Garber Chrysler Dodge Truck, Inc. of Green Cove Springs, Florida has been determined to be the lowest responsive and responsible bidder.  The City’s Local Vendor Preference Policy was applied to the bid response received from Bill Bryan Chrysler Dodge Jeep.  It did not result in them being the low bidder.  Their bid was $1,338.50 per unit higher or a total $12,046.50 higher on the purchase of all nine cars.

 

Each year the Florida Sheriffs Association conducts comprehensive and competitive bid for the purchase of vehicles and equipment.  The City may use this contract as a source for the purchase of its vehicles, police pursuit vehicles in this instance.  The FSA awards vehicles to dealers based on region.  The awarded Dodge dealer for our region is Maroone Chrysler Dodge Jeep Ram of Pembroke Pines.  The City solicited a price quote from Maroone.  The FSA contract price equipped as required by the City is $21,191.00.  That price is $1,553.00 lower per car, $13,977.00 total, than the low bidder in ITB 130331.

 

The ITB document contains the following clause related to more favorable contract pricing.

 

11.       Favorable Pricing – The City reserves the right to cancel the solicitation and order from any existing contracts available to the City if pricing on those contracts are more favorable than pricing offered by the lowest responsive and responsible bidder in response to this solicitation.

 

Staff has cancelled the ITB and recommends the nine cars be purchased from Maroone using the Florida Sheriffs Association bid award #12-10-095 & #12-20-905.  The price quote is attached for your review.

 

Options:

1.  Approve the purchase request and bid award to Garber Chrysler Dodge Truck, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

The Fiscal Year 2013 Fleet Replacement budget has $286,792.00 designated for the replacement of 11 police patrol cars.  This purchase will leave a balance of $50,938.00.

 

The sale proceeds from the cars removed from service as surplus is estimated to be $15,300.00.

 

 

Submission Date and Time:    4/3/2013 4:11 PM____

 

Department: _Public Works_________

Prepared by:  _Mike Thornton________                     

Attachments:         Yes____   No ______

Advertised:   ____Not Required __XX___                     

Dates:   __________________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _510-5199-519.64-13__

 

Project No. __FLEET___________

 

WF No. __Listed in Req. #45576__

 

Budget  ___$286,792.00_________

 

Available ___$286,792.00_______