AGENDA MEMORANDUM

Meeting Date:           January 28, 2008

From: Mike Thornton, Purchasing Manager

Subject:                      Purchase of new and replacement vehicles for the Public Works Department using the Florida Sheriffs Association vehicle contract

Staff Recommendation:

Staff recommends approval of purchase of the listed replacement and new vehicles from the Florida Sheriffs Association vehicle contract for $327,123.

Analysis:

The Public Works Department Fleet Division has identified the specific types of vehicles to be purchased for fiscal year 2008.  The purchase includes 19 replacement vehicles and 1 new addition the City’s Fleet.  The number of vehicles to be purchased is a decrease of 35% compared to the 31 vehicles approved for purchase in the 2007 fiscal year.

Attached is a detailed listing of each type of vehicle to be purchased.  The listing also details any equipment upgrades, or deductions, as well as the department to which it will be assigned.  At the end of the listing is a summary detailing the quantities and dollar amounts of this purchase including budget versus actual amounts.

The City will use the Florida Sheriffs Association Bid No. 07-15-0827 for these purchases.  Each year the Florida Sheriffs Association prepares specifications for a multitude of vehicles and equipment.  The specifications are issued in an invitation to bid.  The association then awards contracts to various vendors throughout the State of Florida.  The process is bid openly and competitively.  The Sheriffs contract is available for use by municipalities and saves our City and other agencies considerable time.

The awarded Florida Sheriffs Association vendors to be used for the purchases are Garber Chevrolet of Green Cove Springs, FL; Duval Ford of Jacksonville, FL; and GMC Truck Sales West Palm Beach, FL.

Options:

1.  Approve the purchase of the listed equipment from the listed vendors for $327,123; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The funds for these purchases were budgeted, approved and are available for 2008.  The budgeted amount for the vehicles to be purchased is $450,700.00 compared to the purchase price of $327,173;  a savings of $123,527.

Submission Date and Time:    1/24/2008 2:02 PM____

Department: __Public Works_________ Prepared by:  __Mike Thornton________                      Attachments:         Yes__X_   No ______ 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__ _001-5110-519.64-12__ Project No. ____________________ WF No. ______________________ Budget    ____$955,270.00________ ____$151,490.00________ Available _      $955,270.00________ _      $123,560.03________