AGENDA MEMORANDUM

 

 

Meeting Date:           May 11, 2009

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Purchase of new cars and trucks for the 2010 budget year

 

 

Staff Recommendation:

Staff recommends approval of vehicle purchases as detailed below.  The purchase includes seven vehicles from two dealers for a total amount of $133,420.00.

 

Analysis:

The Fleet Services Division has requested the purchase of seven vehicles to replace existing motor pool vehicles assigned to various departments.

 

The vehicles requested are:

 

Vehicle to Purchase

Vehicle Replaced

Assigned Department

2009 Ford Ranger Pick-up

#197 – 1999 GMC Sonoma P/U

Meter Readers

2009 Ford Focus

#193 – 1998 Chevy S-10 Pick-up

City Hall Pool*

2009 Ford F250 w/ Utility Body

#952 - 1994 Ford F250 Truck

Facilities Maintenance

Police Cruiser, Crown Vic (3)

3 existing police cruisers

Police Department

Truck, 1-Ton Cab & Chassis

#717 – 1996 Ford Pick-up

Env. Services – Lift Stations

 

 * Vehicle #193 was assigned to Meter Readers.  This pick-up will be replaced with a Ford Focus and it will be reassigned from Meter Readers to City Hall Pool vehicle.  The most recent vehicle audit identified the truck was no longer needed by meter reading.  If meter readers do need an additional vehicle, they can use the City Hall Pool vehicle.

 

To realize the most competition and allow local car dealers to participate, the Purchasing Division issued Invitation to Bid 90161providing quantities and specifications of the vehicles to be purchased.  The City also reserved the right to purchase off the Florida Sheriffs Association annual contract should the bids received not be lower than the association pricing.

 

The bids received were evaluated by the Fleet Manager and myself.  We have determined the pricing submitted by Don Reid Ford of Maitland on six of the vehicles to be the lowest.  The pricing offered by the Sheriffs Association contract on one vehicle, a 1-ton cab & chassis is lower and recommend purchasing the truck from Duval Ford using the Florida Sheriff’s Association contract.

 

The bid specifications, with the exception of the Crown Victoria Pursuit vehicles were broad enough to allow bidding by dealers representing Ford, Chevrolet, GMC, and Dodge manufacturers.  Leesburg dealers received Invitation to Bid documents but no bid responses were received.

 

The recommended purchases and prices are detailed here.

 

Vehicle Description

Dealer Name

Unit Price

Extended Price

2009 Crown Victoria Police Cruiser – 3 each

Don Reid Ford

Maitland, FL

$21,354.00

$64,062.00

2009 Ford Focus, Base

4 door – 1 each

Don Reid Ford

Maitland, FL

$11,796.00

$11,796.00

2009 Ford Ranger, Pick-up, w/ Supercab Option

Don Reid Ford

Maitland, FL

$13,100.00

$13,100.00

2009 Truck, Ford F250 w/ utility body

Don Reid Ford

Maitland, FL

$19,856.00

$19,856.00

2009 Truck, Ford F350 Cab & Chassis w/ Diesel option

Duval Ford

Jacksonville, FL

$24,606.00

$24,606.00

TOTAL ALL PURCHASES

$133,420.00

 

Options:

1.  Approve the purchase to Don Reid Ford and Duval Ford; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

Funds for the purchase of these replacement vehicles has been budgeted and is available.  There will be some budgeted funds remaining with quantity reduction on two of the vehicles.  These funds will be used to make-up for higher than budget costs in replacing other vehicles and equipment.

 

 

Submission Date and Time:    5/6/2009 12:41 PM____

 

Department: _Public Works____________

Prepared by:  _Mike Thornton_________                     

Attachments:         Yes____   No ___X__

Advertised:   _X__Not Required ______                     

Dates:   March 29, 2009______________                     

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. _WF0562592/3,16,24,,

                   27,28,29, 30_

 

Budget  _____$536,901.00________

 

Available ___ $281,752.11_________

 


 

 

DETAIL BID TABULATION

 

Prestige
Ford
Mt. Dora, FL

Don Reid
Ford
Maitland, FL

Fla Sheriff Assoc. Annual Contract
Duval Ford
Jacksonville, FL

Crown Vic Base Price

$ 21,280.00

$  20,443.00

$20,444.00

OPTIONS

Silicone Hoses

 $      309.00

 $        319.00

 $                       320.00

Rear locks/handles

 $        24.00

 $          24.00

 $                       173.00

Spotlight

 $      179.00

 $        189.00

 $                       190.00

Driver Seat 6 way Power

 $      350.00

 $        379.00

 $                       380.00

 

 $  2,142.00

 $  21,354.00

 $                 21,507.00

1 Ton Cab & Chassis Base

 $  8,993.00

 $  18,876.00

 $                 17,711.00

OPTIONS

Diesel Engine

 $   5,898.00

 $    6,500.00

 $                   6,895.00

Auto PTO

 $      228.00

 

 

4 X 4

 $   2,550.00

 $    2,755.00

 

Service Body w/Elec. A5000 Crane

 

 $  22,664.00

 

Service body w/Electric and Hydraulic Crane + F450

 

 $  28,822.00

 

PTO & ??

 

 $    2,200.00

 

3/4 Ton PU w/ Utility Body

 $ 20,088.00

 $  19,856.00

 $                 15,854.00

OPTIONS

Utility Body

INCL

INCL

 $                   4,650.00

Towing Mirrors

 $      125.00

 

 $                       150.00

Running Boards / cab steps

 $      296.00

 

 $                       370.00

Brake Controller

 $      211.00

 

 $                       315.00

Cruise Control

 $      215.00

 

 $                       385.00

Day Running LTS

 $        41.00

 

 $                         45.00

Sub-Compact Car Base

 $ 13,526.00

 $  11,796.00

 $                 12,143.00

OPTIONS

V6 Engine - 2010 Fusion

 $   3,372.00

NA

 NA

4 Door

 $    (885.00)

Std

?

Fusion 2010 4 DR / 4 Cyl

 $   1,008.00

 

NA

Compact Pick-up Truck

 $ 11,678.00

 $  11,110.00

 $                 11,115.00

OPTIONS

4.0L SOHC V-6 LWB

 $   2,197.00

 

 $                   2,510.00

Super Cab 2 Door

 $   2,029.00

 $    1,990.00

 $                   2,926.00

Super Cab 4 Dr V-6
Includes XLT PWR/WIN/LCK

 $   5,852.00

 $    6,482.00

 $                   6,254.00