Subject:
Title
First Amendment to the purchase authorization for requirements of heavy and light duty vehicles and equipment
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Recommended Action:
Recommended Action
Approval and execution by the County Admnistrator of the First Amendment to the purchase authorization for requirements of heavy and light duty vehicles and equipment.
• This purchase authorization with Texas Trailers was executed by the Board of County Commissioners (BCC) on March 28th, 2023, as part of a larger heavy and light duty vehicles and equipment purchase replacement plan, in the amount of $152,076.01 to provide the Fleet Management Division with replacement trailers for various County departments.
• This amendment increases the purchase authorization agreement with Texas Trailers in the amount of $29,193.00 to purchase two (2) additional trailers. These trailers are required to satisfy critical operational needs of the Public Works and Utilities Departments. Due to the time needed to complete the acquisition process which currently must be followed (agreements for all purchases), Fleet staff has to start the acquisition process many months prior to BCC consideration; departmental priorities can evolve/change during this protracted process.
• This agreement was included in the approval of the Fleet Management Equipment Purchase Plan which consisted of multiple agreements with various vendors including Texas Trailers per the pricing established by the Florida Sheriff’s Association Contract. The fiscal year 2022 Equipment Purchase Plan was approved on March 28th, 2023, in the total not-to-exceed amount of $7,031,224.70. This amendment revises the total expenditure to $7,060,417.70.
• This will be expensed from multiple funds, centers, programs, and accounts. This is not fully budgeted for in FY23 but will be absorbed by the operating budgets of Public Works and Utilities. No additional budgetary action is anticipated because of approval.
Contract No. 23-00030-PB increase in the amount of $29,193.00 for a revised not to exceed amount of $181,269.01 with Texas Trailers Sales and Services, revising the total of the Equipment Purchase Plan authorization to $7,060,417.70.
Body
Strategic Plan:
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
5.3 Ensure effective and efficient delivery of county services and support
Summary:
This First Amendment increases the purchase authorization agreement with Texas Trailers in the amount of $29,193.00, for a revised not to exceed amount of $181,269.01 Additional funds allow for the purchase of two (2) additional trailers that are critical to the operations of the Public Works and Utilities Departments.
Background/Explanation:
On March 28, 2023, the Board of County Commissioners approved the fiscal year 2022 heavy and light duty vehicle replacement plan in the total not-to-exceed amount of $7,031,224.70. Included as part of that approval was the Purchase Authorization with Texas Trailers Sales and Services in the total amount of $102,725.00.
Fiscal Impact:
Original approved expenditure with Texas Trailers Sales and Services: $152,076.01
Increase in the amount: $ 29,193.00
Revised expenditure not-to-exceed: $181,269.01
FY 22 Equipment Purchase Plan approved total expenditure: $7,031,224.70
Increase amount per the First Amendment: $ 29,193.00
Revised total contract expenditure not-to-exceed: $7,060,417.70
Funding is not budgeted for in FY23 but will be absorbed by the operating budgets of Public Works and Utilities.
Delegated Authority:
Authority for the County Administrator to approve this Amendment is granted under Code Section 2-62(a)(2).
Staff Member Responsible:
Don Moore, Division Manager, Fleet Management, Administrative Services
Joe Lauro, Director, Department of Administrative Services
Merry Celeste, Division Director, Purchasing and Risk Management Division
Partners:
N/A
Attachments:
First Amendment