Subject:
Title
Purchase authorization for requirements of heavy and light duty vehicles and equipment.
label
Recommended Action:
Recommended Action
Approval of the purchase authorization for requirements of heavy and light duty vehicles and equipment pursuant to the pricing of each cooperative contract below:
1.) Florida Sheriffs Association / Florida Association of Counties (government purchasing cooperative) Contract No. FSA22-VEH 20.0 for utility vehicles, trucks, trailers, and heavy equipment.
2.) Omnia Partners (government purchasing cooperative) Contract No. 2017025 for golf carts and mowers.
3.) Sourcewell (governmental purchasing cooperative) Contract No. 091521-NAF for trucks.
4.) Houston-Galveston Area Council (government purchasing cooperative) Contract No. RH08-20 for beach rake.
• This purchase authorization provides the Fleet Management Division of Administrative Services a mechanism for the replacement of heavy, medium, and light duty vehicles and related equipment that have exceeded end-of-life capacity.
• This purchase authorization contains twenty fully electric vehicles: 6 Ford F150, 3 Ford E Transit vans, and 11 Club Car Utility Carts (highlighted in green on the attached spreadsheet).
• Factors utilized to determine end of life include but are not limited to age; mileage/hours of operation; historical cost as compared to similar vehicles; operating cost per mile; anticipated and ongoing repairs and overall physical condition.
• These purchases are funded in full either through the Fleet Management Vehicle Replacement Plan or individual enterprise funds.
Contract No. 23-00030-PB in the not-to-exceed amount of $7,031,224.70; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
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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:
Summary
This purchase authorization provides the Fleet Management Division with a mechanism to utilize various cooperative contracts for the acquisition of vehicles and related equipment. The purchase authorization includes vehicles replaced that have reached the end of their useful and economic lives and are due for replacement in FY23. Additionally, new capitalized vehicles are being added to the existing fleet, which are included in the FY23 Adopted Budget.
Approval of the FY23 vehicle and equipment purchase plan is represented in the attached Agreements and equipment listing. Other rolling stock to be purchased for FY23 will be procured separately via purchase authorization, competitive bid and/or quote.
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Background Information:
Factors utilized to determine the end of useful and economic life include, but are not limited to: age, mileage/hours of operation, historical maintenance cost as compared to like vehicles, operating cost per mile/hour, anticipated and ongoing repairs, and physical condition
Fiscal Impact:
The adopted FY23 budget includes appropriations that impact Pinellas County departmental enterprise funds and the Vehicle Replacement Plan fund.
Total expenditure not-to-exceed: $7,031,224.70
Funding for this purchase is derived from the following:
FY23 Fleet Vehicle and Equipment Replacement Plan: $3,794,570.88
Airport Department Enterprise Fund: $184,115.32
Utilities Department Enterprise Fund: $2,749,954.10
Solid Waste Enterprise Fund: $138,970.60
Safety and Emergency Services: $163,613.80
Fleet is requesting the purchase of 100 vehicles for a total contract amount of $7,031,224.70 and is adequately budgeted for in FY23.
This will be expensed from multiple funds, centers, programs, and accounts, including those of the Vehicle Replacement Plan, enterprise departments (Airport, Utilities, and Solid Waste), and Safety and Emergency Services.
It is possible some vehicles will not be procured or delivered on time due to supply chain issues. This could result in the need for a budget change request or carry forward amendment for FY24.
Staff Member Responsible:
Joe Lauro, Director, Administrative Services
Don Moore, Division Manager, Fleet Management Services, Administrative Services
Merry Celeste, Division Director, Purchasing & Risk, Administrative Services
Partners:
N/A
Attachments:
Agreements