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2017-197-3302 - Fleet Vehicle Purchases FY2018RESOLUTION NO. 2017-197-3302 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING CITY MANAGER TO ISSUE PURCHASE ORDERS IN ACCORDANCE WITH THE FLORIDA SHERIFFS ASSOCIATION INVITATION TO BID# FSA17-VEL25.0, FOR THE PURCHASE OF FLEET VEHICLES, IN AN AMOUNT NOT TO EXCEED TWO HUNDRED EIGHTY THOUSAND DOLLARS ($280,000.00); PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, for Fiscal Year 2018, the City of Miami Gardens Fleet Department will be purchasing vehicles to replace those removed from service for either collision or mechanical reasons, and WHEREAS, the Fleet Department intends to purchase ten (10) units, and WHEREAS, the City of Miami Gardens historically has relied upon the Florida Sheriffs Associations (FSA) contract for the purchase of fleet vehicles consisting of police and non-police units, and WHEREAS, in January 2017, the FSA competitively solicited a Request For Proposal (RFP) to interested vendors, including Motor Vehicle Manufacturers and Dealers/Certified Representatives, to submit responses in accordance with specifications listed in solicitation document number FSA17—VEL25.0, and WHEREAS, on April 10, 2017, a direct notification was sent to five hundred and eleven (511) prospective bidders to register for qualification to participate in the bid process, and WHEREAS, on April 10, 2017, FSA advertised competitive Invitation to Bid Cooperative Purchasing Program Bid# FSA17-VEL25.0 for Police Rated, Administrative, Utility Vehicles, Trucks & Vans, and Resolution No. 2017-197-3302 Page 1 WHEREAS, the total cost of this fleet purchase is Two Hundred Eighty Thousand Dollars ($280,000.00), and will be procured by relying upon the Florida Sheriffs Association Invitation to Bid # FSA17-VEL25.0, which was competitively bid, and WHEREAS, Staff recommends the City Council authorize the City Manager to issue purchase orders in accordance with the Florida Sheriffs Association Invitation to Bid# FSA17-VEL25.0, for the purchase of fleet vehicles, not to exceed the budgeted amount, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA AS FOLLOWS: Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens hereby authorizes the City Manager to issue purchase orders in accordance with the Florida Sheriffs Association Invitation to Bid# FSA17-VEL25.0, for the purchase of fleet vehicles, in an amount not to exceed Two Hundred Eighty Thousand Dollars ($280,000.00). Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON.DECEMBER 13, 2017. ITT OLIVER GILBERT, III, MAYOR Resolution No. 2017-197-3302 Page 2 ATTEST: RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY SPONSORED BY: CAMERON D. BENSON, CITY MANAGER Moved by: Seconded by: VOTE: ^ *0 Mayor Oliver Gilbert, III ^ (Yes) (No) Vice Mayor Erhabor Ighodaro, Ph.D. ZZ^(Yes) (No) Councilwoman Lisa C. Davis ^ (Yes) (No) Councilman Rodney Harris ^ (Yes) (No) Councilwoman Lillie Q. Odom ^ (Yes) (No) Councilwoman Felicia Robinson ^^(Yes) (No) Councilman David Williams Jr t^ (Yesi (No Resolution No. 2017-197-3302 Page 3 Agenda Item K-22 Fleet Vehicle Purchases FY2018 City of Miami Gardens Agenda Cover Memo Council Meeting Date: December 13, 2017 Item Type: (Enter X in box) Resolution Ordinance Other x Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Public Works- Fleet Division Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: FSA17-VEL25.0 Florida Sheriff’s Association vehicle contract X Sponsor Name Cameron D. Benson, City Manager Department: Public Works - Fleet Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING CITY MANAGER TO ISSUE PURCHASE ORDERS IN ACCORDANCE WITH THE FLORIDA SHERIFFS ASSOCIATION INVITATION TO BID# FSA17-VEL25.0, FOR THE PURCHASE OF FLEET VEHICLES, IN AN AMOUNT NOT TO EXCEED TWO HUNDRED EIGHTY THOUSAND DOLLARS ($280,000.00); PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: Background The City of Miami Gardens historically has accessed the Florida Sheriff’s Associations contract for the purchase of fleet vehicles consisting of police units for the Police Department. For Fiscal Year 2018, the Fleet Department will be purchasing vehicles to replace the following vehicles removed from service for either collision or mechanical reasons; 73159, 73112, 73156, 73072, 73189, 73237, 73160, 73218, and two units to be identified at a later date. The Fleet Department intends to purchase ten units. The Florida Sheriff Association competitively solicited one Request For Proposal (RFP) to interested vendors, including Motor Vehicle Manufacturers and Dealers/Certified Representatives to submit 18605 NW 27 Avenue Miami Gardens, Florida 33056 responses in accordance with specifications listed in solicitation document number FSA17—VEL25.0. This year’s bid includes 63 specifications and 215 makes and models. It offers police rated, special service, administrative, hybrid vehicles, pick-up trucks, vans, mobility transport, and police motorcycles. The competitive process for this award began in January 2017, when stakeholders were surveyed regarding procurement needs. Specifications were developed based on prior year activity and new additions were added based on survey results and the Fleet Advisory Committee’s review of commodities. On April 10, 2017, a direct notification was sent to 511 prospective bidders to register for qualification to participate in the bid process. An advertisement of the Invitation to Bid was placed within the Florida Administrative Weekly on June 1, 2017 and again on June 20, 2017. From this Invitation to Bid, 41 bidders responded. Of these respondents, 25 bidders submitted bids and 23 bidders were awarded after a review by the FSA Fleet Advisory Committee. The Florida Sheriffs Association Cooperative Purchasing Program has followed the Contract Terms and Conditions to procure this contract, and requires that all users, both purchasers and awarded vendors comply as well. Contract prices are extended and guaranteed to any local government or political subdivision of the state, public educational institutions, other public agencies or authorities with the State of Florida, and entities approved by the manufacturer to participate in this contract. Florida Sheriffs Association advertised competitive Invitation to Bid Cooperative Purchasing Program Bid # FSA17-VEL25.0 for Police Rated, Administrative, Utility Vehicles, Trucks & Vans on April 10, 2017 through September 6, 2017 for Electronic bid responses and September 8, 2017 for paper bid responses. Bid Awarded with the effective dates October 13, 2017 through September 30, 2018. Fiscal Impact FY 2018 provided a budget of $350,000 for replacement and equip of new vehicles. With the approval of this purchase, it provides a funding of approximately $70,000 to equip the vehicles. Proposed Action: That the City Council authorize the City Manager to issue Purchase Order(s) not to exceed the budgeted amount of $280,000 for this fiscal year to purchase City vehicles. Attachment: None.