CITY OF DEERFIELD BEACH Request for City Commission Agenda

Transcription

1 Item: CITY OF DEERFIELD BEACH Request for City Commission Agenda Agenda Date Requested: Janaury 14, 2014 Contact Person: Chad Grecsek, Director of Recycling and Solid Waste Management Description: Authorization to purchase two (2) 2014 Toyota Tacoma Pickup Trucks from Alan Jay Fleet Sales per the Florida Sheriffs Association (FSA) Contract, Bid Number and , Specification #40. Fiscal Impact: $52,364 Budget Line Item Number and Title: "Capital Outlay - Automotive Equipment" Required Attachment: A Cover Memo from the Department Head to the City Manager further describing the request and providing back-up information and documents. THIS SECTION RESERVED FOR PROCESSING OF THE REQUEST Ordinance X Resolution X Consent Agenda Agenda Item Type Presentation Written Request Public Hearing Public Hearing Second Reading Quasi-Judicial Public Hearing General Item Comments: ITEM APPROVED FOR THE AGENDA: krk Signature Date

2 Memorandum TO: THRU: FROM: COPY: Burgess Hanson, City Manager Chad Grecsek, Director of Recycling and Solid Waste Management John L. Rencher, Fleet Manager Keven Klopp, Assistant City Manager Amanda Shafer, Assistant to City Manager David Santucci, Purchasing Manager Hugh Dunkley, Finance Director DATE: November 19, 2013 RE: Authorization to purchase two (2) 2014 T oyota Tacoma Pickup Trucks from Alan Jay Fleet Sales per the Florida Sheriffs Association (FSA) Contract, Bid Number and , Specification #40. Background Based on the funding made available in the FY 2014 City Budget, the Department of Recycling and Solid Waste Management created the Sanitation Division as part of its restructure. According to the revised organizational structure, this division will include two new supervision staff positions; a Sanitation Supervisor and a Sanitation Crew Leader. Justification Both of the new supervisory staff will require their own assigned vehicles to perform their required duties as stipulated in their job descriptions. Vehicle Selection and Pricing The duties of the supervisory staff assigned to these vehicles and the vocational demands placed upon the units necessitated that these units meet the following specifications. Mid-sized pickup truck with double cab (four-door) to transport a four person work crew. Four Wheel Drive (4WD) for boat ramp operations and off-road operations. V-6 engine required for the heavy-duty towing package Heavy-duty towing package to tow trailers containing sanitation equipment and a 20 boat and trailer used for waterway cleaning operations Heavy-duty aluminum bed-mounted tool box to transport and s ecurely store tools and workrelated equipment. Spray-on rubberized bed liner to prevent rust from debris infused with brackish canal water Appropriate safety warning equipment: To meet the above specifications staff chose to purchase the following two units: MY (model year) 2014 Toyota Tacoma 4WD Double Cab, Model 7594 equipped with the following options. White exterior paint

3 Page 2 Purchase of Toyota Tacoma Pickup Trucks Graphite colored seats Heavy-duty floor mats Heavy-duty aluminum bed-mounted tool box Heavy-duty towing package 3 rd brake lamp pulsating light rear collision avoidance module The following options will be installed by local vendors Roof-mounted amber strobe light Corner strobe lights Linex spray-on bed liner Base price with options per unit Available Contract Price Comparison Florida Sheriffs Contract State of Florida Contract NJPA $26,182 $27,700 $26,631 Number of units Total purchase price $52,364 $55,400 $53,262 Recommendation Staff recommends for Commission approval the purchase of two (2) MY 2014 Toyota Tacoma 4WD Double Cab Pickup Trucks from Alan Jay Fleet Sales, Sebring. FL, via the Florida Sheriffs Association Contract , Specification #40 in the amount of $52, The purchase price of this contract is the lowest of the three available contracts as listed in the above table. Respectfully Submitted, John L. Rencher Fleet Manager Fleet Management Division

4 RESOLUTION NO. 2014/ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA AUTHORIZING THE ACQUISITION OF TWO TOYOTA TACOMA PICKUP TRUCKS IN THE AMOUNT OF $52, BY UTILIZING THE FLORIDA SHERIFF S ASSOCIATION CONTRACT. WHEREAS, the City of Deerfield Beach wishes to acquire two Toyota Tacoma Pickup Trucks for the Sanitation Division of the Department of Recycling and Solid Waste Management; and WHEREAS, the City wishes to take advantage of the pricing in the Florida Sheriff s Association contract since the trucks are substantially less than other major contracts available to the City; and WHEREAS, the City Commission finds that it is in the best interest of the City to acquire the trucks through the Florida Sheriff s Association contract which yielded a price that is beneficial to the City of Deerfield Beach; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA, AS FOLLOWS: Section 1. The above referenced Whereas clauses are true and correct and made a part hereof. Section 2. The City Commission does hereby approve the acquisition of two Toyota Tacoma Pickup Trucks for the Sanitation Division of the Department of Recycling and Solid Waste Management by utilizing the Florida Sheriff s Association contract. Section 3. This Resolution shall become effective immediately upon adoption. PASSED AND ADOPTED THIS DAY OF, ATTEST: JEAN M. ROBB, MAYOR ADA GRAHAM-JOHNSON, MMC, CITY CLERK Deerfield/Resolutions/Fla. Sheriff s Assn. contract - Trucks 1

5 TO: FROM: FOR: Chad Grecsek, Director of Recycling and Solid Waste David Santucci, Purchasing Manager Commission Approval of Piggyback Contract DATE: November 18, 2013 RE: Florida Sheriff s Contract ( ) for Toyota Tacoma Trucks After reviewing your procurement requirement for the subject item and in consideration of the City s available options, it is my opinion that the most cost effective and operationally efficient method of procurement is to piggyback the Florida Sheriff s Contract. Large fleet contract s such as the three compared (Florida Sheriff s Assoc., State of Florida, and NJPA) provide tremendous buying power and are specifically designed for use by other agencies. The terms and conditions related to the purchase, warranty, and delivery greatly limits risk to the City. The fact that Alan Jay is the awarded contractor for all three contracts we looked at, speaks volumes in regards to their reputation, past performance, and pricing. Based on all these factors, I concur with Mr. Rencher s recommendation. DS

6 City of Deerfield Beach Fleet Management Division Vehicle Order Worksheet Procurement Information Selected Vendor: Alan Jay Fleet Sales Selected Info: P.O. Box 9200 Sebring, FL Office: (Chris Wilson) Unit description: 2014 Toyota Tacoma 4WD Double Cab, Model 7594 Source: Florida Sherriffs Association Contract Contract Number: Commodity Code: NA Specification: # 40 Expires: 9/30/2014 Replaces: New Addition to the Fleet Equipment Class: LHT Department: Recycling and Solid Waste Management Funding: Order Qty Order Code Vehicle Specifications and Pricing Description Unit Price Extended Amount Base Vehicle Type Toyota Tacoma 4WD Double Cab, Model 7594 $ 24, $ 49, Exterior/Interior 2 Exterior: Super White NC NC 2 Interior: Graphite NC NC Options 2 PV40 Carpet Floor Mats - HD JT20 HD Aluminum Tool Box (bed mounted) TOAT HD Towing Package. Factory toe package includes: 130-amp alternator, Class IV receiver, trailer sway control, engine oil cooler, HD battery. Includes , PULSE 3rd Brake Light Safety Pulse "Rear Collision Avoidance" (Pulses 3rd brake light (4) times upon application of brake pedal to increase driver awareness behind you when stopping.) Pricing Summary Per Unit Cost $ 26, Total Order Cost for Two (2) Units $ 26, $ 52, Quantity 2 2 Budget vs. Actual Purchase Cost Summary Description Unit Price Extended Amount Budgeted Total $ 26, $ 52, Purchase Total 26, , Difference vs. Budget: Under/(Over) $ (182.00) $ (364.00) Prepared by: John L. Rencher Fleet Manager 11/19/2013 1:05 PM 1

7 Call Us first, for all of your Fleet Automotive, & Light Truck needs. PHONE (800) ALANJAY ( ) DIRECT Corporate 2003 U.S. 27 South MOBILE Mailing P.O. BOX 9200 Office Sebring, FL FAX Address Sebring, FL QUICK QUOTE SHEET FOR VEHICLES SOLD UNDER THE FLORIDA SHERIFF'S ASSOCIATION CONTRACT PAGE 1 of 1 REQUESTING AGENCY: DEERFIELD BEACH ORIGINAL QUOTE DATE: 11/8/2013 REVISED QUOTE DATE: 11/8/2013 CONTACT PERSON: JOHN RENCHER PHONE NUMBER: CP FAX NUMBER: Jrencher@deerfield-beach.com MODEL: 7594 FSA BID NUMBER'S & SPECIFICATION #: TOYOTA TACOMA 4WD DOUBLE CAB PAGE #: 663 BED LENGTH 5 BASE DISTRICT PRICE: $24, OPTION CODE # DESCRIPTION OPTION COST TO BE DETERMINED BY CUSTOMER STD PV40 CARPET FLOOR MATS $ JT20 HD ALUMINUM TOOL BOX $ HD TOWING PKG Factory tow package includes: 130amp alternatot, class IV reciever, 7-pin connector, trailer TOAT sway control, engine oil cooler, HD battery. $ rd Brake Light Safety Pulse "Rear Collision Avoidance" (Pulses 3rd Brake Light (4) times upon application PULSE of brake pedal to increase driver awareness behind you when stopping) $ TEMP TEMPORARY TAG "NOT REQUESTED" EXTENDED WARRANTY DECLINED Comments: TOTAL OF OPTIONS: $1, TOTAL COST: $26, QTY 1 = $26, YES WE TAKE TRADE INS --- YES WE CAN ARRANGE MUNICIPAL FINANCING $0.00 TOTAL COST LESS TRADE IN: $26, Alan Jay Chevrolet Buick GMC Cadillac FEID # Alan Jay Ford Lincoln Mercury, Inc. FEID # / Alan Jay Chrysler Dodge Jeep Ram FEID # Alan Jay Import Center, Inc. d/b/a Alan Jay Toyota FEID # / Alan Jay Nissan, Inc. FEID # VEHICLE QUOTED BY: Chris Wilson, Fleet Sales Manager chris.wilson@alanjay.com "I Want to be Your Fleet Provider" I appreciate the opportunity to submit this quotation. Please review it carefully. IF there are any errors or changes, please feel free to contact me at any time. I am always happy to be of assistance QUOTE SHEET DEERFIELD BEACH 7594