CITY COUNCIL AGENDA ITEM
Memo Date: July 8, 2024
Agenda Date: July 23, 2024
Prepared By: Tony Jones, Fleet Manager
Through: Abigail Morgan, P.E., Public Works Director / City Engineer
Requested Action:
title
Approve a Resolution to Waive Competitive Bidding for the purchase of Six (6) Police vehicles & associated equipment, Approve a Resolution Amending the FY-2024 Budget, BAF#24-110-T1 (AFBP21 $122,000) and T2 (AR24PV $244,000). Approve Budget Transfer, Authorize City Manager to execute Purchase Order for the purchase of vehicles & equipment.
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BACKGROUND:
The local Ford dealer Cocoa Ford has over (200) 2024 Ford Police Interceptor Utility (Explorers) in-stock. The dealer is selling these vehicles at a substantial reduced cost several thousand dollars under contract pricings. Cocoa Ford has opened an equipment upfitting shop, this shop will be installing all police equipment locally this service has been provided by vendor outside of Brevard County. Cocoa Ford is providing the equipment and installation at a substantial reduced cost. A Quote from Alan Jay for the Vehicles including Equipment Installation and a quote from Dana Safety for just the equipment installation are provided for comparison to show that Cocoa Ford is providing the best price.
Since these purchases in cumulatively exceed the bidding threshold, staff is requesting a resolution to waive competitive bidding as it is in the best interest of the City to make these purchases directly from Cocoa Ford.
Cocoa Police Department has several patrol vehicles in its FY-2025 vehicle CIP. Staff is recommending purchasing these vehicles now these vehicles are available for immediate delivery. The cost of the Patrol Interceptor is $58,692 each for a purchase cost of $352,152. Additional costs for decals and other miscellaneous costs are estimated at $13,848 for a total of $366,000. This is a fully equipped patrol vehicle, plus police decaling this decaling will be installing by local vendor Fire House Graphics.
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Cocoa Ford - Dealer Pricing |
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2024 / 2025 Ford PPV Utility MSRP |
$47,165.00 |
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Dealer Price |
$45,044.00 |
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Equipment per CPD Specs with Install |
$13,647.51 |
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$58,691.51 |
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COMPARISON AGAINST CONTRACT |
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Alan Jay Ford Sourcewell Pricing |
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2025 Ford Explorer PPV Utility MSRP |
$49,340.00 |
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Sourcewell Contract Pricing |
$47,121.00 |
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Equipment per CPD Specs with Install |
$21,530.00 |
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$68,651.00 |
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Dana Safety equipment with install (cost comparison against the dealership for upfitting equipment) |
$16,605.50 |
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Cocoa Fleet police decals to outfit (6) patrol vehicles in stock |
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Decal install pricing (Firehouse Graphics) each |
$150.00 |
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New Decaling with installed Firehouse Graphics) each |
$950.00 |
Staff is also requesting the use of the remaining balances of CSLFRF monies which must be obligated by 12/24 and the remaining balances from projects in AFBP21 monies, to purchase these six police vehicles in FY24 and remove them from the FY25 CIP.
STRATEGIC PLAN CONNECTION:
Fiscal sustainability - achieving cost savings by purchasing immediately
BUDGETARY IMPACT:
Budgeted No
If not budgeted, is amendment/transfer attached? Yes
24-110-T1 (2 Vehicles)(Reassigning remaining balances of AFBP21)
Amount: ($122,000)
Account Number: 001-1600-513.39-00 AFBP21
Account Name: Contingency
Amount: $122,000
Account Number: 001-2100-521.64-00 AFBP21
Account Name: Machinery and Equipment
24-110-T1 (Reassigning remaining balances in the CSFRF Fund) (4 Vehicles)
From
(See Detail on BAF)
To
Amount: $244,000
Account Number: 130-2100-521.64-00 AR24PV
Account Name: Machinery and Equipment
PREVIOUS ACTION:
None
RECOMMENDED MOTION:
Recommendation
Approve a Resolution to Waive Competitive Bidding for the purchase of Six (6) Police vehicles & associated equipment, Approve a Resolution Amending the FY-2024 Budget, BAF#24-110-T1 (AFBP21 $122,000) and T2 (AR24PV $244,000). Approve Budget Transfer, Authorize City Manager to execute Purchase Order for the purchase of vehicles & equipment.