CITY COUNCIL AGENDA ITEM
Memo Date: October 28, 2020
Agenda Date: November 10, 2020
Prepared By: Tony Jones, Fleet Manager
Through: Bryant Smith III, P.E., CFM Public Works Director/City Engineer
Requested Action:
title
Approve participation in Cooperative Purchase Agreement utilizing Sourcewell Contract #120716-NAF, 060920-NAF and the Florida Sheriffs Association Contract FSA20-VEH18.0 for the purchase of vehicles and equipment through Alan Jay Fleet and Nextran Truck Center.
Authorize the City Manager to sign the New Standard Form for New Piggyback Contract and extension renewals.
Approve Resolution Amending the FY21 Budget BAF# 21-025-T, through the use of General Fund Contingency, for the additional cost to purchase Seven (7) Police Hybrid Patrol vehicles.
Approve A Resolution Amending the FY21 Budget BAF# 21-024-T for the VAC-CON retrofit and Exemption to Competitive Purchase to Southern Sewer of Orlando.End
body
BACKGROUND:
The City of Cocoa’s Capital Improvement Program implements a systematic replacement of vehicles and equipment to minimize maintenance costs and downtime. This process also increases safety, reliability, and operational efficiencies.
Through the CIP Budget process for FY-2021, Fifteen vehicles were funded for replacement over five Departments and Divisions and one new vehicle for the Sellers Reclamation Facility.
During the FY-2021 vehicle specification and quotation process, an increase in pricing for vehicles and equipment was needed to convert the seven Ford Hybrid PPV into Patrol Vehicles. The original budget was $45,500 per patrol vehicle for a total budget of $318,500. However, the new quote is $50,524 per vehicle for a total purchase cost of $353,668. This creates a budget deficit of $35,168. Agenda 20-753 (VOCA GRANT) BAF # 21-027-T allows the use of the funds from the VOCA Grant Vehicle, which will not be purchased this year, in the amount of $24,742 be allocated to the patrol cars budget and BAF# 21-025-T included within this Agenda, transfers the remaining balance required to purchase all seven vehicles, through the use of General Fund Contingency, in the amount of $10,426.
The Public Works Stormwater Division’s VAC-CON truck chassis has reached the end of its operable life cycle. The 1985 Ford LNT-9000 cab and chassis was refurbished in 2011 and a new 2012 VAC-CON body was installed. Due to the lack of available parts and overall serviceability and cost to repair an obsolete cab and chassis it is determined to no longer be cost effective to continue servicing said vehicle. During the FY-2021 budgeting process, it was estimated that the purchase of a new cab and chassis and transfer of the VAC-CON body would cost $190,000. The actual costs from the vendor were higher than previously quoted for the VAC-CON body transition. Staff recommends transferring funds from the Aurora Street Drainage Project in the amount of $35,550 since this project is now being funded through Transportation Impact Fees.
STRATEGIC PLAN CONNECTION:
None
BUDGETARY IMPACT:
Budgeted Yes
|
Dept# |
CA# |
ACCOUNT NUMBER |
BUDGET AMOUNT |
PURCHASE QUOTE |
|
4025 |
NON-CIP-72 |
421-4025-536.64-00 |
$70,184 |
$64,431 |
|
4025 |
CP-WS-16-V6 |
421-4025-536.64-00 |
$70,100 |
$58,766 |
|
4025 |
CP-UT-21-V1 |
421-4025-536.64-00 |
$79,248 |
$92,181 |
|
|
|
|
$219,532 |
$215,378 |
|
|
|
|
|
|
|
3510 |
CP-PW-21-V4 |
001-3510-541.64-00 |
$70,000 |
$51,120 |
|
|
|
|
|
|
|
3570 |
CP-PW-21-V3 |
423-3570-538.64-00 |
$190,000 |
$145,544 |
|
|
BAF |
423-3570-538.63-00 |
$35,550 |
$75,000 |
|
|
|
|
$225,550 |
$220,544 |
|
|
|
|
|
|
|
4120 |
NEW |
421-4120-536.64-00 |
$37,280 |
$32,608 |
|
|
|
|
|
|
|
4010 |
NON-CIP-46 |
421-4010-536.64-00 |
$24,900 |
$24,525 |
|
|
|
|
|
|
|
|
|
|
|
|
|
1515 |
NON-CIP #7 |
421-1515-536.64-00 |
$20,500 |
$20,164 |
|
1515 |
NON-CIP #8 |
421-1515-536.64-00 |
$20,500 |
$20,164 |
|
1515 |
NON-CIP #9 |
421-1515-536.64-00 |
$20,500 |
$20,164 |
|
|
|
|
$61,500 |
$60,492 |
|
|
|
|
|
|
|
2100 |
CA2101 |
001-2100-521.64-00 |
$45,500 |
$50,524 |
|
2100 |
CA2101 |
001-2100-521.64-00 |
$45,500 |
$50,524 |
|
2100 |
CA2101 |
001-2100-521.64-00 |
$45,500 |
$50,524 |
|
2100 |
CA2101 |
001-2100-521.64-00 |
$45,500 |
$50,524 |
|
2100 |
CA2101 |
001-2100-521.64-00 |
$45,500 |
$50,524 |
|
2100 |
CA2101 |
001-2100-521.64-00 |
$45,500 |
$50,524 |
|
2100 |
CA2101 |
001-2100-521.64-00 |
$45,500 |
$50,524 |
|
|
|
001-2100-521.64-00 |
$24,742 |
$353,668 |
|
|
BAF |
|
$10,426 |
|
|
|
|
|
$353,668 |
|
BAF# 21-025-T
Amount ($10,426)
Account Number 001-1600-513.39-00
Account Name Contingency
Amount $10,426
Account Number 001-2100-521.64-00 CA2101
Account Name Machinery and Equipment
BAF#21-024-T
Amount ($35,550)
Account Number 423-3570-538.63-00 SW21DP
Account Name Infrastructure
Amount $35,550
Account Number 423-3570-538.64-00 CA2101
Account Name Machinery and Equipment
PREVIOUS ACTION:
None
RECOMMENDED MOTION:
Recommendation
Approve participation in Cooperative Purchase Agreement utilizing Sourcewell Contract #120716-NAF, 060920-NAF and the Florida Sheriffs Association Contract FSA20-VEH18.0 for the purchase of vehicles and equipment through Alan Jay Fleet and Nextran Truck Center.
Authorize the City Manager to sign the New Standard Form for New Piggyback Contract and extension renewals.
Approve Resolution Amending the FY21 Budget BAF# 21-025-T, through the use of General Fund Contingency, for the additional cost to purchase Seven (7) Police Hybrid Patrol vehicles.
Approve A Resolution Amending the FY21 Budget BAF# 21-024-T for the VAC-CON retrofit and Exemption to Competitive Purchase to Southern Sewer of Orlando....End