TO: Honorable Mayor & Members of the North Port Commission
FROM: Jonathan R. Lewis, ICMA-CM, City Manager
TITLE: Procurement of new/replacement vehicles for Utilities through Alan Jay Ford Lincoln Mercury, Inc. utilizing National Joint Powers Alliance (NJPA) Contract No. 102811 and Don Reid Ford, Inc. utilizing the Florida Sheriff’s Association Bid 15-23-0904 in the amount of $262,853.54.
Recommended Action
Approve utilization of National Joint Powers Alliance (NJPA) Contract No. 102811 to purchase one (1) replacement Ford F-550 super duty truck with IMT Series 3 crane body; utilization of the Florida Sheriff’s Association & Florida Association of Counties Bid # 15-23-0904 to purchase two (2) replacement and one (1) new F-350 utility trucks through Alan Jay Ford Lincoln Mercury, Inc. and one (1) replacement F-150 truck through Don Reid Ford, Inc., in the amount of $262,853.54.
Background Information
The City of North Port has allocated funding to replace vehicles which have outlived their useful life as a result of excessive mileage, maintenance and overall safety issues. This purchase is a part of the Capital Improvement Plan (CIP) to replace vehicles based on the City’s Fleet Management methodology and standardization. Two F-350 and one F-150 trucks are being purchased as scheduled replacements and the third F-350 is intended for the new Utilities C&D Tech III position.
In Fiscal Year 2014-2015, Utilities purchased an F-550 with IMT crane body. Upon evaluation of the performance of this vehicle, it has been determined that the structural design, quality of construction and equipment included have performed to the department’s expectations to maximize staff safety as well as cost and operational efficiency in the field.
The vendor is providing a trade-in allowance for CID 70908, 70998, 71168, 71169, 70762 and 70142 in the amount of $20,200.00 to be applied toward this purchase. These trade-ins will lower the actual cost to $242,653.54.
Strategic Plan
Financially Responsible City Providing Quality Municipal Services.
Financial Impact
Funding is available for the new F-350 truck in account 420-6063-536.64-00/project U16VEH
Funding is available for the two replacement F-350 trucks, one replacement F-150 truck and one new F-550 truck in account 420-6063-536.64-00/project U16RVH
Procurement
While the City ordinance authorizes the City Manager to enter into piggyback agreements, the City Manager’s policy requires all agreements exceeding $100,000 to be presented to Commission for consideration. NJPA (contract No. 102811) and the Florida Sheriff’s Association& Florida Association of Counties (Bid # 15-23-0904) have existing contracts with Alan Jay Ford & Don Reid Ford, Inc. for the purchase of Utility vehicles. Utilizing these contracts allows the City to work with Florida dealers with the benefit of competitive volume pricing.
NJPA creates national cooperative contract purchasing opportunities and solutions on behalf of its members which include all government, education and non-profit agencies nationwide. NJPA offers a multitude of contracted products, equipment and service opportunities. This opportunity enables contracted suppliers and member agencies to work smarter and more efficiently and bring considerable value to member agencies. Membership with NJPA establishes a legal paper trail between member agencies and NJPA, justifying contract purchasing decisions. Membership is at no cost, no obligation or liability to the member agency, and NJPA provides access to all of its competitively bid contracts. Member agencies request a copy of the NJPA contract from the contractor of choice, select the products and services to be ordered, and send the purchase order directly to the contractor. By utilizing the NJPA purchasing contract services, local government agencies are able to expedite and purchase critical equipment much quicker than using other procurement methods. Local government agencies have the flexibility to choose a product or service according to the business needs, such as price, warranty, supplier performance or brand name. NJPA products and suppliers are already approved by the U.S. General Services Administration so no request for proposal or bidding is required thus saving valuable time and money in the procurement process.
The City’s membership in the NJPA was approved by Commission on September 24, 2012. All appropriate forms, procedures, and processes have been completed in accordance with Florida Statutes and Procurement has validated this request.
Attachments:
1. Procurement Code and Other Exemptions Form
2. F-550 Quote & Specs
3. F-150 Quote & Specs
4. F-350 (1 ea) Quote & Specs
5. F-350 (2 ea) Quote & Specs
6. NJPA Contract Summary
7. Renewal Letter
8. Offer & Acceptance
9. Bid Tab, Comment & Review
10. NJPA Notice of Publication and Bid Documents
11. Florida Division of Corporations
Prepared by: Ralf Heseler
Department Director: Rick Newkirk