TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve Utilization of Sourcewell Contract No. 081325-NAF with National Auto Fleet Group for the Purchase of Automobiles, SUVs, Vans and Light Trucks with Related Equipment and Accessories on an As-Needed Basis in an Amount not to Exceed $700,000 Annually Through the Term Ending November 13, 2029, and Authorize the City Manager to Approve any Modifications, Renewals or Terminations in Concurrence with Sourcewell.
Recommended Action
Option 1: Approve utilization of Sourcewell Contract No. 081325-NAF with National Auto Fleet Group for the purchase of automobiles, SUVs, vans and light trucks with related equipment and accessories on an as-needed basis in an amount not to exceed $700,000 annually through the term ending November 13, 2029, and authorize the City Manager to approve any modifications, renewals or terminations in concurrence with Sourcewell.
City Commission Options
Option 1: Approve utilization of Sourcewell Contract No. 081325-NAF, with National Auto Fleet Group for the purchase of automobiles, SUVs, vans and light trucks with related equipment and accessories on an as-needed basis in an amount not to exceed $700,000 annually through the term ending November 13 2029, and authorize the City Manager to approve any modifications, renewals or terminations in concurrence with Sourcewell.
• Pros: Provides an efficient, competitively procured method for purchasing new and replacement vehicles while reducing procurement time and administrative costs.
• Cons: The contract was developed for Sourcewell’s participating entities rather than specifically for the City, which may provide less flexibility in pricing, specifications, service requirements, or other terms.
Option 2: Deny utilization of Sourcewell Contract No. 081325-NAF with National Auto Fleet Group.
• Pros: Allows the City to issue a solicitation tailored to its specific operational requirements, service expectations, vehicle specifications, and budget priorities.
• Cons: Developing, advertising, evaluating, and awarding a separate solicitation could delay vehicle purchases and disrupt planned fleet-replacement schedules.
Background Information
The City of North Port periodically purchases new and replacement vehicles to support the operational needs of various departments. To facilitate these purchases efficiently and cost-effectively, staff is requesting authorization to utilize an existing competitively procured contract between Sourcewell and National Auto Fleet Group.
Sourcewell competitively solicited and awarded Contract No. 081325-NAF for the purchase of automobiles, SUVs, vans, light trucks and related equipment and accessories. The contract allows eligible governmental entities to utilize the awarded pricing, terms and conditions through a cooperative purchasing arrangement.
Approval of this item will authorize the City to procure vehicles, on an as-needed basis and subject to budget appropriations, from the awarded vendor under the contract.
Utilization of the cooperative contract eliminates the need for the City to conduct a separate solicitation and provides access to competitively established pricing, standardized terms and conditions, and a broad selection of vehicles and related equipment. Staff reviewed the contract’s scope, pricing, and terms and determined that they are fair, reasonable, competitive, and in the City’s best interest.
Sourcewell Contract No. 081325-NAF has been reviewed by the City Attorney’s Office and is legally correct as to form.
Strategic Plan
Good Governance
Financial Impact
Expenditures under this contract shall be limited to funds that have been or will be duly appropriated through the City’s budget process and are specifically allocated for the scope of services outlined in the agreement.
Procurement
The utilization of this cooperative contract is consistent with Chapter 2, Administration, Article VIII, Procurement, Section 2-403 (a) (4) (a) (Exemptions) of the Code of the City of North Port, Florida, which permits the use of competitively awarded contracts from other governmental entities.
The City’s internal procurement process will be followed for all scheduled work under this contract to ensure proper oversight and compliance with procurement policies and procedures.
Attachments:
1. National Auto Fleet Contract
2. Request for Proposal
3. Proposal Evaluation
4. Board Resolutions
5. Contract Pricing
Prepared by: Kenneth Rappuhn, Fleet Manager
Department Director: Chuck Speake, Public Works Director