TO: Honorable Mayor & Members of the North Port Commission
FROM: Jason Yarborough, ICMA-CM, Interim City Manager
TITLE: Ratify Interim City Manager’s Approval for the Utilization of the Sourcewell Contract No. 2021 120716-NAF with Alan Jay Ford Lincoln Mercury, Inc. for the Purchase of Four (4) 2021 Ford F-250 Pickup Trucks for the Department of Parks and Recreation for an Estimated Total of $121,027.
Recommended Action
Ratify Interim City Manager’s Approval for the utilization of the Sourcewell Contract No. 2021 120716-NAF with Alan Jay Ford Lincoln Mercury, Inc. for the purchase of four (4) 2021 Ford F-250 Pickup Trucks for the Department of Parks and Recreation for an estimated total of $121,027.
Background Information
On March 9, 2020, Florida Governor Ron DeSantis issued Executive Order 20-52, declaring that a state of emergency exists in every county in the State of Florida due to the COVID-19 Pandemic.
Subsequently on March 17, 2020, the North Port City Commission adopted Ordinance No. 2020-18 declaring a local state of emergency due to COVID-19, granting emergency authority to the City Manager to issue Emergency Orders to ensure the safe conduct of necessary operations of the North Port City Government. On September 8, 2020, Ordinance No. 2020-18 expired and on September 9, 2020, the North Port City Commission adopted Ordinance No. 2020-38 once again granting emergency authority to the City Manager. The emergency authority granted to the City Manager during this state of emergency may extend beyond normal non-emergency powers.
The urgency for purchasing four (4) Ford F-250 pickup trucks for the Department of Parks and Recreation is because there is an estimated 120 days from the date of purchase for delivery. The goal is to have the trucks, trailers and equipment on-site prior to the Interlocal Agreement start date of July 1, 2021, between the City of North Port and Sarasota County.
The Department of Parks and Recreation is proposing to purchase four (4) new 2021 Ford F-250 pickup trucks. These pickup trucks will be utilized by the Department of Parks and Recreation staff to maintain the parks that the City will be assuming maintenance responsibility in 2021 pursuant to a proposed Interlocal Agreement between the City of North Port and Sarasota County.
The Sourcewell Contract is made available to local governments within the State of Florida for the acquisition of vehicles. Using this Cooperative Bid, local government agencies can obtain competitive pricing. 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.
While City Ordinance authorizes the City Manager to utilize Piggyback Agreements, the City Manager's Policy requires all procurements exceeding $100,000 to be presented to Commission for consideration. All appropriate forms, procedures, and processes have been reviewed by the Procurement Division of the Department of Finance.
Strategic Plan
Efficient & Effective Government
Financial Impact
Funding in the amount of $121,027 is available in the Fiscal Year 2021 Parks & Recreation/Surtax Fund account number 306-3038-572.64-00, Project Number GM21VH.
Procurement
These vehicles are being procured pursuant to Chapter 2 - Administration, Article VIII - Procurement, Section 2-403 - Exemptions, (a), (4), a, of the Code of the City of North Port, Florida, the utilization of other governmental or public entity contracts to procure goods and services.
Vendor Information
Alan Jay Ford Lincoln Mercury, Inc.
3201 US Highway 27 South
Sebring, FL 33870
863-402-4234
Attachments:
1. Competitive Exemptions Form
2. Alan Jay Ford Quote - Parks F-250 4X2
3. Alan Jay Ford Quote - Parks F-250 4X4
4. Sourcewell Contract No. 2021 120716-NAF
5. Letter of Agreement to Extend Sourcewell Contract
6. Purchase Comparison
7. Vehicle Overview
8. Florida State Division of Corporations Document
Prepared by: Kenneth Rappuhn, Fleet Manager and Steve Hauser, Fleet Asset Technician
Department Director: Monica Bramble, Acting Public Works Director