Okaloosa County BOCC — August 18, 2015 — Specialty Vehicles, Inc. DBA Fleetco 7-14-15 — reading text

CONTRACT/LEASE PAYMENT APPROVAL FORM COMPLETE AND FORWARD TO THE NEXT DEPARTMENT COMPLETED BY DEPARTMENT DATE: 07/14/2015 VENDOR NAME: Fleetco VENDOR#: ---------------- C0 NT RAC T/LE ASE#: C15-2286-GM VENDOR TASK COUNTY /FEMA BUDGET ORDER# PROJECT# ACCOUNT# AMOUNT$ INVOICE# DEPARTMENT# (If Applicable) (I/ App/ic<1ble) 43149 70841 ·~ $ 97,921.75 At;..54~Lc45 TOTAL $ 97,921.75 APPROVED FOR PROGRESS PAYMENT Cvlease sign. as aoolicable and date) CONTRACTOR'S ENGINEER/ ARCHITECTIPROJECT MANAGERo ~ &Jl.\ :i'iii/,;,, DA m 6'1u~ ad:5. I 'i COUNTYSUPERVISOR/PROJECTM~ANAG ~ DATE' DEPARTMENTDIRECTQR, ~~UI•' L. k'4t11f!l{.r! DAm -,_fr/,t1- r ' CONTRACTS & GRANT MANAGER: DATE: COUNTY ADMTNISTRA TOR: DATE: (Payment.1···$25,000) --------------------- ----- FINAL PAYMENT FINAL PAYMENT YESDNoD (If "Yes",forward to Purchasing Services Coordinator for Close-Out) DATE: PURCHASING DIRECTOR: (/'er Initial Agreement) DATE: CONTRACTS & GRANTS MANAGER: (All Contract.1) DATE: COUNTY ADMJNJSTRA TOR APPROVAL: (Per Initial Agreement) DATE: BOARD APPROVAL: (Per lnitwl Agreemem) COMPLETED BY FINANCE - ACCOUNTS PAYABLE ONLY FISCAL YEAR: -------- DATE RECEIVED: ---------- REVIEW DB Y: ---------------  Specialty Vehicles SE Inc. dba Fleetco II FLEETCEJ. iii . Invoice Number: 43149 685 Broad Street Pensacola, FL 32534 Tel: 850-477-7645 Fax: 850-478-6891 Invoice Date Sold To: 7110/15 Okaloosa County Board of County Page: Commissioners - Finance Dept. 1 302 N. Wilson St. - Suite 203 Crestview. FL 32536 Customer ID: Okaloosa Customer PO Due Date 7/20/15 Description Amount Trolley Rehab Project Proiect # RFB GM 02-15 Contract# C 15-2286-GM Trolley #100 Trolley inspected on premises by Okaloosa County Fleet Management Representative. Partial billing for refurbishing of one (I) of two Trolley's per specifications outlined in contract 97,921.75 #C 15-2286-GM and amendment. 7-13-/~ Subtota: 97,921.75 Sales Tro DATE:_.....!...µ....Lj..\.~..::::.:__-.-~ TOTAL Invoice Amoun 97,921.75 SIGNATURE:.__::tt:!~--!-~:..-'.:--  CONTRACT, LEASE, AGREEMENT CONTROL FORM Date: 03/10/2015 Contract/Lease Control #: CJ 5-2286-GM Bid#: GM 02-15 Contract/Lease Type: CONTRACT Award To/Lessee: SPECJA!,.TY VEHICLES SOUTHEAST. INC. OBA FLEETCO. INC Owner/Lessor: OKALOOSA COUNTY Effective Date: 03/05/2015 Term: COMPLETION OF WORK Description of Contract/Lease: TROLLEY REHAB PROJECT Department: GM Department Monitor: l\AMPERT Monitor's Telephone#: 690-651-7180 Monitor's FAX # or E-mail: EKAMPERT@CO.OKALOOSA.FL.US Closed: cc: Finance Department Contracts & Grants Office  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 3, 2015 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Allocate Grant Funding and Award of Bid to Refurbish Two Trolleys DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: Two trolleys operated as part of the transit system need to be rehabilitated due to significant wear. There are grant funds available to accomplish the work; however, the grant must be revised to allocate the funds into the appropriate line item. BACKGROUND: In 2007, Okaloosa County took delivery of two trolleys, numbered 1and2, to provide fixed route service along the tourism corridor routes. According to the Federal Transit Administration's rules, this type of vehicle is expected to have a service life of 12 years and 500,000 miles. However, due to the conditions (primarily moist, salt air environment) in which they operate, these vehicles have experienced significant degradation and have been pulled from service pending repair. Among the more significant issues include corrosion and rust, particularly in the undercarriage and exterior; roof leaks; and interior moisture and mold. Because the vehicles have not reached their service life, the County must either rehabilitate them and return them to service or dispose of them, and return to the FTA the greater of either the remaining amortized value based on 1112 of the value of the original purchase price for each year remaining or the remaining miles multiplied by 1/500,000th of the original price per mile. Using the remaining years, the remaining value for each vehicle is $55,227; using the mileage method, the value of one trolley is $112,454.14, and $111,147.95 for the other (which has slightly more miles). While the County cannot use grant funds to cover the remaining values and dispose of the vehicles, FTA funds can be used to pay for 100% of the rehabilitation cost with no local match required. In order to determine the rehabilitation value, the County issued a request for bids for rehabilitation of the trolleys which generated one response from Fleetco Specialty Vehicles with a price of $89,318.75 for each vehicle for a total of $178,637.50. Sufficient funds are available in grant FL-90-X642 to pay for this work. This is a 2008 grant which, as originally approved by the Board of County Commissioners, intended to purchase more vehicles than have been acquired due to the County's then-evolving vehicle purchasing policies. The available funds are within the vehicle purchase line item. In order to make these funds available to rehabilitate the trolleys, it is necessary to move the funds from the grant's vehicle purchase Activity Line Item to a new Activity Line Item for vehicle rehabilitation. If approved by the Board, this transfer will be done electronically in the FTA's TEAM system; there no hard copies of any documents to sign. Due to the age of some of the transit fleet, it is possible that other vehicles may require repair above typical maintenance, so staff recommends that $200,000 be transferred to the vehicle rehabilitation line item. OPTIONS: The County can either contract for the rehabilitation of the trolleys using the grant funds available, or dispose of them and remit to the FTA their respective remaining values. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners: 1. authorize the creation of a new Activity Line Item, 11.14.09, Trolley and Bus Rehabilitation, within grant FL-90-X642, and the transfer of $200,000 from Activity Line Item 11.12.04 of grant FL-90-X642 to the new line item, 11.14.09 to be used in the rehabilitation, including authorization of all necessary electronic approvals; and 2. authorize the award of a contract to Fleetco Specialty Vehicles in an amount not to exceed $178,638 for the rehabilitation work for the trolleys. 112612015 RECOMMENDED BY: I /28/2015 APPROVED BY: John Hofstad, County Administrator Ashley S. Endris From: Elliot Kampert <ekampert@co.okaloosa.fl.us> Sent: Wednesday, August 12, 2015 1:58 PM To: Ashley S. Endris; Janet Willis Subject: RE: AU Clarification/add ALL under Bus Rolling Stock Scope Thank you, please proceed. i Elliot 'I. From: Ashley S. Endris [mailto:aendris@okaloosaclerk.com] ' ; Sent: Wednesday, August 12, 2015 11:34 AM r To: Janet Willis; Elliot Kampert f. Subject: FW: ALI Clarification/add ALL under Bus Rolling Stock Scope I Importance: High I Janet/Elliot, I need direction from you in order to move the agenda item along. If you would, please let me know as soon as possible if you are good with the change that needs to be made to the account number on the contract payment form. Thank you, Ashley From: Ashley S. Endris Sent: Wednesday, August 12, 2015 10:55 AM To: Janet Willis Subject: FW: ALI Clarification/add ALL under Bus Rolling Stock Scope