Fort Walton Beach Council agenda — 2-25-14--regular — reading text

Vehicles are necessary equipment for law enforcement work and replacement is required when their dependability is adversely affected by excessive mileage, repairs, and damage. 1. 1. 1. Funds were carried forward from FY 2012 -13 for the purchase / replacement of four (4) patrol vehicles. 1. 1. 2. The General Fund Budget for FY 2013 -14 also provides funding for four ( 4) patrol vehicles. 1. 2. Ford Motor Company has ceased manufacturing Crown Victoria Police Purpose vehicles and has replaced them with several other model police purpose vehicles. Dodge and Chevrolet have also introduced several new police purpose vehicles. 1. 2. 1. The entire current Fort Walton Beach Police Department patrol fleet is comprised of Ford Crown Victoria model vehicles. 1. 2. 2. Add -on equipment such as prisoner partitions, light bars, weapon mounts, computer mounts, protective door panels, and other assorted equipment is generally transferred from old vehicles, as they are removed from the fleet, to newly purchased vehicles. This practice will not be available, during this transition time, because only different model vehicles are now available. 1. 2. 3. A committee was appointed by the Police Chief to research and recommend the available vehicles most suitable for use by the Department' s Uniform Patrol Division. 1. 2. 3. 1. Extensive research was conducted by members of the committee. 1. 2. 3. 2. The committee' s research, including confirmation by the City' s Fleet Manager, determined that two models, offered by Ford, provide the best value for purchase, maintenance, police patrol operations, and maintaining the fleet. 1. 2. 4. The committee, unanimously, recommended two model police purpose vehicles: the Police Interceptor Sedan and the Police Interceptor Utility Vehicle. 2. DISCUSSION: 2. 1. Each year, the City is permitted the opportunity to utilize the Florida State contract Page 1 of 2  and/ or the Florida Sheriff' s Association contract to purchase vehicles and equipment. These contracts are annual contracts that complete the competitive solicitation process to provide vehicles and equipment for state and local agencies. The contracts for FY 2013 -14 are currently available to the City. 2. 1. 1. Bid Award # 13 -21 -0904 covers Police Rated Vehicles, Motorcycles, Sedans, Utility Vehicles, Light Trucks, and full size Utility Vehicles. 2. 1. 2. The contract is divided into zones throughout the state, and the City falls within the western zone. 2. 1. 3. The contract for Police Sedan and small Police Utility Vehicles was awarded to Duval Ford in Jacksonville, Florida. The goal of the City' s Fleet Division is to standardize vehicles, in order to make the maintenance of the fleet more efficient. 2. 2. The police committee conferred with the City' s Fleet Manager to determine that the committee' s recommended vehicles meet this criteria 2. 2. 1. The Fleet Manager confirmed that they did. 3. FINANCIAL INFORMATION: 3. 1. The total price for the eight ( 8) vehicles, including the required add -on equipment, is 261, 570. 68. 3. 2. The total price for vehicles is less than the $ 264K budgeted in the FY 2013 -14 General Fund budget. 3. 3. The vehicles are available for purchase via the state contract and/ or via the Florida Sheriff s Association contract. All add -on equipment is available through the aforecited contracts and /or vendors on the City of Fort Walton Beach purchasing list. 4. RECOMMENDATION: 4. 1. Pursuant to the City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, Paragraph 4. 01. 02 and the Purchasing Policies and Procedures, Staff respectfully recommends City Council approval to purchase four ( 4) Ford Police Interceptor Sedan Vehicles and four ( 4) Ford Police Small Crossover Utility Vehicles for a total not -to- exceed cost, including add -on equipment, of $264K through the State Contract and/ or Florida Sheriff s Association annual contract. SIGNATURE BLOCK: Ted Litschauer Completed 02/ 18/ 2014 2: 41 PM Finance Completed 02/ 18/ 2014 3: 24 PM Carole Jones Completed 02/ 19/ 2014 8: 45 AM City Manager Completed 02/ 19/ 2014 1: 26 PM City Council Pending Page 2 of 2  City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Michael D. Beedie, City Manager From: Tim Bolduc, Engineering and Utilities Services Director Date: February 25, 2014 Subject: Award of Purchase for Facilities Truck 1. BACKGROUND: 1. 1. Vehicle No. 2378 is a 1997 Ford F250 truck in the Facilities Division. The vehicle is beyond its useful life and is becoming increasingly difficult and expensive to repair. 1. 2. During the FY 2013 -14 budget discussion, this truck was identified as a vehicle that needed replacement to insure the safe operation of the fleet. A total of $25, 900 was allocated in the FY 2013 -14 Facilities Division budget for a replacement truck. 2. DISCUSSION: 2. 1. Each year, the City is offered the opportunity to utilize the Florida Sheriff's Association Contract to purchase vehicles and equipment. The Florida Sheriff' s Association Contract is an annual contract that completes a competitive solicitation process to provide vehicles and equipment for State and Local agencies for FY 2013 -14. 2. 1. 1. Bid Award No. 13 -21 -0904 covers Police Rated Vehicles / Motorcycles, Sedans, & Light Trucks. 2. 1. 2. The contract is divided into zones throughout the State, and the City falls within the Western Zone. 2. 1. 3. The contract for the utility trucks in the Western Zone was awarded to Duval Ford in Jacksonville, Florida. 2. 2. Even though the existing vehicles are different makes and models, the goal of the City' s Fleet Division is to standardize vehicles to make the maintenance of the fleet more efficient. In December 2013, Staff received a quote from Duval Ford for a Ford F250 truck in the amount of $26, 967. 00. 3. FINANCIAL INFORMATION: 3. 1. The total price of $ 26,967. 00 provided by Duval Ford is more than the budgeted amount 25, 900. 00. The additional cost is attributed to the approval of a new of $ contract between the original quote and the date of this request. 3. 2. A budget transfer in the amount of $1, 067. 00 is needed in order to cover the total cost. Funds are available within the Facilities Division via a budget transfer. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Page 1 of 2  84 Section 4. 01, Paragraph 4. 01. 25 and the Purchasing Policies and Procedures, Staff respectfully recommends City Council award the purchase of a F250 truck for the Facilities Division to Duval Ford in Jacksonville, Florida based on the bid awards from the Florida Sheriffs Association Contract No. 13 -21 -0904 in the amount of $26,967. 00. ATTACHMENTS: Duval Ford F250 Quote ( PDF) SIGNATURE BLOCK: Tim Bolduc Completed 02/ 19/ 2014 12: 55 PM Finance Completed 02/ 19/ 2014 1: 16 PM Carole Jones Completed 02/ 19/ 2014 1: 22 PM City Manager Completed 02/ 19/ 2014 1: 46 PM City Council Pending Page 2 of 2  DUM FLEET uuvvf rvru nUCL - ADAMS WALTON BEA01 Laura Smith Work) 904- 388 -2144 ( Fox) 904 -387-6816 laura smtthilMduvalford. com 1616 Cassat Ave. lax, FL 32110 I appreciate your interest and the opportunity to quote. Prices are published by the Rodda Sheriffs Association/ Florida Association of Counties & Florida Rre Chiefs' Association automotive contract #13.11. 09W0 / 13.21.0904. (www.iisheriffs.org) if you have any questions regarding this quote please calif Vehicle will be ordered white exterior unless specified on purchase order. KNAPHEIDE UTITILTY BODY, REQUIRES 31V31B SHIP THROUGH QUALIFIED VEHICLE MODIFIER, INCLUDES DEALER PDI SINGLE LADDER RACK ( SIDE MOUNT) VERTEX 4 CORNER LED LIGHTS WHELEN LIBERTY SINGLE TIER LIGHTBAR WITH SWITCH SPRAY IN BEDLINER AND TOP OF BOXES BACK UP ALARM labor rate for equipment listed above. Includes wire loom, and shop supplies. $ 100 FORT VIALTQJ BEACH F - 250 & EXPED Printed: 1111912013 — d— ai f I cet cam  Community Redevelopment Agency @ To: I ENGINEERING & UTILITY SERVICES MEMORANDUM Michael D. Beedie, City Manager From: Tim Bolduc, Engineering and Utilities Services Director Date: February 25, 2014 Subject: 2013 CRA Annual Report 1. BACKGROUND: I. I. In accordance with Section 163. 356 ( 3)( c) of the Florida Statutes, the Community Redevelopment Agency ( CRA) is required to provide an Annual Report of activities to the City Council