STATEMENT OF ISSUE
Staff requests City Commission approval to purchase six vehicles for Underground Utilities. The vehicles will be purchased utilizing Sheriff’s Contract #08-0908, and WorkTrux Truck Bodies #1494. This purchase shall be in accordance with pricing, terms and conditions of these contracts.
Procurement and the Office of Budget and Policy have reviewed this request for sufficient funding and compliance to procurement guidelines. They have approved the request as meeting all criteria.
RECOMMENDED ACTION
Option #1 Approve the purchase of six vehicles for Underground Utilities for a total cost of $137,845.02.
FISCAL IMPACT
There are sufficient funds in the Fleet Capital Vehicle Replacement Project to cover this purchase. Funding Source (716-470101-550050-09047).
Mike Tadros, General Manager, Underground Utilities
Terry Lowe, Superintendent, Fleet Management
Anita Favors Thompson, City Manager
For information, please contact: Mike Tadros, Underground Utilities, (850) 891-5107
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
The Underground Utilities Department has recently completed a comprehensive reorganization within the operations section. As a part of this reorganization, crew task assignments, vehicle utilization and the functionality of vehicles to job assignments were examined resulting in the elimination of 18 vehicles and or equipment totaling more than $1 million in replacement value. Most of the vehicles and or equipment have been sold and all proceeds from the sale were returned to the Fleet Vehicle Replacement Fund to support future vehicle needs.
The six vehicles being replaced are crew vehicles with 98,000 to 157,000 miles of service. The lead-time for delivery is approximately five months. The vehicles are utilized for transporting multiple crewmembers, material storage (for field tasks) and towing equipment to and from work locations. Due to a progressive maintenance program, the City of Tallahassee has been able to retain the six trucks mentioned above longer than the norm. However, due to the present maintenance cost and evaluation of the potential future cost, it is recommended that they be replaced at this time. The need to continue ownership and the proper type vehicle has been considered and both Fleet Management and Underground Utilities agreed this purchase is necessary to provide the present service level. Two of the vehicles will be replaced with more fuel-efficient and environmentally proficient engines. There are no reasonable alternative fuel vehicles at this time for the four remaining vehicles.
Replacements:
#8262 - 2001 2500 Dodge with service body mileage (115,424)
Replace with 2009 F250 Ford with Reading service body
Chassis Vendor per Florida Sheriff’s Association Contract # 08-16-0908: Hub City Ford Crestview Florida, Cost $17,989.00
Body Vendor: WorkTrux per COT Contract # 1494, Cost $ 4,985.17
Unit Total Cost: $22,974.17
#8261 2001 2500 Dodge with service body mileage (105,443)
Replace with 2009 F250 Ford with Reading service body
Chassis Vendor per Florida Sheriff’s Association Contract # 08-16-0908: Hub City Ford Crestview Florida, Cost $17,989.00
Body Vendor: WorkTrux per COT Contract # 1494, Cost $ 4,985.17
Unit Total Cost: $22,974.17
#8252 2000 2500 Chevy with service body mileage (123,883)
Replace with 2009 F250 Ford with Reading service body
Chassis Vendor per Florida Sheriff’s Association Contract # 08-16-0908: Hub City Ford Crestview Florida, Cost $17,989.00
Body Vendor: WorkTrux per COT Contract # 1494, Cost $ 4,985.17
Unit Total Cost: $22,974.17
#8259 2000 2500 Chevy with service body mileage (97,836)
Replace with 2009 F250 Ford with Reading service body
Chassis Vendor per Florida Sheriff’s Association Contract # 08-16-0908: Hub City Ford Crestview Florida Cost, $17,989.00
Body Vendor: WorkTrux per COT Contract # 1494, Cost $ 4,985.17
Unit Total Cost: $22,974.17
#8263 2001 2500 Dodge with service body mileage (156,300)
Replace with 2009 F250 Ford with Reading service body
Chassis Vendor per Florida Sheriff’s Association Contract # 08-16-0908: Hub City Ford Crestview Florida, Cost $17,989.00
Body Vendor: WorkTrux per COT Contract # 1494, Cost $ 4,985.17
Unit Total Cost: $22,974.17
#9230 1999 2500 Chevy with service body mileage (104,238)
Replace with 2009 F250 Ford with Reading service body
Chassis Vendor per Florida Sheriff’s Association Contract # 08-16-0908: Hub City Ford Crestview Florida, Cost $17,989.00
Body Vendor: WorkTrux per COT Contract # 1494, Cost $ 4,985.17
Unit Total Cost: $22,974.17
CHARITABLE CONTRIBUTIONS
Award not based on Charitable Contributions, as purchases are being done off of Sheriff Contract, City Of Tallahassee contracts #1285 and #1494 which was competitively sought by Hub City Ford, Ward International Trucks and WorkTrux. Charitable Contributions were included in Bid/RFP No. WorkTrux #0222-06-BM-TC from which this contract resulted and was previously approved by the City Commission on November 08, 2006.
OPTIONS
Option #1 Approve the purchase of six vehicles for Underground Utilities for a total cost of $137,845.02
Option 2 – Provide additional direction to staff.
ATTACHMENTS/REFERENCES
N/A