Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
MOTION TO APPROVE multi-award contract to access Cooperative Purchasing and State Purchasing contracts, through the Florida Sheriffs Association, Sourcewell (formerly National Joint Powers Alliance), and the State of Florida Department of Management Services; for vehicles and equipment, for the Fleet Services Division and other Broward County agencies, for the remainder of the source contract(s) term and authorize the Director of Purchasing to renew contracts, as renewed by the Florida Sheriffs Association, Sourcewell, and the State of Florida Department of Management Services for a potential amount of $74,595,749.
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Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.135.e, the Director of Purchasing is authorized to enter into a contract awarded by a public procurement unit, if the public procurement unit and/or the vendor agree to such an award of their contract, and the procurement was accomplished under generally accepted public procurement principles. The actual award of such a contract shall be made by the applicable awarding authority.
What Action Accomplishes
Provides for the procurement of cars, light trucks, SUVs, vans, mowers, agricultural equipment, construction equipment, industrial equipment, med-heavy trucks, truck mounted equipment, trailers, boats, and like items for the Fleet Services Division and other Broward County agencies.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE TRANSPORTATION DEPARTMENT / FLEET SERVICES DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development did not reserve this project for Small Business Enterprises under the Sheltered Market Program or assign County Business Enterprise participation goals based on the review of products requested (Exhibit 1).
The Florida Sheriffs Association (FSA) contracts were competitively bid and is currently in effect from October 1, 2020 through September 30, 2023 with the option to renew for two one-year renewal periods. The purpose of these contracts is to provide administrative and other vehicles, heavy trucks, and heavy equipment from motor vehicle manufacturers and dealers/certified representatives (Exhibit 2). These contracts were awarded to the vendors by specification, manufacturer, and zone.
Sourcewell is a cooperative purchasing program that provides government resources and solutions to local and state government agencies, and nonprofits through cooperative purchasing by which quantities for the same item are combined to achieve economies of scale through volume discount pricing. The referenced contracts were competitively solicited and awarded from May 19, 2015 through August 1, 2024 by Sourcewell (Exhibit 3).
The State of Florida Department of Management Services (DMS) contracts were competitively solicited through the My Florida Market Place Sourcing Tool and Vendor Bid System. The contract terms range from one- to five-year terms and renewed upon mutual written agreement. The parties may renew these contracts, in whole or in part, for a renewal term not to exceed the Initial Contract Term from July 1, 2015 through December 31, 2023. The purpose of these contracts is to provide agriculture and lawn equipment, motors and related components, construction and industrial equipment, medium and heavy trucks, and motor vehicles (Exhibit 4).
The Fleet Services Division is requesting an estimated total amount of $74,595,749 for a potential five-year term for this procurement framework. This amount includes an estimated $3,018,000 to replace 90 vehicles and equipment for Fiscal Year 2021 and includes the budgeted amounts for other agencies and departments to purchase an additional estimated $17,940,000 worth of vehicles and equipment with approval of this request. Therefore, $20,958,089 is estimated for purchases for Fiscal Year 2021 utilizing these contracts (Exhibit 5).
To ensure the lowest cost source is accessed, the Fleet Services Division will obtain the vehicle or equipment specifications from the using department, division, or agency to select from three sources offering the lowest price within these Cooperative and State Purchasing Contracts for the identical item specified at the time of request. From the quotations received, the lowest quote will be selected.
The Fleet Services Division and the Purchasing Division have reviewed the select FSA, DMS and Sourcewell contracts and determined the pricing to be fair and reasonable based on lower costs available through established competitive pricing based on large volume discounts and economies of scales, while reducing administrative costs of project solicitation.
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each requirement processed against this open-end contract will be funded by the appropriate source at the time of release.
Requisition No. FLE0003698