Julie Leonard

Assistant Public Works Director

Albert J. Carbon III, PE, 

Public Works Director

Issue Statement:  As identified in the adopted FY 22 Vehicle Replacement Schedule, City vehicles that have reached or exceeded their useful life need to be replaced in order to reduce long-term operational and maintenance costs, increase reliability and ensure vehicle appearance supports the Proud Oakland Park (POP) Initiative. 

Recommended Action:  Purchase four (4) replacement vehicles as identified in the Vehicle Replacement Schedule adopted as part of the FY 22 budget using the Florida Sheriff's Association FSA Contract FSA 20-VEL28.0.

Background:  The adopted FY 22 budget authorizes the purchase of 18 replacement vehicles and one (1) additional vehicle with an estimated total of $2,899,384. This agenda item addresses the procurement of four (4) replacement pickup trucks. All four Ford F-150 pickup trucks totaling $124,852 (Exhibit A & B) are for the Public Works Department with two are assigned to the Streets Division, and two to the Parks Maintenance Division, plus add-on equipment/safety lights for $6,384.40 (Exhibit C).

The Florida Sheriffs Association (FSA) developed a program that assists local governments in acquiring vehicles through a competitive procurement process. The State of Florida is divided into four regions and vehicle bids are solicited by the FSA on behalf of all municipalities and other agencies within the State. The bid program uses the concept of volume-based pricing to secure competitive prices for the procurement of government vehicles. The City has taken advantage of the savings offered through this procurement process for many years and for most vehicles.  

The adopted FY 22 budget authorizes the purchase of four (4) replacement vehicles in the amount of $140,000 for the Public Works Departments Streets and Parks Maintenance Divisions. Purchasing vehicles through the FSA contract is the most cost-effective way of purchasing vehicles.

Each year staff evaluates the condition of every vehicle in the fleet and recommends replacements for vehicles with increased operating expenses and uncertain reliability. The four (4) vehicles being replaced are 16 and 17 years old.

Additionally, staff has noted although the prices available for the primary vehicles are extremely competitive utilizing the FSA contract, the prices of some add-on accessories on the FSA contract seem excessive. Therefore, staff is recommending procuring safety lights locally, after the vehicles have been purchased. These add-ons are outside the scope of the authorization requested in this agenda item and will be purchased through normal purchasing procedures. They are included in the agenda item solely for the purposes of reporting the total expenditure versus the approved budget. The cost of the safely lights is $6,384.40 for all four pickup trucks (Exhibit C).

These pickup trucks are used daily to provide maintenance in both City parks, and City roadways/rights of way for the following tasks: 

• Transportation to and from sites
• Large bed for transporting equipment and tools
• Tow hitch for dumpster/trailers and other equipment

Once the vehicles are received, the current four vehicles will be repurposed to replace older fleet pool vehicles.    

Sufficient funds to purchase four (4) pickup trucks for $124,852 (as shown in the attached Quote Sheet, Exhibits A & B) plus the cost of safety lights at $6,384 (Exhibit C) for a total of $131,236 are available in the FY 22 Adopted Budget of the Streets and Parks Maintenance Divisions of the Public Works Department.

The proposed expenditure are as follows:                                 

Staff recommends that the City Commission adopt a Resolution authorizing the purchase of four (4) pickup trucks for the Public Works Department through the Florida Sheriff's Association (FSA) Contract FSA 20-VEL28.0.