Julie Leonard

Assistant Public Works Director

Albert J. Carbon III PE

Public Works Director

Issue Statement:  As identified in the adopted Fiscal Year 22 Vehicle Replacement Schedule, City vehicles which 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: Staff recommends that the City Commission adopt a Resolution authorizing the purchase of three (3) Ford F350 Regular Cab Utility Trucks, equipped with a liftgate through the Florida Sheriff's Association (FSA) Contract FSA 20-VEL28.0 from Palmetto Ford of Miami, for the Public Works Department.

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 replacement of three (3) Ford F350 Regular Cab Utility Trucks, equipped with a liftgate, through the Florida Sheriff's Association (FSA) Contract FSA 20-VEL28.0 from Palmetto Ford of Miami, for the Public Works Department for a total of $142,830 (Cost per truck of $47,610 as shown in Exhibit A), plus add-on equipment/safety lights for $5,045.70 ($1,681.90 per vehicle as shown in Exhibit B).

In 1983, the Florida Sheriffs Association (FSA) developed a program which assists local governments in purchasing 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 three (3) replacement vehicles for a total cost of $147,875.70 for the Public Works Department's Water and Wastewater 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 three (3) replacement vehicles being replaced are 10 and 17 years old.  These vehicles are used on a daily basis by the Water and Wastewater Division to maintain the City's potable water and sewer infrastructure.  Uses include transportation to and from work site locations, large beds for transportation of equipment, tools, and materials, and towing for dumpster, trailers, and heavy machinery.

Additionally, staff has noted that 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 may be higher. Therefore, staff is recommending procuring safety lights locally after the vehicles have been received. 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 safety lighting is $5,045.70 for all three vehicles (Exhibit B). 

Once the replacement vehicles are received by the City, the existing vehicles will be either sold at auction or repurposed as fleet pool vehicles. 

Sufficient funds to purchase a total of three vehicles for $142,830 (as shown in the attached Quote Sheet, Exhibit A) plus the cost of safety lights at $5,045.70 (Exhibit B) for a total of $147,875.70 are available in the FY 22 Adopted Budget of the Public Works Water, and Wastewater Divisions. The proposed expenditure is as follows: