Broward County Commission Regular Meeting

A. MOTION TO APPROVE open-end multiple award contracts to the awarded vendors off the State of Florida Contract Number 071-000-14-1, Motor Vehicles, Broward County Master Agreement Number W1233514G1 for the purchase of new vehicles in the estimated amount of $2,300,000, plus the purchase of Original Equipment Manufacturer (OEM) options such as diesel engines in the estimated amount of $200,000, for a total estimated annual amount of $2,500,000 for the Fleet Services Division and various other County agencies. The initial contract period for the Master Agreement begins on the date of approval and terminates on October 31, 2014 with no renewal periods. 

ACTION: (T-10:24 AM) Approved.

VOTE: 8-0. Commissioner Jacobs was not present.

B. MOTION TO AUTHORIZE  Director of Purchasing to approve contracts for new vehicles and new vehicle OEM options based on competitively bid State of Florida contracts as may be awarded for two years commencing on the date of award of State of Florida contracts. The State of Florida contract for motor vehicles is bid each year.

ACTION: (T-10:24 AM) Approved.

VOTE: 8-0. Commissioner Jacobs was not present.

A. and B. In accordance with the Broward County Procurement Code, Section 21.31.a.4, the Board is required to approve all purchases exceeding $250,000. Per Section 21.135.a.2, the Purchasing Division is expressly authorized to purchase from contracts generated by the State of Florida.

A. and B. Provides for the procurement of new vehicles for various County agencies.

None

THE PURCHASING DIVISION AND TRANSPORTATION DEPARTMENT/FLEET SERVICES DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION

The Office of Economic and Small Business Development did not assign County Business Enterprise (CBE) goals for this procurement because there are no subcontracting opportunities for CBE contractors and this procurement is based on the use of a pre-existing State of Florida contract (Exhibit 1).

The purpose of this contract is to provide for the purchase of new automobiles, vans, pickup trucks, and sport utility vehicles, with or without installed options, for County agencies. The Fleet Services Division (Fleet) seeks to piggy-back on the State of Florida Contract No. 071-000-14-1, Motor Vehicles, for the procurement of motor vehicles with or without OEM options. By utilizing the State of Florida Contract the County is able to take advantage of lower costs available through competitive pricing based on large volume discounts. The State of Florida Contract No. 071-000-14-1 was competitively solicited through the State of Florida Invitation to Bid No. 10-071-000-C. The State of Florida Contract for Motor Vehicles is re-solicited annually.

This contract will provide a portion of the required replacement vehicles for the County’s existing fleet of 983 vehicles. As of January 1, 2014, there were 529 vehicles that met the replacement criteria of 10 years of age or 100,000 miles. On February 4, 2013 (Item No. 15), the Board approved a pilot program for leasing up to 305 vehicles, with 99 vehicles planned for fiscal year 2014. This contract will provide for the procurement of the remaining vehicles due for replacement.

The Board, at the regular meeting on January 31, 2012, directed Fleet to offer local vendors an opportunity to provide vehicles to the County at pricing competitive with the State of Florida Contract No. 071-000-14-1. During fiscal year 2012 vehicles were purchased from both local vendors and from the State of Florida Contract. There were no vehicles purchased in fiscal year 2013. Fleet identified vehicles listed on the State of Florida Contract by part number to be purchased in fiscal year 2014. The dealers identified on the State of Florida contract includes a local dealer, AutoNation Chrysler Dodge Jeep Ram Pembroke Pines. On January 19,2014 the Director of Purchasing approved a Sole Brand solicitation to allow a comparison of identical vehicles and equipment. The solicitation posted on January 29, 2014 and opened on February 12, 2014. A single bidder responded to the solicitation. The single bid was rejected by the Director of Purchasing for taking exception to the contract terms and conditions. Specification 3.1 required Original Equipment Manufacturer (OEM) options to be offered to the County at or below the pricing for OEM options contained in the State of Florida contract. The vendor indicated they would not comply and offered a  flat discount on all vehicle OEM options.