21South Miami
To: The Honorable Mayor & Members of the City Commission
From: Robert F. Richardson II, Chief of Police
Via: Roger M. Carlton, Acting City Manage
Date: May 4, 2010 Agenda Item No.:
Subject: An ordinance of the Mayor and City Commission of the City of South Miami,
Florida authorizing the Acting City Manager to finance the purchase of €our
(4) nine (9) 2010 Ford Crown Victoria Police Interceptors for a total amount
of S101,360.00 $228,060.00 and accepting the interest rate of 3.08% for a five
(5) year financing term through Suntrust Bank with twenty (20) quarterly
payments in the amounts of $5;4874-0 $12,378.72 and charging to the Police
Department's Vehicle Lease/Purchase Account Number 001 -1910 -521 -4450;
Providing for severability, ordinances in conflict, and an effective date.
Request: Authorizing the Acting City Manager to purchase and sign a five (5) year
financing agreement with Suntrust Bank for lour-(4) nine (9) police vehicles.
Reason/Need: Financing is required and has been budgeted for the replacement of vehicles
in the police fleet. Favorable pricing and financing rates have made it
possible to purchase and finance nine (9) vehicles instead of the previously
planned four (4). The increase from four (4) to nine (9) purchased vehicles
was clearly explained to and understood by the City Commission during the
first reading of this ordinance. The City Attorney and Acting City Manager
were directed to prepare the appropriate adjustments to the greater
quantity for second reading.
The Police Department has had obtained quotes from five (5) vendors for the purchase of five (5) Ford
Crown Victoria Police Interceptor (CVPI) vehicles. One (1) vehicle will be purchased in full through the
American Recovery and Reinvestment Act of 2009. Four (4) vehicles are were to be financed over a five
(5) year period. The total amount for the four (4) vehicles to be financed is was $101,360.00.
Three (3) quotes were received from lending institutions:
• Suntrust Bank — 3.08% - paid in twenty (20) quarterly payments of $5,487.70
• First National Bank of South Miami — 4.85% -payment schedule not provided
• Ford Motor Credit — 6.4% -paid in five (5) annual payments of $22,957.61
Due to the current pricing for the vehicles, equipment and financing, the opportunity arose to purchase
and finance nine (9) vehicles (in addition to the grant- funded vehicle).
With the financing from Suntrust Bank, there will only be one (1) quarterly payment due in this current
FY 2009/10 budget. To make that single finance payment for nine (9) vehicles instead of four (4), the
total payment would be $12,378.72, leaving a balance of $25,217.56 to transfer to Operating Equipment
Account # 001- 1910 -521 -6430 to fund the emergency equipment and graphics installation on the
additional five (5) vehicles.
By taking advantage of this opportunity:
• Current year (FY 2009/10) expenditures would be within budget.
• After the total of ten (10) new vehicles (one fully funded from a grant) are in service, no patrol
officers would be assigned vehicles with over 100,000 miles. There would, however, still be a
few spare pool vehicles over 100,000 miles and approximately seven (7) vehicles in the 90,000
range.
• The ten (10) new vehicles should positively impact the cost of fleet maintenance and repairs as
they will be under warranty for 5 years /75,000 miles.
• The administration will be preparing a resolution in the near future to remove vehicles from the
fleet through parting out, scrapping or auction.
Cost: $12,378.72 from FY 2009/10 budget — Then, nineteen (19) more quarterly payments totaling
$49,514.88 per year for the remaining 4.75 years.
Funding Source: Police Department Vehicle Lease/Purchase Account #001 - 1910 -521 -4450 with a
current account balance of $37,596.28.
Backup Documentation:
• Proposed Second Reading Ordinance with
amendments approved on ls` reading
• Amended Financing Quote
• Excerpts from City Commission approval of amended resolution and ordinance
relating to purchase and financing of vehicles
Page 2 of 2
I ORDINANCE NO.
2
3 An ordinance of the Mayor and City Commission of the City of South Miami,
4 Florida authorizing the Acting City Manager to finance the purchase of four (4)
5 nine (9) 2010 Ford Crown Victoria Police Interceptors for a total amount of
6 $101,360.00 $228,060.00 and accepting the interest rate of 3.08% for a five (5) year
7 financing term through Suntrust Bank with twenty (20) quarterly payments in the
8 amounts of $5,487.70 $12,378.72 and charging to the Police Department's Vehicle
9 Lease/Purchase Account Number 001- 1910 -521 -4450; Providing for severability,
10 ordinances in conflict, and an effective date.
11
12 WHEREAS, the 2009 -2010 Approved Budget reflects the allocation of funds for
13 the purchase and financing of the proposed vehicles; and
14 WHEREAS, In accordance with competitive bidding procedures, three (3) banks
15 have provided quotes, Ford Credit, Suntrust Bank and First National Bank of South
16 Miami; and
17 WHEREAS, Suntrust Bank has provided the lowest rate and has agreed to
18 finance the vehicles at an interest rate of 3.08% for five (5) years; and
19 NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY
20 COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, THAT:
21 Section 1. That the City Manager is authorized to execute a contract with
22 Suntrust Bank for financing as described in this ordinance.
23
24 Section 2. That the funding will be provided from the Police Department's
25 Vehicle Lease /Purchase Account # 001- 1910 -521 -4450, Account Balance $37,596.28
26 Section 3. This ordinance shall take effect upon adoption.
27
28
29
30
31
32 PASSED AND ADOPTED this day of 2010.
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
ATTEST:
C471610IN 11A
I" Reading —
2 °d Reading —
READ AND APPROVED AS TO FORM
AND LEGAL SUFFICIENCY
CITY ATTORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard
Vice Mayor Newman
Commissioner Palmer
Commissioner Beasley
Commissioner Harris:
Page I of 2
Rivera, Lisette
From: Rivera, Lisette
Sent: Wednesday, April 28, 2010 5:24 PM
To: Mills, Michael S.
Subject: FW: New purchase for 9 police cars
Lisette,
The below amort is for the revised amout which will be for 9 police vehicles. Should you need anything else, feel
free to contact me.
Thank you,
Lu
Payment
Payment
Payment
Principal
Interest
Principal
Number
Date
Amount
Component
Component
Balance.
5/15/10
228,060.00
1
8/15/10
12,378.72
10,565.65
1,813.07
217,494.35
2
11/15/10
12,378.72
10,649.65
1,729.07
206,844.70
3
2/15/11
12,378.72
10,734.31
1,644.41
196,110.39
4
5/15/11
12,378.72
10,819.65
1,559.07
185,290.74
5
8/15/11
12,378.72
10,905.66
1,473.06
174,385.08
6
11/15/11
12,378.72
10,992.36
1,386.36
163,392.72
7
2/15/12
12,378.72
11,079.75
1,298.97
152,312.96
8
5/15/12
12,378.72
11,167.84
1,210.88
141,145.13
9
8/15/12
12,378.72
11,256.62
1,122.10
129,888.51
10
11/15/12
12,378.72
11,346.11
1,032.61
118,542.39
11
2/15/13
12,378.72
11,436.31
942.41
107,106.08
12
5/15/13
12,378.72
11,527.23
851.49
95,578.85
13
8/15/13
12,378.72
11,618.87
759.85
83,959.98
14
11/15/13
12,378.72
11,711.24
667.48
72,248.74
15
2/15/14
12,378.72
11,804.34
574.38
60,444.40
16
5/15/14
12,378.72
11,898.19
480.53
48,546.21
17
8/15/14
12,378.72
11,992.78
385.94
36,553.43
18
11/15/14
12,378.72
12,088.12
290.6
24,465.31
19
2/15/15
12,378.72
12,184.22
194.5
12,281.09
20
5/15/15
12,378.72
12,281.09
97.63
0
Totals
247,574.40
228,060.00
19,514.40
Lawanna S. Gatton
410- 307-6705 office
410- 952 -1208 cell
410- 3o7 -662o fax
From: Irivera0l @att.blackberry.net [ mailto :Irivera0l @att.blackberry.net]
Sent: Friday, April 23, 2010 4:47 PM
To. Gatton.Lawanna
Subject: Re: New purchase for 4 police cars
I just following up the request I send you I need the inf as soon as posible since the ordinance has to go
4/28/2010
Page 2 of 2
back to the commission and the dead line is on monday. Thank you
Lissette
Sent via B1ackBerry by AT &T
From: "Gatton.Lawanna" <Lawarma.Gatton @suntrust.com>
Date: Wed, 21 Apr 2010 13:20:37 -0400
To: <lrivera @cityofsouthmiami.net>
Subject: Re: New purchase for 4 police cars
Thank you for the update. I will work on my end toward the anticipated closing in early May. Are you still
considering the refinance of vehicles?
Thank You,
Lu
From: Rivera, Lisette <Irivera @cityofsouthmiami.net>
To: Gatton.Lawanna
Sent: Toe Apr 20 12:55:58 2010
Subject: RE: New purchase for 4 police cars
Please be informed that the first reading ordinance for the purchase of the cars was approved. There is
one more time that we need to go in front of the commission for on May 4. Please let me know what do
you need to start the process of the finance right after the ordinance is approved. Please forward me the
schedule of payment including the finance of 9 cars no 4.
Thank you,
Lissette
4/28/2010
1 City of South Miami
2 Regular City Commission Minutes
3 April 19, 2010
4 EXCERPT
5
6
7 CALL TO ORDER:
8
9 The City Commission of the City of South Miami, Florida met
10 in regular session on Monday, April 19, 2010, beginning at 7:24
11 p.m., in the City Commission Chambers, 6130 Sunset Drive.
12
13 A. Roll Call:
14 The following members of the City Commission were present:
15 Mayor Philip K. Stoddard, Vice Mayor Valerie Newman, and,
16 Commissioners Velma Palmer, Brian D. Beasley and Walter A.
17 Harris.
18
19 Also in attendance were: City Attorney Laurence Feingold and
20 Deputy City Attorney Mark A. Goldstein, City Clerk Maria M.
21 Menendez and Acting City Manager Roger M. Carlton.
22
23
24 RESOLUTION (S)
25
26
27 87 -10 -13121
28 21. A Resolution of the Mayor and City Commission of the
29 City of South Miami, Florida, authorizing the Acting
30 City Manager to purchase Five Ten {--R+ (10) 2010 Ford
31 Crown Victoria Police Interceptor (CVPI) vehicles from
32 Gus Machado Ford for an amount of $126,700.00 and
33 authorizing the Acting City Manager to seek the lowest
34 bidder for financing of four 44)- nine (9) of the
35 vehicles for an amount of $101,360.00 from Police
36 Vehicle Lease /Purchase Account # 001 -1910- 521 -4450 and
37 the fifth ninth vehicle to be funded from the American
38 Recovery and Reinvestment Act Grant in the amount of
39 $25,340.00 and authorizing the expenditure of not more
40 than $24,754.80 for emergency equipment and
41 installation from Dana Safety Supply and $1,957.80 for
42 graphics installation by Graphics Design International
43 for five {3} ten (10) vehicles from Police Operating
CITY COMMISSION MINUTES 1
April 19, 2010
PTEN
1 Equipment Account # 001 - 1910 -521 -6430, Providing for an
2 effective date. 3/5
3 (Acting City Manager)
4
5 Moved by Commissioner Beasley, seconded by Mayor Stoddard to
6 approve this item.
7
8 Mr. Carlton presented this item explaining that because the
9 finance rate came so low, and because there is enough money
10 available, he contacted the leasing company to see if they would
11 be willing to finance five (5) more vehicles; if approved by the
12 Commission, we will have to budget $27,000.00 for next year's
13 lease payment. He said that if the purchase of ten (10) vehicles
14 is approved, we will not have an active vehicle with more than
15 100,000 miles.
16
17 Moved by Mayor Stoddard to amend the resolution to change
18 the number of vehicles from five (5) to ten (10). Seconded by
19 Vice Mayor Newman, the motion to approve this item as amended and
20 as a whole passed by a 5 -0 vote:
21
22 Commissioner Palmer: Yea
23 Vice Mayor Newman: Yea
24 Commissioner Beasley: Yea
25 Commissioner Harris: Yea
26 Mayor Stoddard: Yea
27
28
29 ORDINANCE () FIRST READING
30
31 22. An ordinance of the Mayor and City Commission of the
32 City of South Miami, Florida authorizing the Acting
33 City Manager to finance the purchase of four (4) nine
34 (9) 2010 Ford Crown Victoria Police Interceptors for a
35 total amount of $$101,360 =00 $228,060.00 and accepting
36 the interest rate of 3.08% for a five (5) year
37 financing term through Suntrust Bank with twenty (20)
38 quarterly payments in the amounts of $5,487.70
39 $12,378.72 and charging to the Police Department's
40 Vehicle Lease /Purchase Account Number 001- 1910 -521-
41 4450; Providing for severability, ordinances in
42 conflict, and an effective date. 4/5
43 (Acting City Manager)
44
45 Moved by Commissioner Beasley, seconded by Mayor Stoddard to
46 approve this item.
47
CITY COMMISSION MINUTES 2
April 19, 2010
1
2
3
4
5
6
7
8
9
10
11
12
13
m1a t!
Moved by Mayor Stoddard to amend the ordinance to read that
we will finance the purchase of nine (9) vehicles instead of four
(4) vehicles. Seconded by Commissioner Beasley, the motion to
approve this item as amended and as a whole passed by a 5 -0 vote:
CITY COMMISSION MINUTES
April 19, 2010
Commissioner Palmer: Yea
Vice Mayor Newman: Yea
Commissioner Beasley: Yea
Commissioner Harris: Yea
Mayor Stoddard: Yea
3
MIAMI DAILY BUSINESS REVIEW
Published Daily except Saturday, Sunday and
Legal Holidays
Miami, Miami-Dade County, Florida
STATE OF FLORIDA
COUNTY OF MIAMI -DADE:
Before the undersigned authority personally appeared
V. PEREZ, who on oath says that he or she is the
LEGAL CLERK. Legal Notices of the Miami Daily Business
Review f /k/a Miami Review, a daily (except Saturday, Sunday
and Legal Holidays) newspaper, published at Miami in Miami -Dade
County, Florida; that the attached copy of advertisement,
being a Legal Advertisement of Notice in the matter of
CITY OF SOUTH MIAMI
PUBLIC HEARING - MAY 4, 2010
in the XXXX Court,
was published in said newspaper in the issues of
04/23%2010
Affiant further says that the said Miami Daily Business
Review is a newspaper published at Miami in said Miami -Dade
County, Florida and that the said newspaper has
heretofore been continuously published in said Miami -Dade County,
Florida, each day (except Saturday, Sunday and Legal Holidays)
and has been entered as second class mail matter at the post
office in Miami in said Miami -Dade County, Florida, for a
period of one year next preceding the first publication of the
attached copy of advertisement; and affiant further says that he or
she has neither paid nor promised any person, firm or corporation
any discount, rebate, commission or refund for the purpose
of securing this advertisement for publication in the said
newspaper. )
Sworn to and subscribed before me this
23 dayof PRIL Af%.DD2010
(SEAL)
V. PEREZ personally known to me
"' Comrr sslor # DD 93753[
�, � Expires Pdovember 2, ?013
••f�, s °F' Eon:P,i Tm Trot rvn ri.� ^�� ^�+FS'/619
Yc
Pi
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ity_of, South
Commission
7:30 p.m. in
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151,00 •.
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Fof fiurtiier mfornatton,, please contact the City ; Clerk's Office at:
305. 663 -
MariaK Menendei, CMC
CityCierk '
+�• h
Pumuan6l'to Florldat;Statutes`2$6.0105, the City .hereby, advjses,;the
public that it a person decides to appeal any deeisipri made by this Board,
Agency. or: <Commissfon �wjttt: respect G. any ,matter. Considered at its
meeting or hearing, he record of the proceedings, an,' or she will need a d
that for. such purpose; affected person may need to ensure that a verbatim
record of the proceedings is made.which record includes the testimony
and evidence upon which the appeal is to be based.
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