2Agenda Item No:2.
City Commission Agenda Item Report
Meeting Date: August 7, 2018
Submitted by: Steven Kulick
Submitting Department: Procurement Division
Item Type: Resolution
Agenda Section: CONSENT AGENDA
Subject:
A Resolution authorizing the City Manager to purchase one fully electric used vehicle that is unique as to
mileage and condition and to surplus one parking enforcement vehicle. 3/5 (City Manager-Procurement)
Suggested Action:
Attachments:
Memo Used Vehicle.doc
Resolution_Purchase_of_Used_Fully_Electirc_Vehicles_7.16.18CArev#s.docx
Model Years 2013 -2016 Nissan Leaf.pdf
GEM SURPLUS VEHICLE.pdf
Surplus Property Ordinace.pdf
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CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
TO:The Honorable Mayor & Members of the City Commission
FROM:Steven Alexander, City Manager
DATE:August 7, 2018 Agenda Item No.:_____
SUBJECT:A Resolution authorizing the City Manager to purchase
one fully electric used vehicle that is unique as to mileage
and condition and to surplus one parking enforcement
vehicle.
BACKGROUND:Market research reveals a potential fully electric used vehicle for
acquisition, a Nissan Leaf, model years 2013 through 2016.
The City plans to provide the vehicle to the Parking Division. With the
addition of the electric used vehicle for parking enforcement, the City is
requesting approval to retire and surplus a 2013 GEM vehicle VIN
#52CG2AGA3D0003228 as it has exceeded its useful life for parking
enforcement.
The purchase of used electric vehicles, which was specifically directed by
the Commission, provides challenges to the procurement method that a
typical vehicle purchase of a new vehicle does not and, therefore, the
City’s usual procurement process would not apply. When purchasing
new vehicles for example, the City, after careful and detailed review, has
determined piggybacking from the Florida Sheriffs Association (FSA)
Contract for new administrative cars trucks and vans and, police rated
vehicles provides an efficient and cost-effective method of purchasing
specialized vehicles of this type. Unfortunately for a used car, this
method cannot be applied.
Procurement is recommending the following approach to soliciting
quotations and ultimately purchasing one fully electric vehicles. One fully
electric used vehicle model appears to be currently available; a Nissan
Leaf, model years 2013 through 2016. The addition of an additional
Nissan Leaf will complement the City’s existing fleet of three (3) used
fully electric Nissan Leaf’s.
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CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
Procurement is proposing to first check the dealer’s on-line inventory
and then visit each of the dealers with the available inventory of the
respective fully electric vehicle with representatives from Parking.
If the procurement team is successful in locating used vehicles from
certified manufacturers dealers, it is recommended to provide the City
Manager the authority to purchase the vehicle “on-the-spot,” providing
an inventory search does not disclose the same vehicle that has
substantially the same mileage and condition.
It is highly unlikely, a dealer would “hold” a vehicle while the City
schedules an agenda item for an upcoming Commission meeting. Thus, it
would be very likely vehicles the procurement team locates would not be
available after Commission approval. Therefore, it is recommended the
Commission provides approval for the procurement process described
above for the purchase of one fully electric used vehicle, with the
commitment of CIP funds, not to exceed the $10,000, provided an
inventory search does not disclose the same vehicle that has substantially
the same mileage and condition.
Once the transaction has been completed and the vehicle has been
purchased, the City will come before Commission and inform the
Commission of the vehicles that were purchased, with all the details,
establishing that the purchase is from a sole source, through the City
Manager’s regular report.
AMOUNT:Not to Exceed $10,000
ACCOUNT:CIP Parking Division: 301-1410-513-6430
ATTACHMENTS:Resolution
Market Research, Nissan Leaf 2013 – 2016
GEM Vehicle VIN #52CG2AGA3D0003228 Designated for Surplus
Surplus Ordinance
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RESOLUTION NO: _______________1
A Resolution authorizing the City Manager to purchase one fully electric 2
used vehicle that is unique as to mileage and condition and to surplus 3
one parking enforcement vehicle 4
WHEREAS, the City Commission has expressed adesire to acquire one fully electric 5
used vehicle for the Parking Division; and6
WHEREAS, the City Commission has authorized a $10,000 expenditure for one7
fully electric used vehicle in the City’s Proposed Budget for Fiscal Year 2018; and8
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WHEREAS, the purchase of used vehicles provides challenges to the procurement 10
method that would normally be implemented when purchasing a new model year vehicle; 11
and12
WHEREAS, market research reveals one potential fully electric used vehicle for 13
acquisition, a Nissan Leaf, model years 2013 through 2016, have a price range of dealer 14
prices, each with different accumulated mileage and different vehicle conditions; and15
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WHEREAS, the addition of an additional fully electric used Nissan Leaf will 17
complement the City’s existing fleet of three (3) used fully electric Nissan Leaf’s; and18
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WHEREAS, it is proposed that staff would first check an authorized dealers on-line 20
inventory and subsequently visit the dealer (s) with a procurement team comprised of 21
representatives fromthe ParkingDivisionto ensure the used vehicle (s)adequately meets 22
those Division and Department needs; and23
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WHEREAS, it is highly unlikely a dealer will “hold” a used vehicle while the City 25
schedules an agenda item for an upcoming meeting should the procurement team locate 26
acceptable used vehicles and thus the located vehicles may not be available for purchase 27
after pre-Commission approval; and 28
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WHEREAS, it is recommended to provide the City Manager the authority to 30
purchase the one fully electric used vehicle “on-the-spot” from authorized dealers with 31
the commitment of CIP funds, account #301-1410-513-6430 not to exceed $10,000, 32
provided an inventory search does not disclose the same vehicle that has substantially 33
the same mileage and condition; and34
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WHEREAS, the City plans to provide the vehicle to the Parking Division for parking 36
enforcement; and37
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WHEREAS, with the addition of the electric used vehicle for parking enforcement, 39
the City is requesting approval to retire and surplus a 2013 GEM vehicle, VIN 40
#52CG2AGA3D0003228, as it has exceeded its useful life; and41
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WHEREAS,Section 2-4.7 titled: "Surplus city-owned property" of the City of South 43
Miami Code of Ordinances states that all personal property owned by the City shall not 44
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Page 2 of 3
be sold unless and until it is declared to be surplus property by resolution of the City 1
Commission; and2
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WHEREAS,the City Manager is recommending that the 2013 GEM vehicle, VIN 4
#52CG2AGA3D0003228, be classified as “surplus” because said property serves no useful 5
function for any activity or in any location within the City and should be sold to thehighest 6
bidder by way of a City auction or as otherwise provided in section 2-4.7 of the City Code 7
of Ordinances; and8
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WHEREAS, once the transaction has been completed and the vehicle have been 10
purchased, the City Manager will advise the Commission of the vehicle that was11
purchased, with all the details, through the City Managers regular report.12
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF 13
THE CITY OF SOUTH MIAMI, FLORIDA;14
Section 1. The City Manager is authorized to purchase one fully electric used 15
vehicle from authorized dealers with the commitment of CIP funds, for an amount not to 16
exceed $10,000, provided an inventory search does not disclose another of the same 17
vehicle that has substantially the same mileage and condition; and once the transaction18
has been completed and the fully electric used vehicle has been purchased, the City 19
Manager will advise the Commission of the vehiclethat was purchased, with all the details20
establishing that the purchase is from a sole source, through the City Managers regular 21
report.22
Section 2. The GEM vehicle, VIN #52CG2AGA3D0003228, is hereby declared to be 23
“surplus” and City Manager is hereby authorized to dispose of the items in accordance 24
with the procedure set forth in section 2-4.7 of the City Code of Ordinances, including sale 25
at public auction.26
Section 3. Severability. If any section, clause, sentence, or phrase of this 27
resolution is for any reason held invalid or unconstitutional by a court of competent 28
jurisdiction, this holding shall not affect the validity of the remaining portions of this 29
resolution.30
Section 4. Effective Date: This resolution shall take effect immediately upon 31
enactment.32
PASSED AND ADOPTED this ___ day of __________, 201833
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ATTEST:APPROVED:35
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_____________________________________________________38
CITY CLERK MAYOR39
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COMMISSION VOTE:42
READ AND APPROVED AS TO FORM,43
LANGUAGE, LEGALITY AND EXECUTION Mayor Stoddard:44 5
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EXECUTION THEREOF Vice Mayor Harris:1
Commissioner Welsh:2
_______________________Commissioner Liebman:3
CITY ATTORNEY Commissioner Gil:4
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ASSET #QTY YEAR DESCRIPTION VIN #
13274 1 2013 GEM E2 ELECTRIC VEHICLE 52CG2AGA3D0003228
CITY ASSET DESIGNATED FOR SURPLUS
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Sec. 2-4.7.
(a)
(b)
(c)
(d)
- Surplus city-owned property.
Items of personal property owned by the city shall not be sold unless and until it is declared to be surplus
property by resolution of the city commission.
The city commission shall not consider declaring any item of personal property to be surplus unless the city
manager has affirmatively recommended such action thereon.
Upon determination by resolution by the city commission that an item of personal property is surplus, the city
manager is hereby authorized to sell to the highest bidder at public sale or, if approved by the commission by
resolution, at public auction, said item of personal property after advertising the date, time and place of said
sale or auction once a week for three (3) consecutive weeks in a newspaper of general circulation in the city.
The city manager shall have the right to accept or reject any or all bids. In the event the personal property shall
be offered for sale or auction, and no bids shall be received therefor, it shall be deemed that such property has
no value and the city manager in his discretion may order it destroyed or otherwise disposed of.
This section shall not apply to stolen, abandoned or confiscated personal property which has come into the
city's possession.
(Ord. No. 810, §§ 1—4, 2-5-74)
Editor's note— Ord. No. 810 did not expressly amend this Code, hence codification of §§ 1—4 as § 2-4.7 was at the discretion
of the editors.
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