11-01-04 Item 5x tk
r
n:
City of South Miami
INTER - OFFICE MEMORANDUM
To: Mayor and City Commission Date: November 1, 2004
f
From: Maria V. Davis Re: Agenda Item #
City Manager Ly Comm. Mtg. November 1, 2004
Purchase of Police Vehicles
RESOLUTION:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH
MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO PURCHASE EIGHT
FORD CROWN VICTORIA POLICE PURSUIT VEHICLES AS APROVED IN THE 2004-
2005 BUDGET FOR A TOTAL AMOUNT NOT TO EXCEED $250,080.00, WITH THE
FIRST YEAR'S INSTALLMENT OF FIVE (5) ANNUAL PAYMENTS NOT TO EXCEED
$50,016.00 TO BE CHARGED TO ACCOUNT NUMBER 1910 -521 -4450
(PURCHASE/LEASE- POLICE VEHICLES); PROVIDING FOR AN EFFECTIVE DATE
BACKGROUND AND ANALYSIS:
The Police Department's current fleet is comprised of 1996 and 1997 vehicles. The vehicles, due to
their age and mileage, are out of services a great deal because of required repairs. Due to budgetary
constraints, the annual program of replacing fleet vehicles has been suspended for four (4) years.
This has resulted in a deteriorated fleet which must be addressed in this and future budget years. The
total cost, including financing, of the eight (8) vehicles will not exceed $250,080.00. These vehicles
would be financed through the Florida League of Cities/ Bank of America at a very favorable rate.
This year's installment payment of not more than $50,016.00 will be paid from account number
1910 -521 -445 (Purchase /Lease Police Vehicles), which has a balance of $240,650.00 before this
request. The eight new vehicles are being requested to replace the old vehicles and provide the Police
Department with a more safe, reliable and serviceable pool fleet.
The vehicles will be purchased from Duval Ford, which was awarded the 2005 Florida Sheriffs
Association bid (# 04 -12 -0823) for Ford Crown Victoria Police Pursuit vehicles.
RECOMMENDATION:
It is recommended that the City Commission approve this purchase
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY.
OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO
PURCHASE EIGHT FORD CROWN VICTORIA POLICE PURSUIT
VEHICLES AS APPROVED IN THE 2004 -2005 BUDGET, FOR A TOTAL
AMOUNT NOT TO EXCEED $250,080.00, WITH THE FIRST YEAR'S
INSTALLMENT OF FIVE (5) ANNUAL PAYMENTS NOT TO EXCEED
$50,016.00 TO BE CHARGED TO ACCOUNT NUMBER 1910 -521 -4450
(PURCHASE/LEASE- POLICE VEHICLES); PROVIDING FOR EFFECTIVE
DATE
WHEREAS, the annual program of replacing police fleet vehicles has been suspended for the
last four (4) years; and
WHEREAS, this has resulted in the current police fleet including 1996 and 1997 vehicles
which, due to their age and mileage, render them unsuitable and unsafe as pursuit vehicles and in
need of replacement; and
WHEREAS, in order to maintain a fleet of serviceable vehicles for the police department, the
purchase of eight new vehicles is requested as approved in the 2004 -2005 budget; and
WHEREAS, financing is available through the Florida League of Cities, Bank of America;
and
WHEREAS, Duval Ford is the awarded bidder under Florida Sheriff s Association Bid #01-
07 -0913 expiring on September 30, 2005, for Ford Crown Victoria police pursuit vehicles.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA, THAT:
Section 1. The City Manager be, and hereby is, authorized to execute a purchase
agreement with Duval Ford for the acquisition of eight Ford Crown Victoria Police Pursuit Vehicles
as approved in the 2004 -2005 budget; the disbursement to be charged to account number 1910 -521-
4450 (Lease /Purchase- Police Vehicles) with a current balance of $240,650.00.
Section 2. The Mayor and City Commission authorize the City Manager to execute
financing through the Florida League of Cities, Bank of America for the term of the loan.
Section 3. That all future payments be budgeted for the duration of the loan.
Section 4. That this resolution be effective immediately upon the adoption hereof.
PASSED AND ADOPTED this day of , 2004.
1
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM:
CITY ATTORNEY
Resolution approving police vehicle purchase FY 2004 -05
APPROVED:
Mary Scott - Russell, Mayor
Commission Vote:
Mayor Russell:
Vice Mayor Palmer:
Commissioner Wiscombe:
Commissioner Birts- Cooper:
Commissioner Sherar:
2
t
A FLORMNim
AS_ �ASQCIATI�r.
a k
7 S"
COUNTI
FLORIDA SHERIFFS ASSOCIATION,
FLORIDA ASSOCIATION OF COUNTIES SL
FLORIDA. FIVE CHIEFS' ASSOCIATION
,Base Specifications
SPECIFICATION #01',- FULL SIZE VEHICLE
REAR WiiEEL DRIVE
FORD CROWN VICTORIA - POLICE PACKAGE 4 -DOOR (P71 /720A)
ALL ITEMS FACTORY INSTALLED UNLESS OTHERWISE INDICATED
INSTRUCTIONS: Listed above, you will find the model numbers of the vehicles that will be
included in this year's contract.
1. EN
a. Manufacturer's standard; V8 gasoline engine, oil cooler, alternator, battery, and
cooling package
2. IRANSMISSION
a. Manufacturer's standard automatic transmission
3. AXLES
a. Manufacturer's standard axle 'ratio for pursuit vehicle
4. PERFORMANCE ITEMS
a. Manufacturer's standard power steering designed for pursuit vehicle
b. Manufacturer's standard gauges and certified speedometer
C. b" round dome lamp between sunvisors
5. COMFORT ITEMS
a. Manufacturer's standard air conditioning with 134A system
b. Manufacturer's standard tinted glass all around
C. Manufacturer's standard trunk opener, electric, remote unit location
d Keys: two (2) per vehicle, single key locking system, (each vehicle keyed differently)
44 Bid Award Announcement (04 -12- 0823)
x Base Specifications #01 Full Size Pursuit Vehicle (RSpecifications
C. Optional AM /FM stereo radio
f. Rubber heavy -duty floor covering
g. Power door locks and power windows
h. Cloth front bucket seats and vinyl rear bench "seat
6. BRAKES
a. Four wheel' anti -lock brake ABS system
7. TIRES AND WHEELS
a. Speed rated blackwall tires with -full size spare tire.
b. Manufacturer's standard production wheel covers
8. CHASSIS FRAME. CAB
a. Manufacturer's standard colors, factory painted. Colors to be determined by
individual agencies:
b. Factory front and rear door molding
C. Manufacturer's standard fuel tank
9. CONDITION
In addition to equipment specified, vehicle shall be equipped with all standard equipment as
specified by the manufacturer for this model and shall comply with all EPA Emission Stan-
dards and all Motor Vehicle safety Standards as established by the U.S. Department of Trans -
portation regarding the manufacture of motor vehicles.
The successful bidder shall be responsible for delivering vehicles that are properly serviced,
clean and in first class operating condition. Pre- delivery service, at a minimum, shall include
the following:
a. Complete lubrication.
b. Check all fluid levels to assure proper fill.
c. Adjustment of engine to proper operating condition.
d. Inflate tires to proper pressure:
e. Check to assure proper operation of all accessories, gauges, lights, and mechanical features.
f Focusing of headlights.
g. Cleaning of vehicles, if necessary, and removal of all unnecessary tags, stickers, papers,
etc. DO NOT remove window price sticker or supplied line sheet.
Bid Award Annowicement (0412 -0823) 45
Florida Sheriff's Association i rites
ease Vehicle
2005 Ford Crown Victoria Police Pursuit
$18,872.00
bons
Limited slip differential
$125.00
Silicone hoses
320.00
Rear door locks inoperative
25.00
Rear window inoperative
25.00
Courtesy Light disabled
20.00
Spot light
190.00
Ignition powered trunk button
60.00
Radio noise suppression
95.00
Extra Care Warrant'
3,575.00
Third Key
78.00
Kevlar 'gunk Package
190.00
Progard P2200 Series
595.00
Polycarbonate (Lexa,n)Cage Dealer Installed
Rear Transport Seat - Pro Gard
452.00
Tot
$24,625.00
(X 8 cars) =
$197,000.00
(+ 5 years interest 3.57% - $35,164.50) _
, $232,164.50
Payment er Year: $46,432.90