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Home My WebLink AboutItem 07 Consideration of 4-Year Lease/Purchase with Suntrust Leasing Corp. for New Citywide Vehicles and Equipment; and Authorization of Use of Various Governmental Contracts for the Procurement of these Vehicles and Equipment AGENDA ITEM COVER SHEET Meeting Date: 2/01/05 Item # 7 Contact Name: Contact Number: Joyce Tolbert 1516 Reviewed By: Department Director: City Manager: ~ --- Subject: 4-Year lease-Purchase of New City Vehicles & Equipment for FY 04/05 Background Summary: Authorization is needed to piggyback the FSA and FDOT contracts for the lease-purchase of the vehicles and equipment listed. Authorization is also needed to declare Heintzelman's Ford as the best source vendor for the purchase of the dump truck and claw truck. The dump truck came in over budget; therefore, authorization is needed for a budget transfer in the amount of $1,797.00 from the Right-of-Way Maintenance account to the Streets/Traffic account. It is also the intent of Staff to consolidate the financing for the vehicles and equipment being purchased in order to realize a savings on the interest rate. This lease-purchase agreement is for four (4) years, and is the second of two lease agreements needed to complete the financing for the current year budgeted city vehicles and equipment. Issue: The budget for Fiscal Year 04/05 includes the lease-purchase of various new vehicles and equipment for City departments. The Florida Sheriff's Association (FSA) & Florida Department of Transportation (FDOT) bids were reviewed for the best pricing based on factors such as price and options available. Heintzelman's Ford is considered the best source vendor for the dump truck and claw truck. Recommendations Staff recommends that the City Commission: 1) Approve piggybacking on the Florida Sheriffs Association & Florida Department of Transportation contracts for the listed vehicles and equipment; 2) Approve Heintzelman's Ford as the best source vendor for the purchase of the Dump Truck and the Claw Truck; 3) Approve the transfer of$I,797 from Right of Way Maintenance Capital Equipment Account #001- 541-20-6401 to Streets/Traffic Capital Equipment account #001-541-10-6401; 4) Authorize staff to secure financing through Suntrust Bank for the vehicles and equipment listed, and authorize the Mayor, City Clerk, and Staff to execute the lease-purchase agreement between the City and Suntrust Bank and all related documents. Attachments: Consolidated List of Vehicles and Equipment to be lease/purchased. Transfer request memo from Public Works. Financial Impact: The total cost for the vehicles and equipment requiring approval is $593,684. There is one (1) vehicle being purchased with Solid Waste R&R Funds at a total of $21 ,918. The total for the new 4-year consolidated lease, which includes the remaining vehicles and equipment, is $571,766. Type of Item: D Public Hearing D Ordinance First Reading D Ordinance First Reading D Resolution IZI Commission Approval D Discussion & Direction For Clerk's Deot Use: IZI Consent Agenda D Public Hearing D Regular Agenda D Original Document/Contract Attached for Execution by City Clerk IZI Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by ( ) ~61f o N/A o N/A o N/A City Manager Robert Frank Commissioners Danny HowelL District 1 Scott Anderson, District 2 Rusty Johnson, District 3 Nancy J. Parker, District 4 Mayor S. Scott Vandergrift ST AFF REPORT FROM: The Honorable Mayor and City Commissioners Joyce Tolbert, Purchasing Agenq- January 25, 2005 TO: DATE: RE: ISSUE: 4-Year Lease-Purchase of New City Vehicles and Equipment 04/05 The budget for Fiscal Year 04/05 includes the lease-purchase of various new vehicles and equipment for City departments. The Florida Sheriffs Association (FSA) & Florida Department of Transportation (FDOT) bids were reviewed for the best pricing based on factors such as price and options available. Heintzelman's Ford is considered the best source vendor for the dump truck and claw truck. BACKGROUND & DISCUSSION: Authorization is needed to piggyback the FSA and FDOT contracts, on the items listed. Authorization is also needed to purchase the Dump Truck and the Claw Truck from Heintzelman's Ford as a best source vendor. After contacting various vendors and reviewing the FSA contract, it was determined Heintzelman's is able to offer the equivalent dump truck for $7,124 less than the FSA contract, due to the dump truck being in their existing inventory. Heintzelman's was also able to offer the equivalent claw truck for $7,830 less than the FSA contract, as the chassis is manufactured by Sterling and the FSA's dealer's chassis is manufactured by International. The chassis is also available in their existing inventory. All vendors contacted explained that the dump truck prices were higher this year due to higher production costs and oil prices. Therefore, there is a shortage of budgeted funds for the purchase of the dump truck, and Staff requests the transfer of $l, 797 from the savings on the purchase of the claw truck in the Right-of-Way Maintenance account #001-541-20-6401 to Streets/Traffic account #001-541-10-6401, per the attached request from Bob Zaitooni, Public Works Director. It is also the intent of Staff to consolidate the financing for the vehicles and equipment being purchased, in order to realize a savings on the interest rate. This lease-purchase agreement is for four (4) years, and is the second of two lease agreements needed to finance the remainder of the budgeted city vehicles and equipment. The FSA and FDOT bids were reviewed for the best pricing based on factors such as price and options available. The City of Ocoee participates each year in the FSA co-op bid, and the bid encompasses dealerships in the Western, Northern, Central, and Southern parts of the State of Florida. These quotes are available in the Finance Department for all items listed. A copy of the FSA is available at http://www.flsheriffs.org/04-12-0823%20Bid%20Award.pdf and the FDOT contract is available at http://www.dot.state,flus/procurement/pdf/ITB-DOT -0203-9026-LG .pdf. The consolidated list of vehicles and equipment to be lease-purchased and purchased with Solid Waste R&R funds is also attached. The total cost for the vehicles and equipment requiring approval is $593,684. There is one (1) vehicle being purchased with Solid Waste R&R Funds at a total of$21,918. The total for the new 4-year consolidated lease, which includes the remaining vehicles and equipment, is $571,766. City Manager Robert Frank Commissioners Danny Howell, District 1 Scott Anderson, District 2 Rusty Johnson, District 3 Nancy J. Parker, District 4 Mayor S. Scott Vandergrift MEMORANDUM TO: Joyce Tolbe~ Finance .-- "."." ,. ,,^,..... ..,,../ .,. .J . .1"-,, ~,/l,.'/ . ,""""..,.. ,I , ) V FROM: Bob Zaitooni, Public Works Director DATE: January 21, 2005 RE: Capital Equipment Purchase Due to $1,797 shortage of budgeted funds for the purchase of a 20 yard dump truck in the StreetslTraffic, please include a request for transfer of funds in your upcoming staff report to the City Commission as follows: Transfer $1,797 from the savings from the purchase of a claw truck in the Right-of-Way Maintenance, Account # 001-541.2, line 6401 to Streets/Traffic, Account # 001-541.1, line 6401 for the purchase of a 20 Yard dump truck. If you have any questions or require additional information, please contact me at extension 6002. RZ The City ofOcoee Public Works. 301 Maguire Road. Ocoee. Florida 3~761 phone: (~07) 905-3170 . fax: (~07) 905-3176. www.ci.ocoee.f1.us CITY OF OCOEE CITYWIDE VEHICLES & EQUIPMENT LEASEIPURCHASE FISCAL YEAR 04/05 QT BID BID NAME ellST ESCRIPTION -EPARTl\'IENT 2-0823 04- FL Sheriff's Assn. & FL Assn of Counties &FL Fire Chiefs Coop. Bid 21,918 2005 Ford F150 4x4 Pickup Truck X14 extended cab 4-door, long bed White, additional options per dealer. Works/Sanitation Public -B1U E BIDNA 1 :21;2111 COST QTY o.s M;:'fLlLR'tHASEWJTIiS,QJ,.JD~W~s'IE~I{ ESCRIPT/ON Q 2-0823 04- FL Sheriff's Assn. & FL Assn of Counties &FL Fire Chiefs Coop. Bid 21,038 2005 Ford Explorer 4x4 SUV 4-door, white w/ Additional options per dealer. Public Works/Administration 04-12-0823 FL Sheriff's Assn. & FL Assn of Counties &FL Fire Chiefs Coop. Bid 9,682 2005 Ford F250 4x2 Pickup Truck with Service Body, white w/additional Options per dealer. Maintenance WorksIFacilities Public FL Sheriff's Assn. 04-12-0823 & FL Assn of Counties & FL Fire Chiefs Coop. Bid 2,685 2005 Ford E250 4x2 Cargo Van White w/sliding side door. Maintenance Works/Facilities Public 2-0823 04- Bid FL Sheriff's Assn. & FI Assn of Counties & FL Fire Chiefs Coop 24,73 2005 Ford F250 4x4 Pickup Truck White, w/Service Body & Additional Options per dealer. Utilities/Water 2-0823 FL Sheriffs Assn. 04- & FL Assn of Counties & FL Fire Chiefs Coop. Bid 50,162 2 2005 Ford F250 4x4 Pickup Trucks White, w/Service Body & Additional Options per dealer. 25,081 each Utilities/Wastewater CITY OF OCOEE CITYWIDE YEHICLES & EQUIPMENT LEASEIPURCHASE FISCAL YEAR 04/05 DESCRIPTION 1 BID # p" 4'- 2-0823 FL Sheriffs Assn. 04- & FL Assn of Counties & FL Fire Chiefs Coop. Bid BID-NAME- COST 9,598 QTY 2005 Ford F 150 4x4 Pickup Truck White, w/toolbox & additional options Per dealer. rDEPARTMENT Park Maintenance 2-0823 32,400 FL Sheriffs Assn. 04- & FL Assn of Counties & FL Fire Chiefs Coop. Bid 3 2005 Ford F 150 4x2 Pickup Trucks White, w/additional options per dealer. 10,800 each Community Dev/Building Best Source-Local Dealership Heintzelman's Ford 96,759 2005 20-yard Dump Truck w/ W/Sterling L T9600 Chassis & Dealer Installed options. Works/Traffic Public Best Source-Local Dealership Heintzelman's Ford 85,405 2005 3D-yard Claw Truck w/ Sterling Chassis set back axle Model TL3 Base Loader, Trash Body & Dealer installed options. Public Works/Right-of Way Main!. 209,306 F.D.O.T. P0384 ITB-DOT-02/03-9026-LG- Vac-Con Sewer Cleaning Truck w/ Sterling Chassis w/standard items per Specs and additional options per dealer. Utilities/Wastewater ,~.'~' '~\'/"~'; ,.,-s,: ~1}f; 4- YEAR LEASE TOTAL 571,766 1:t_5j3,6jl;l 13 GJlA!':!D___T~O.TAL