MEMORANDUM. Approval to purchase Eight (8) Patrol Vehicles and One (1) SUV with Additional Components for the Sheriff s Office

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1 GLYNN COUNTY FINANCE DEPARTMENT 1725 REYNOLDS STREET, 3 rd FLOOR - BRUNSWICK, GEORGIA PHONE: (912) ; FAX: tmiller@glynncounty-ga.gov MEMORANDUM TO: VIA: FROM: Board of Commissioners Finance Committee Tonya Miller, Finance Director DATE: August 5, 2014 SUBJECT: Approval to purchase Eight (8) Patrol Vehicles and One (1) SUV with Additional Components for the Sheriff s Office Statement of Issue: The Georgia Department of Administrative Services, State Purchasing Division, has established a Statewide Contract for Police Pursuit and Special Service Vehicles, which is a mandatory contract for all State of Georgia governmental entities, but is also available on a convenience basis to other Governmental Entities, to include local governments. Eight (8) Patrol Vehicles and One (1) SUV for the Sheriff s Office were approved as capital budget purchases for FY15. We are requesting approval from the Board of Commissioners to issue a purchase order for eight (8) 2014 Dodge Charger Pursuit Vehicles from the Statewide Contract SPD-ES , to Akins Ford Dodge Jeep Chrysler in the amount of $23, each, for a total cost of $186,978.00; and one (1) 2015 Chevrolet Tahoe Pursuit Vehicle, from the Statewide Contract SPD-ES , to Hardy Fleet Group in the amount of $28, with all funding provided by the Capital Projects Fund. The approved budget for this purchase was $ Purchasing from the Statewide Contract will allow for a significant savings to the County as it includes options priced at the dealer cost plus 1% or below, as well as a prompt pay (net 20 days) discount of 3% for the purchase from Akins Ford Dodge Jeep Chrysler and a discount of 2% for the purchase from Hardy Fleet Group. With the prompt pay discount applied, the County will save an additional $5, off of the total price. Alternatives 1. Approve the request to issue a purchase order to Akins Ford Dodge Jeep Chrysler for eight (8) 2014 Dodge Charger Pursuit Vehicles in the amount of $186, and a purchase order to Hard Fleet Group for one (1) 2015 Chevrolet Tahoe Pursuit Vehicle in the amount of $28, for a total amount of $215, with all funding provided by the Capital Projects Fund.

2 2. Issue a formal Invitation for Bid for eight (8) patrol vehicles and one (1) special service vehicle. Recommendation Staff is recommending Alternative 1 Funding Source Capital Projects Fund $215, Recommended Motion to Finance Committee I move to recommend that the Board of Commissioners authorize the issuance of a purchase order to Akins Ford Dodge Jeep Chrysler in the amount of $186, and a purchase order to Hardy Fleet Group in the amount of $28, for a total amount of $215, with approved funding from the Capital Projects Fund. Recommended Motion to the Board of Commissioners I move to recommend that the Board of Commissioners authorize the issuance of a purchase order to Akins Ford Dodge Jeep Chrysler in the amount of $186, and a purchase order to Hardy Fleet Group in the amount of $28, for a total amount of $215, with approved funding from the Capital Projects Fund.

3 AKINS FORD DODGE JEEP CHRYSLER GOVERNMENT SALES ROZICENHOUR r 220 W MAY STREET, WINDER GA FAX RICENHOUR@AKINSONLINE.COM 2014 DODGE CHARGER PURSUIT VEHICLE STATEWIDE CONTRACT BASE PRICE $ 22, SPEED AUTOMATIC REAR-WHEEL DRIVE ENGINE HOUR METER ALL SPEED TRACTION CONTROL POLICE ABS 4-WHEEL HD DISC BRAKES P225/60R18 BSW PERFORMANCE TIRES SUPPLEMENTAL SIDE CURTAIN AIR BAGS POWER DOOR LOCKS/POWER WINDOWS Y POWER DRIVER'S SEAT AM/FM CD PLAYER SPEED CONTROL BLACK VINYL FLOOR COVERING CLOTH BUCKET FRONT/CLOTH REAR BENCH 2.65 REAR AXLE RATIO PUSH TO START/STOP ENGINE AIR CONDITIONING REMOTE KEYLESS ENTRY RED/WHITE CENTER DOME LIGHT PX8 PITCH BLACK PAU GRANITE CRYSTAL PW7 BRIGHT WHITE PBX JAZZ BLUE PWD IVORY 3 COAT PS2 BRIGHT SILVER PWL WHITE GOLD PBS ELECTRIC BLUE PB8 MIDNIGHT BLUE P76 SHERIFF'S TAN PRY REDLINE 3 COAT P79 MICHIGAN BLUE *STREET APPEARANCE GROUP: FULL LENGTH FLOOR CONSOLE ILLUMINATED FRONT CUPHOLDERS POWER HEATED MIRRORS FOG LAMPS HROME GRILLE POWER HEATED MIRRORS FULL SIZE WHEEL COVERS REAR STABILIZER BAR CARPET FLOOR COVERING W/MATS FRONT READING/MAP LAMPS *CONNECTIVITY GROUP: RR VIEW AUTO DIM MIRROR W/MICROPHONE BLUETOOTH STREAMING AUDIO UCONNECT VOICE COMMAND W/BLUETOOTH *CONVENIENCE GROUP: POWER DRIVER AND PASSENGER 4-WAY LUMBAR ADJUST POWER DRIVER AND PASSENGER SEAT POWER ADJUSTABLE PEDALS

4 Contract Information Statewide Contract Number PeopleSoft Vendor Number Vendor Name & Address Akins Ford-Dodge-Chrysler-Jeep 220 West May Street Winder, Georgia TIN: Contract Administrator Roz Icenhour Telephone: Fax: Contact Details ES Location Code 002 Ordering Information 220 West May Street Winder, Georgia ATTN: Roz Icenhour Remitting Information 220 West May Street Winder, Georgia ATTN: Roz Icenhour Delivery Days Discounts Payment Terms Bid Offer includes Acceptable payment method Orders will be shipped within days after receipt of Purchase Order 3% Net 20 days Net 30 days State and Local Governments Purchase Orders 2

5 The Georgia Department of Administrative Services, State Purchasing Division, has established a Statewide Contract for Police Pursuit and Special Service Vehicles with the following suppliers: Akin Ford-Dodge-Chrysler-Jeep, Hardy Chevrolet and Wade Ford. This is a MANDATORY CONTRACT for all State of Georgia governmental entities subject to the State Purchasing Act. The statewide contract is also available on a convenience basis to other Governmental Entities such as state authorities, local government, municipalities, cities, townships, counties and other political subdivisions of the State of Georgia. The purpose of this contract is to provide fuel efficient and clean fuel police pursuit and special service vehicles for the following automotive vehicle manufacturers: Dodge, Ford and Chevrolet. Key benefits of the contract include: Greatly Expanded Variety (18 vehicles on contract versus 4 on old contract) o Every Pursuit Vehicle (10) on the market on contract o 8 Special Services Vehicles on contract Competitive Pricing 2 of the 3 suppliers offer prompt payment discounts; range 2% to 3%, 20 days Payment Terms: Net 30 Best value vehicle/supplier selection; award criteria considered total life cycle costs (required options pricing, delivery and prompt payment discount) V6 and V8 engine models available. Expanded Options listings; Options priced at dealer cost +1% or below. Custom delivery charges established by region.

6 PHONE: PIEDMONT AVENUE SE SUITE 1820 WEST TOWER ATLANTA, GEORGIA FAX:

7 Hardy Chevrolet 2015 Chevrolet Tahoe Pursuit Steve Canup, Fleet Manager 2015 Chevrolet Tahoe Pursuit $ 28, Std. Equipment: V8 Auto A/C AM/FM/CD Power windows locks mirrors Power drivers seat cloth bucket seat w/ no console vinyl rear seat tilt steering wheel cruise control remote keyless entry vinyl floor covering rear view camera aux. battery Available options: place "x" if desired Remote Vehicle Start $ $ - Inoperable inside door handle & window & locks $ $ - Locking Rear Differential $ $ - 4 x 4 Drive train (5W4 Special Service) $2, $ - Carpet flooring w/ mats $ $ - 6 extra key fobs $69.00 $ - Spotlamp (non LED) $ $ - Spotlamp LED $ $ - Flasher System Headlamp & Taillamp $ $ - Grill lamp & Siren speaker wiring x $93.00 $ Delivery x $ $ Exterior Color: Black White Silver Ice Mocha Steel x Champagne Silver Total per unit $ 28, Number of units 1 1 Total purchase order $ 28, scanup@bellsouth.net phone x 205 fax

8 Contract Information Statewide Contract Number PeopleSoft Vendor Number Vendor Name & Address Hardy Fleet Group 1249 Charles Hardy Pkwy Dallas, Georgia TIN: Contract Administrator Steve Canup Telephone: Fax: Contact Details ES Location Code Ordering Information Remitting Information Delivery Days Discounts Payment Terms Net 30 Hardy Fleet Group 1249 Charles Hardy Pkwy Dallas, Georgia Attn: Steve Canup Hardy Fleet Group 1249 Charles Hardy Pkwy Dallas, Georgia Attn: Steve Canup Orders will be shipped within 120 days after receipt of Purchase Order 2% if paid within 20 days of vehicle delivery Bid Offer includes Acceptable payment method State and Local Governments Purchase Orders 3